Transmittal letter is an important communication tool in business correspondence. It accompanies other documents such as contract, business proposal, some valuable report, and important draft and so on and at the same time works as a cover letter for report submission. The foremost intention of this document is to communicate about the not included information with lesser formal approach.
The letter may also contain as crucial information as the password in an electronic tool of some protected files. Its basic purpose is to draw the attention of recipient as there are chances that it may be overlooked. It is written to request for a written verification from the recipient. It ensures to grab the attention of the recipient to the important facts that may otherwise be overlooked. It delivers the exact message directly in a succinct and precise manner. We have brought some effective writing tips to make your transmittal letter perfect.
Tips to write a transmittal letter
- Compose it on the business letterhead as it is a very formal correspondence.
- Write it down in the standard block or a modified block format of business letter writing.
- Make a short and simple document in easily understandable language.
- Do not include legal jargons or technical terms to introduce the main document/content.
- You may send it just before the document it is suppose to introduce or send the main document along with it.
- Write down your name, title, organization, address and contact detail on the top of the left corner of the letter.
- Skip one or two lines and then enter the name, title, organization and contact detail of the recipient.
- Enter the current date in its full form as abbreviated form of date line may create ambiguity.
- Start it with a formal salutation.
- Spell out the name of the accompanying document and its purpose. If it an electronic protected file, provide the password or the location of the password.
- Provide answers of all the possible questions. Try to cover all those possible queries which are not by the company literature.
- Clearly state the content which is planned to send after it.
- Ensure to establish a strong and good rapport through this letter.
- Include the exact dates and deadlines to make it important and significant for the recipient.
- If it is written to promote the sales, remind the recipient about the good quality and the best price of the product.
- Provide the contact details and ask the recipient to contact you for further assistance.
- Conclude it by thanking or complimenting the recipient.
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