A transmittal letter is a brief business letter sent along with another type of communication, such as a longer document like a proposal, a response to an inquiry or a payment. It provides a way to let the recipient understands what is being sent, why they received it, and who it is from.
Sample Transmittal Letters
If you need to write a transmittal letter to accompany something you are sending to a recipient, use one of the templates provided here as a starting point. Simply click the image that best meets your needs and a customizable document will open as a PDF file. Simply click and replace the text in the sample document with information specific to your situation. See this guide to Adobe printables if you need help to access the documents.
Choosing the Best Template Version
Decide whether to use the brief example letter or the longer, three-paragraph sample letter based on your objective.
- If you simply want to convey basic information about what is enclosed and why you are sending it, use the brief letter.
- If you want to add additional information, such as sales-oriented language or a detailed explanation, use the three-paragraph letter.
- You should also use the three-paragraph letter if you need to request some sort of action or a response from the recipient.
Adapting to a Memo Format
If you'd prefer to format your transmittal document as a memo rather than a letter, that adjustment can easily be made. The content will be the same as with a letter, but you'll use a memo layout rather than a letter format. Simply use one of these example memos for formatting purposes paired with the text from one of the sample letters above.
General Tips for Transmittal Documents
Any transmittal letter or memo should include details about exactly what is being sent to the receiver. It's also important include your contact information so the recipient will know how to communicate with you if necessary. Additionally:
- Use proper business letter formatting, which won't be a problem if you stick with the style of the sample letters provided here. If you opt for a memo, use these memo writing guidelines instead.
- Proofread your letter carefully before sending to be sure there are no errors and that it clearly communicates the point you want to convey.
- Keep a copy of the letter along with a copy of any other enclosed documents, in case you need it for future reference.
The purpose of using a transmittal letter is to ensure that the person who receives what you are sending isn't left looking at something they receive in an envelope or package and wondering why it was sent to them, what they are supposed to do with it, or where it came from. By taking a few minutes to create a transmittal letter, you can help avoid this kind of confusion.