A transmittal letter is considered as a cover letter which is used to accompany the main documents. A letter of transmittal not only provides the recipient with a detailed introduction about the attached document, but also helps the sender to maintain record of all sent documents. It is a short yet concise description of the attached document. It acts as summary rather complete article because it describes the attached letter and basic purpose of sending this document. A professional letter of transmittal provides accurate information about material and other useful information. While the footer of this document, it contains a paragraph to establish goodwill. It is a good custom to say thanks or compliment to the receiver in this paragraph by the writer.
What Is A Transmittal Letter?
A letter of transmittal introduces another document like proposal, draft or report, but it is not necessary to include a part of accompanying document in this letter. As it is a business document, therefore it is necessary to have complete information about its elements and writing style. The writer will provide the name of the accompanying document and write a few lines about sending this document. You will also write for expected response from recipient’s side. Apart from writing your wish, you can also maintain contact with recipient in the future. You can send any sort of sensitive information through this letter, for instance; any password for protection of any electronic material or secret code for unlocking device password. It will draw recipient’s information towards the accompanying document.
Features of Transmittal Letter
A good writer can introduce a document or any other material by a transmittal letter in several ways. You can write how the accompanying document will meet its expectations. You can also discuss how you gathered information for composing the accompanying document, or you can also write about your companions who supported you in working for the document. This letter contains comprehensive information, but it should be written in simple as well as easy to understandable language. Being a writer, you will have to make sure to include your complete address and contact information. This document should be sent along with the document, not before or after sending the actual document.
Writing a Transmittal Letter
If you are required to write your first transmittal letter, and you don’t have any experience, then you must read a few letters before putting pen in your hand. There are various method of writing a letter of transmittal but what makes this letter more professional, is its content. You will need to pay special attention to the content of this letter. Underneath are given below guidelines, if you wish to write this letter like pro. These are given below;
• First, write down the name and address of the person who will receive the document in the same style you follow to write any business document.
• Write the name of the document you are sending with the transmittal letter and few lines about why the document was sent, why it was written and what it expected as an outcome.
• You can write special instructions to use the attached document, for instance, keywords, unique code and password.
• Write a few lines about how the attached document, and it will meet the stated objectives.
• If any section in the document contains key information, you should locate the section where this key information exists.
• Make sure to keep the transmittal letter brief and simple. You can refer to the terms used in the accompanying document, but it is not necessary to restate the sentences written in that document.
• Mention the methods used to gather information to be used in accompanying document.
• Close the letter by using thanking or complementary words for the recipient. Make sure to include information about deadlines for expected actions.