No matter what you are doing, good communication is vital to relationships and business endeavors. When it comes to business you have to make sure the other person or people understand what the document(s) are all about.
Providing the right communication requires a letter when you cannot be there in person. That is what a transmittal letter is all about. It provides the key pieces of information so that the recipient understands what the document is for and how it applies.
To write a good transmittal letter, just continue to read our article. It has the guidelines to follow to make sure you get your transmittal letters written properly.
What Is a Letter of Transmittal?
Some people call it a business document cover letter. Cover letters provide a brief explanation for why a resume was submitted and the transmittal letter provides a few notes of clarification, explanation or other data to make sure the recipient understands the contents of the document.
This letter explains important points or asks someone else to review and approve the document and other instructions you deem necessary so that the document is treated like it should.
When to use this letter?
The time to use these letters is when you cannot be there in person to explain the document yourself. You are sending the documents to an outside agency, organizations, or individuals that are not in the loop but must be kept up to date on the important aspects of an ongoing project.
These transmittal letters often accompany the following reports:
- scientific or technical
- financial or straight data
- specific details for ongoing projects
- project proposals for approval
- confidential reports that contain sensitive information
How to write a letter of transmittal
The format usually follows the standard business letter format although there is no set approved way to write one of these letters. They should be typed on your company’s letterhead and follow the upcoming steps:
- Your company’s name and address and date at the top left corner of the letter. This is followed by the recipient’s name title, organization’s name, and address.
- Use the appropriate greeting and use one of the appropriate titles, Mr., Mrs., and so on
- After a short few words of greeting in the beginning sentences, write the body of the letter with all the pertinent details the recipient needs to know. This includes any details about the attached document and a request that they contact you if they have more questions.
- Write a short conclusion to the letter and do not forget to include any contact information they will need to use.
- #5. Sign off with ‘Sincerely’, and your name
Sample Letter of transmittal in Business communication
Mars, Candy Ltd.,
1234 Appleton Way
June 20th, 2021
3456 Oak St.,
Good afternoon the reason I am writing this is to explain the attached document. Some of the details may not be clear and I want to make sure you have all the details and understand each point.
The document lays out our sales forecast for the coming year and reveals some of our target goals. We are also asking if your company can meet its shipment objectives in order for us to meet our goals.
If not, please call me at 000-000-0000 or e-mail me at email @ web dot com and I will be glad to answer any questions you may have.
Sample Letter of transmittal for proposal
825 Peacock Lane
June 20th, 2012
Walker Logistics Inc.
Dear Mr. Walker,
Our attached document contains our proposal to begin construction of your new head office. There is a feasibility study, a mineral deposits report, and a cost breakdown. Each report lays out all the costs, possible issues of construction as well as our suggestions for any alternative action needed to be taken.
We have preliminary city approval to begin construction at your convenience. We just need you to approve the plan and we can get the project underway. Please review these reports and let us know if there are any concerns on your part before we break ground.
If you have any questions feel free to call me at 000-000-0000 or e-mail me at Shippcon5 @ yahoo dot com
Letter of Transmittal Templates and Examples
Tips for writing a letter of transmittal
- Be clear, concise, to the point, and leave out any fluff or extra terminology that may confuse the reader.
- Always be friendly or cordial in tone. Try to establish any goodwill that is needed between you and the recipient.
- Do not forget to attach the document. Make sure both are sent at the same time.
- Keep a copy for your records just in case the letter is lost in transmission or other ways.
- Make sure to proofread
What is letter of transmittal in report?
This is just a brief letter stating the purpose of the accompanying document and clear up any possible misconceptions or misunderstandings about the content of the report.
What is a letter of transmittal for stock?
This is another sort of letter that accompanies any stocks or securities being exchanged or as part of a corporate action. Usually, the security holder writes this letter.
When you want to be sure that the other party understands the information you send them, you write a transmittal letter to accompany any official paperwork, documents, or securities, etc.
These letters do not have to be that long as long as the vital information is included. Make sure to write in clear language that is to the point. These letters can save you a lot of headaches when they are written right.