A transmittal letter is a formal document that is used to be the cover page of the main documents being sent. It enlists all the documents that has been sent and summarizes the context on why such documents are of importance. You can also see credit collection templates.
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Transmittal letters should be precise and concise. They should be understood easily by the receiver of the documents so no misunderstandings and wrong information to be relayed shall occur. We have downloadable Letter Templates which you may use to serve as guidelines in creating your own transmittal letter.
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A transmittal letter may be used in any transactions that requires documents to be passed from one entity to another. A few fields, organizational bodies, and industries that usually use a transmittal letter include the army, private businesses, big companies, construction, finance, and auditing firms.
Key Points of a Transmittal Letter
Since a transmittal letter is brief in nature, it needs to contain only the exact information written in a well organized manner that is needed to be known by the receiver. The information that should be added are as follows:
- The name of the sender and the company or business where he or she is working at.
- The list of documents that were sent.
- The context or elements of the documents being sent.
- The complete number of documents handed.
- The date the document was sent out by the sender for delivery.
- The name of the receiver.
- The date when the documents got received.
Aside from transmittal letters, we also have Transfer Letter Templates and Promotion Letter Templates which you may both use as references for specific purposes that they can help you with.
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Transmittal Letter Formatting
Since there are only a few items that are needed to be in a transmittal letter, keeping the format of the letter clean and formal is very essential. It helps the reader focus more on the items that are of most importance up to the supporting details that are also needed to be known.
The body of the transmittal letter usually only contains two or three paragraphs. The first paragraph has the information about all the documents where a cover letter is being attached and the information on the importance of each or the entirety of it all depending on the person who sent it.
The next two paragraphs contain either other information about the documents or the reminders that the sender wanted to give the receiver.
Importance of a Transmittal Letter
A transmittal letter is both beneficial and important to the parties involved in the process.
The sender of the documents, through the help of a transmittal letter, will have a record of all the documents that has been sent. A formal document like this letter allows proper documenting and record tracking that will soon be needed for purposes of reference.
The receiver may use the letter to double check if all the documents are present. It also allows him or her to be knowledgeable on what is included in the documents being given.
Truly, a transmittal letter can do a lot in terms of helping a transaction be more organized and efficient. Aside from our transmittal letter templates, you may also browse through our Appraisal Letters samples from our website.