Purpose
A Transmittal Letter is a formal communication used to transmit documents, reports, records, or other materials from one office or individual to another. It serves as an official cover letter that identifies the enclosed documents, explains their purpose, and provides any necessary instructions or information for the recipient.
A well-written transmittal letter establishes a clear record of what has been submitted and facilitates proper documentation and action by the receiving office.
When to Use
Use a Transmittal Letter when:
- Submitting reports, proposals, plans, or other official documents to another office or agency.
- Forwarding documents for approval, review, evaluation, or appropriate action.
- Transmitting signed agreements, resolutions, or administrative issuances.
- Sending supporting documents requested by another office.
- Officially forwarding records, certifications, or other government documents.
Essential Components
A standard Transmittal Letter generally includes:
- Date
- Recipient’s name and designation
- Office or agency
- Subject
- Opening paragraph stating the purpose of the letter
- Description of the enclosed document(s)
- Statement indicating the intended action or information
- Complimentary close
- Signature block
- Enclosure notation, when applicable
- Copy Furnished (cc:), when applicable
Writing Tips
- State the purpose of the transmittal in the opening paragraph.
- Clearly identify each enclosed document by its title or description.
- Indicate whether the documents are submitted for information, review, approval, or appropriate action.
- Keep the letter concise and focused on the transmission of the documents.
- Proofread names, titles, dates, and document references before sending.
Common Mistakes to Avoid
- Failing to identify the enclosed documents.
- Using vague descriptions such as “the attached documents.”
- Omitting the purpose of the submission.
- Including unnecessary background information better suited for the attached document.
- Forgetting to indicate enclosures or copy furnished recipients when applicable.
Professional Tip
A transmittal letter should complement, not duplicate, the attached document. Keep the letter brief and allow the enclosed report, proposal, or record to provide the detailed discussion. A concise transmittal letter helps the recipient immediately understand what has been submitted and the action expected.