50+ Best Letter of Transmittal – Example & Template

A letter of transmittal is a formal document that is used to transfer information or documents from one party to another. Transmittal letters are typically written by the sender but can be drafted by the receiver as well. They are often referred to as cover letters, covering memos, or simply just “memos”.

The letter of transmittal acts as an introduction for any material being sent with it and provides additional information about the content of the attached document(s). Depending on your situation there may be other elements added into your transmittal letter such as an executive summary, table of contents, etc. This blog post will give you 40+ great examples & templates that you can use when writing yours! It also includes helpful tips on how to write one.

Letter of Transmittal

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Letter of Transmittal Template

A letter of transmittal template is a document that accompanies other documents. It provides information about the materials being sent and can also provide additional context for those materials.

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The word “transmittal” means to send or transfer, so this type of letter will always be used when sending something else, like an item for appraisal or even another letter itself! If you are writing your own letter of transmittal template it’s important to include all necessary information.

letter of transmittal template

To, The President of ABC Company

Today, I am pleased to present you with the attached documents.

This letter is being written to formally transfer the enclosed information from my possession to yours.

I have worked closely with these materials and know them well. After researching your company extensively, it has become apparent that you need this information.

I will contact your company again after the first of the year with additional research updates to keep you abreast of my progress. I look forward to working with you and hope we can develop a long-term relationship between our organizations.

Sincerely,

Signature:

Your Name

Components of a Letter of Transmittal

They are some important component letter of of transmittal

Address it to the correct person

When writing your transmittal letter, be sure to use the name of the person you are forwarding documents or information to. Titles are not typically included in this type of communication so there is no need to include “Dear Sir.” or “To Whom It May Concern”. If you are forwarding documents on behalf of someone else, make sure you include your name in the letter and address it directly to them.

Use a formal tone

While an informal tone is appropriate at times, a transmittal letter is typically written using a more formal tone to show respect for the receiver/reader and their position of power. An informal tone may lead the receiver to believe that you are unprofessional or acting without authority.

Address the letter properly

This rule goes for any formal or business communication, be sure to address your transmittal letter properly! The subject line is typically left blank but if you are sending a transmittal letter referring to documents or information that are part of a specific project, you may want to include that in the subject line. The typical format is “Project Name – Attached Documents”

Be brief and direct

Your transmittal letter should be similar in length to an email message. Remember, do not use any flowery or overly formal language when writing a transmittal letter.

Include all necessary information

It is important to include any and all details about the attached documents in your transmittal letter. Any specific project names or codes should be included so there is no confusion or delay with processing the information/documents. If you are forwarding information from an external party, make sure to include a statement such as “Please find attached a copy of the memo previously sent by our external partner.”

Close your letter properly

It is important to end your transmittal letter with proper punctuation and respect for the reader. Your closing should be formal and polite. The most used phrases are “Sincerely,” or “Thank you,” but if your letter is written in a more casual tone, it may be appropriate to use another statement such as, “Let me know if you have any questions.”

Formatting

These rules apply to any formal business correspondence. Your transmittal letter should be typed with the information centered directly in the middle of the page. It is important that you avoid any speckling or smudges on your transmittal letter as they are inconspicuous. Use good quality paper, printed on one side only with no lines perforated into it. Your transmittal letter needs to have the correct number of pages, which is one plus the number of documents being attached.

Sign your letter

It is important to sign each transmittal letter with your full name so there is no confusion about who originated the communication. Your signature should be professional and not distracting or too large. The best way to ensure that your signature is professional is to sign your name, then print it using the correct format and size.

Proofread

Always proofread your transmittal letter as soon as you finish writing it to ensure that all minor errors such as spelling and errors in punctuation are corrected. A transmittal letter with any form of mistake or error will appear unprofessional to the reader. Read Also: 50 Amazing Letter Of Guarantee Example & Template

How to start a letter of transmittal

. Use the salutation “Dear” plus their name, not “To whom it may concern”. This is very important! Emails or letters that use a generic greeting seem impersonal and vague and could possibly be overlooked. This also goes for the closing, use “Sincerely” plus your name.

. Begin with a short introduction detailing how your reader came to have possession of these materials that you are sending them. If you do not know the recipient then state that you were given this information/materials from another party.

.Use this formula to create an introduction: “Regarding your request for information on…..”. This is a formal way of beginning the letter, yet it still provides content.

. Provide some background about what these materials are without giving too much detail. A brief explanation of why the sender was tasked with sending these materials or documents can be helpful.

. State what you are sending and to whom. Also include the date that the material was sent via UPS, FEDEX, etc., or if it is a digital attachment such as an email then state when it was sent. The last step in this section should be whether any follow up action needs to occur from your side. If your answer is yes, then include a date and time for when you will contact them to follow up.

. Your closing should be formal yet friendly with phrases like “I look forward to your next project.” or “Thank you for listening”.

How long should a letter of transmittal be?

Keep the letter of transmittal sample short and sweet by making it 3 pages or less! This is because most will only read the first few paragraphs before moving on to the attachments . It is even better if you can make it only 2 pages long.

The letter of transmittal should be 3 pages or less

Anything longer than this will not get read at all, which will make your entire effort pointless because no one will read what you are sending them. Assume that they already know the contents unless you state otherwise in your letter, therefore it is best to stick with the points above and leave out anything not important.

letter of transmittal Format

below are example letter of transmittal format :

US Letter of Transmittal:

Form:

Date:

To whom It may concern, This letter is to certify that I, [name], [title] in the office of [company name], declare that this document is a true and correct copy of [document title]. I declare that I am the only person with knowledge of this document. Sincerely,

Name:

Title:

Company Name:

Address:

City, State Zip Code:

Telephone Number:

Fax Number (if any):

Email Address (if any):” date(“Y-m-d”)

US Letter of Transmittal:

Date:

To whom It may concern, This is to certify that I, [name], [title] in the office of [company name], declare that this document is a true and correct copy of [document title]. I declare that I am the only person with knowledge of this document.

Sincerely,

Name

Letter of Transmittal Example

Here are some letter of transmittal example that you can use as templates to craft your own unique letters:

Format for a transfer of property between individuals

This is a sample format for a transfer of property between individuals:

June 25, 2015 To: John Doe From: Jane Smith Subject: Transfer of Property between Individuals Re: House on Main Street

Dear Mr. Doe,

This letter is to inform you that I am transferring the rights and ownership to my house at 439 West Maple Street to you as agreed upon by both parties. The total value of the house is $150,000 and we had agreed on a 50/50 split. I hope that this letter reaches you well and everything goes smoothly with the transfer of property. Sincerely, Jane Smith

Format for an assignment of mortgage between individuals

This is a sample format for an assignment of mortgage between individuals:

June 25, 2015 To: John Doe From: Jane Smith Subject: Assignment of Mortgage between Individuals Re: House on Main Street

Dear Mr. Doe,

This letter is to inform you that I am assigning the rights and ownership to my house at 439 West Maple Street to you as agreed upon by both parties. The total value of the house is $150,000 and we had agreed on a 50/50 split. I hope that this letter reaches you well and everything goes smoothly with the transfer of property. Sincerely, Jane Smith

 

 

Letter of transmittal construction

letter of transmittal construction is a letter used to transmit official information regarding a construction project. A transmittal letter serves as a contract between the sender and recipient. The sender must include certain details such as the name of the addressee, date of delivery, and details about the time frame in which they need to take action on the request.

While there is no one official format for a letter of transmittal construction, most follow the same general format with standard wording. A formal letter would begin with the sender’s name and address followed by their signature. The recipient’s name is typically placed at the top of the document, above “RE:”

Below this the date should be listed. Further down in the body of the letter, the sender should include a description of what is being requested and why. A paragraph then follows that outlines details such as when, where and how the addressee is to proceed with this request. It is customary for the sender’s name to be repeated in closing along with an abbreviated date.

The letter ends with the sender’s name, title and signature. Depending on the type of transmittal letter, there may also be an attached list or supplemental documentation. This would follow immediately after the closing and signature. The final section is typically followed by a place to record the date and time that it was mailed so both parties can verify receipt. This is sometimes referred to as proof of mailing, which is also recorded in the letter of transmittal construction.

Successful letters of transmittal construction use the same general format, but may vary depending on what is being requested and why. This type of letter is most often used with housing or apartment complexes, where a tenant is requesting their deposit be returned after they have moved out. The sender should ask the recipient to return the deposit or offer an explanation if they are unable or unwilling to do so. The landlord should also include a deadline for this action and may even provide a pre-paid envelope for convenience.

If there is a dispute about ownership of the property, then a letter of transmittal construction may be used in court proceedings. Typically this type of letter is used when two parties are contesting ownership or if there is doubt about the accuracy of information contained in a certain document.

A letter of transmittal construction serves as proof that all necessary steps were taken to ensure the request was delivered and received by everyone involved. A well-written letter will help protect both parties when there is a dispute about the validity of certain documents.

Letter of Transmittal for Proposal

letter of transmittal for proposal is a written document used to deliver a proposal, whether it’s accepting an offer or offering an apology. A letter of transmittal for proposal is often referred to as a “counter-offer.” This type of response letter must focus on the facts and no assumptions should be made about the original request.

The first paragraph should include the date and a description of the original request. It will then list the counter-offer in point form before briefly reiterating any relevant details from the original letter. This section should be written clearly and concisely, with additional information relating to dates and times if necessary. The primary

letter of transmittal for proposal offers a well-organized and well-thought out solution for the recipient. The original request should be given directly to the person accepting or refusing responsibility. If this is not possible, then it can be placed in a time capsule so that both parties have proof of receipt.

The letter of transmittal for proposal should also include an attachment with additional information relevant to the counter-offer. This includes any additional information that was not included in the original request. This type of letter can be used in a variety of situations, including business transactions and personal scenarios. A letter of transmittal for proposal is usually written by an individual or a company on behalf of another person or entity.

This form will give the reader some basic information about the original request as well as a brief description of the counter-offer. The letter should include a list of any additional attachments or supporting material that was not included in the original request.

 

Dear Madam/Sir,

In reference to your email from March 1, 2014 requesting documentation on our company’s current projects and their status, this is our response: First project:

second paragraph offers a clear explanation of the counter-offer

This letter of transmittal for proposal is a formal document that outlines an agreement reached between two parties. The original request will outline what information or services are being offered and the letter of transmittal for proposal will provide details about how these actions can be carried out. A well-written letter should also include the date, time, and place of the original request as well as any supporting material that was attached at the time.

This type of letter will often be sent by an individual to another person or company if they feel there is a discrepancy with what was requested. This can include situations where a customer requests more information about a product or service that has already been provided.

However, letters of transmittal for proposal are not only used in business situations. The format of this type of letter can be used between friends or family members if one person offers to assist another with a task and the recipient indicates that they do not need any help. It can also be used when an individual refuses to accept blame for something that was not their fault.

Dear Ms. Johnson,

In regards to your email from September 3, 2014 requesting a financial statement of our company’s transactions for the past six months, this is my counter-offer: The attached document includes a list of transactions dated from December 1, 2013 through May 31, 2014 in accordance with your request. If you have any additional questions or concerns, please feel free to contact me at your earliest convenience.

Sincerely,

Dear Mr. Wilson,

In reference to your email from November 11, 2014 requesting an explanation of why there was a discrepancy in the report for your previous order, this is our response: The original report was printed before the new procedure was put into place. Please find attached a list of transactions dated from December 1, 2013 through May 31, 2014 in accordance with your request.

Sincerely,

Letter of Transmittal Sample

Purpose of a Letter of Transmittal

purpose of a letter of transmittal is to inform to the person accepting or refusing responsibility for a situation.

The writer is describing the reason for writing the letter, which is to inform an individual or company of a situation and their responsibilities. The first paragraph should include information about what was requested in the original letter as well as any problems that arose after it was sent. This should also include any additional attachments or supporting material that were not included in the original request.

Dear Ms. Johnson,

I am writing in response to your letter dated September 3 that requested documentation of our company’s transactions over the past six months. You originally asked for this information on March 1, 2014 and while we did send you a list of transactions there was not enough time for us to provide additional information about why

When is a letter of transmittal sent?

when it’s used when there is a discrepancy in the request and the response from one party. In that case, to provide proof that you have fulfilled your end of the agreement. It can be useful when someone wants to refuse responsibility for a situation.

What is the format of a letter of transmittal?

It has 4 to 5 paragraphs and starts with the date followed by the address. It should mention about your request and offer in it, explain your willingness to accept or refuse what was requested, and close with your contact information.

Dear Mr. Mullen,

As Chief Legal Officer for the company “Lion’s Oasis Entertainment”, I hereby authorize you to intercept and redirect all parcel deliveries intended for Rhett Palmer. You are also authorized to view the contents of said parcels should it prove necessary. If there is any question as to your authority to do this, please contact me directly.

Please know that we take the privacy and confidentiality of our employee’s mail very seriously and expect you to respect their privacy as well. Should any employees see you tampering with these packages or feel uncomfortable with your presence in our offices, they are required by company policy to report it immediately.

Sincerely,

Mr. James Lee

Chief Legal Officer

Conclusion

Letter of Transmittal is a written document which accompanies or is an integral part of certain legal documents. A letter of transmittal will specify the person to whom it was sent and delivered, as well as any other details about its delivery such as when and where.

It may also state that the accompanying document has been executed in accordance with law (and) if not witnessed by two people then it must be sealed with wax or some other substance; this requirement for sealing can vary depending on jurisdiction ”¦ . When one transmits something through email, they are sending a copy of their message to another person’s inbox via email, whereas they would send a letter formally addressing someone and post it to them by postal service.

FAQs about Letter of Transmittal

What is a letter of transmittal?

A letter of transmittal explains what is being sent from one party to another along with background information or details that may be useful to the recipient.

A letter of transmittal is often sent along with other legal documents such as contracts, deeds or leases.

What does a letter of transmittal contain?

This will depend on what is being transmitted, but in general it should include the date, sender contact information and destination contact information. It may also describe the material being sent and its importance to the recipient. For example: “Please find attached a list of transactions dated from December 1,

What is the purpose of a letter of transmittal?

A letter of transmittal explains what is being sent and why, and the importance of receiving the material.

It also specifies that it has been executed in accordance with legal requirements such as witnessing or sealing if necessary.

What is the format for a letter of transmittal?

The format for this type of letter is typically simple. This can be a short note with just your contact information, if accepted, followed by the date. It may also include any additional details about the material being sent or who may have prepared it before sending it to its recipient.

Is a letter of transmittal sent via email?

A letter of transmittal is not usually sent via email. It is a more formal document that may be written on stationary, and it can be hand delivered either in person or mailed. Since an email cannot always guarantee the privacy of your message, it would be ill advised to send a letter that may contain sensitive information via email. It is best to use a more secure method of delivery such as fax, snail mail or courier service if the material being sent needs to be confidential.

What does a letter of transmittal say?

A letter of transmittal will explain what is being transmitted and why it is being sent. It should also list the importance of time sensitivity and any other requirements for opening, reading or accessing the material being sent.

what is the letter of transmittal conclusion?

The conclusion for this letter should include who the sender is, where the letter was sent from and when it was sent. It should also specify that all information included in the transmission is true and correct to the best of the sender’s knowledge.