Letter of Transmittal Template

How to Write a Letter of Transmittal?

Here are some tips that will help you to compose and file a successful Letter of Transmittal:

1. Make sure you indicate the purpose of the documentation as soon as you can - preferably, in the first paragraph. It will allow the recipient of the document to understand what do you want them to do, and if you need a certain issue resolved, you will not have to wait longer.
2. If there is a deadline and you need the addressee to act quickly, mention the urgency of the matter on the Transmittal Letter.
3. Remain calm and professional - even if you strongly disagree with the other party or they have treated you unfairly in the past, your document must be polite and friendly.
4. When submitting documentation that contains or may contain sensitive information, definitely state that on the letter to comply with the confidentiality requirements of the business, court, or governmental agency.
5. Do not exceed one page - the letter must summarize information from the enclosed documentation and identify the recipient, so make it short and simple.
6. Name people who assisted you in the completion of the documents and thank the recipient for dealing with the issue if they requested these papers from you and have been waiting for an answer.
7. Send the documents with the Letter of Transmittal via certified mail - this way, you will obtain a receipt that proves you have made the issue known or provided the recipient with important documentation.
8. If you do not receive a response within a reasonable time - usually, a few weeks - call the recipient or attend the appropriate office or department in person to inquire whether the papers have been delivered on time. In case you are dealing with a legal matter and the recipient chose to ignore your claims and complaints, their silence may bring you to filing a lawsuit - here is where the receipt from the certified mail comes in handy.

What Should an Effective Letter of Transmittal Include?

There is no uniform Letter of Transmittal format - unless you have been asked by a recipient to use their template, you can draft a letter to your liking recording the details you deem important. Consider including the following parts to your letter:

1. Header. It is customary to indicate the full name of the letter writer and provide contact information that will be used to get in touch with you for an official response. Add a physical address to receive a formal letter in response to create a paper trail and evidence in case you are dealing with a legal matter. You can also write down the date that tells the addressee when you collected and sent the documents.
2. Body of the letter. You may salute the recipient of the document - state their name and title if necessary. Enter the reason for submitting the documents, list all the statements and files you have attached, and ask the letter reader for a follow-up once they review what you have sent them. Depending on the nature of your documentation, you can ask the recipient to verify the validity of the agreement, sign the contract, or distribute statements from the envelope - provide them with clear instructions.
3. Conclusion. It is possible to express gratitude for the time and attention of the addressee, once again reiterate your statements of support and hope for a productive professional relationship, or simply remind them you are willing to stay in touch and send them more documents if your envelope will not be enough.

Related Letter Templates:

• Statement Letter Template;
• Cover Letters.