What should you include in the short closing paragraph of a letter of transmittal?

Letter of Transmittal Samples: A transmittal letter is a business letter that is usually brief in nature and is a letter that is sent with another separate type of communication, for example, a document that is much longer (like a proposal), a request for payment, a response to an inquiry and so on and so forth. It acts as a foreword to the information in the communication and why it is being sent and what is to be done with the said information. It basically puts the correspondence into context so as to avoid confusion.

The people receiving the letter understand what they have received and why they received it. For documents that are bigger, a letter of transmittal can also include details of encompassing elements of importance.  Letters of transmittal also clear the requirements or the instructions regarding the documents that are attached.

Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.

For example, if you submit a report explaining why the sales of an item dropped significantly over the last quarter to company headquarters, along with it you will attach a letter of transmittal which will explain in brief to the people receiving it, what the report is for. This tells recipients what to expect in the attached document, so they understand it’s importance. Below we have provided some are some tips and some samples of how a transmittal letter is used:

• When a person needs to explain the requirements and/or the instruction in the document that is attached.
• When one is sending contracts or drafts that require being reviewed of approved
• When one needs to explain why the attached document should be read and considered
• When important points of a document need emphasis
• When a project has deviated from original plans
• When a report that is attached reflects decisions that were made after a proposal was submitted
• When challenges that were not anticipated came up, leading to pushing back of a project.
• When a project yielded outcomes that were not expected

Here are some tips to write transmittal letters, with samples included:

1. Include heading with the date and the address of the recipient.
2. Greet the recipient appropriately
3. Write the body of the letter
4. Mention the purpose of the letter
5. Request for follow-up or further instructions
6. Provide details about document that is attached
7. Include a short closing paragraph
8. Make sure whatever you have written is clear and accessible. The letter you send should be easy to comprehend and understand so that the person receiving it knows exactly what it is you are sending. Try your best to avoid using technical language, if possible at all.
9. Make sure you are concise. The point of a letter of transmittal is to provide a brief outline of the importnat details. It should be less than one page.
10. Use a tone that’s friendly in nature. While a transmittal letter is considered to be a formal letter, it is still acceptable to use a nice and conversational tone. You want to establish a sense of goodwill.
11. Although a letter of transmittal is treated as a separate document, it should always accompany the documentation that you intend on introducing.
12. Always keep a copy of the letter of transmittal and all sorts of documentation for your own records.
13. Make sure that your letter is proofread so as to avoid any errors.

Sample Transmittal Letter

John Doe

Sirius Baxter Corp.

67th Twillus Valley

Atlantis, 792754

Brian Tress

Owner

Brian’s Diary Farm

682 Summer Street

Jily City, 276427

Dear Mr. Brian Tress,

Within the attached R.O.F. Marketing Report, you will come to know about the information on the possibility of marketing your products through our website and the recommendations that we have provided for a specific action plan.

Our analysis included researching the organic market in Georgia and the success of similar businesses marketing online products. We have had a conversation directly with our team to gather data and insights into how their website will increase the visibility of your product and sales. Based on our research, we came to the conclusion that selling your product online will be a best for your business. We have provided an outline for a plan of marketing and also have attached report that you could review if you’d like.

Thank you for trusting our company to complete this research of yours. We appreciate the business and look forward to the future where we could work you. Please review the report and let us know your thoughts.

If you have any additional questions that you want to ask, feel free to contact me anytime at [email protected] or (871) 187-6816. I am looking forward to meeting with you again to speak with you further on this project.

Sincerely,

John Doe

Transmittal Letter for Research Program

Alyssa Bluetail

Professor of Physics

412 Woolf Hall

Jimington, CA 28765

January 15, 2021

Dr Schmidt Creek,

Director, The Sciences Special Program

National Institute of Physics

Ardingdale, CA 18751

Dear Ms. Creek,

I submit herewith a proposal in support of a research program entitled “Problems of Excess Agon in Silicates” to be performed under my direction in the National Institue of Physics’ Earth Science Laboratory.

I am requesting funding of $70,000 (seventy thousand American Dollars) in total estimated costs for the period December 29, 2020, to January 10, 2021.

Questions related to all technical aspects of the research program of any sort should be directed to me. Questions related to the administrative aspects of the project are to be directed to Ms. Alexa Demie-Perez, Associate Director of the program.

Awaiting a positive response.

Sincerely,

Alyssa Bluetail.

Transmittal Letter for Submission of Documents

February 27, 2021

Larry Jonas, Director

Fritefurd Developers

67 Bakert Avenue

Nashville

Dear Mr. Jonas,

As agreed upon by us on the 15th of January, 2020 in our contract, we are submitting the attached report entitled “The Hazards in the Rise of the Levels of Toxins in the Atmosphere”.

This letter examines the problems with the accumulation of fatal gases such as Carbon Dioxide in the atmosphere of the planet, the climatic changes that follow suit and the consequences that the accumulation of similar gases entail will also be discussed. Along with the aforementioned, we will also be discussing the sources of the gases, how to subdue their rise and the fatal consequences and some other possible remedies. We are considering the possibility of conducting a seminar regarding the same, if the discussion we carry out turns out to be fruitful.

The project has incurred a cost of $15,000, 60% of which has been covered by the Student Directory as we had discussed earlier. We are requesting you to complete the remaining payment on your part as soon as possible, before the 17th of March, 2020.

I hope this report lives up to your expectations. Please let me know if any rectifications are required.

Sincerely,

Richard Parker

President

Mitschen School of Sciences