A letter of transmittal introduces a formal report to the individual or organization that requested it. It serves as a cover letter that provides context for the report and establishes a permanent record of its submission.
Key Facts
- Format: Format the letter of transmittal as a standard business letter. Use a professional tone and language throughout the letter.
- Placement: The letter of transmittal should be included before the actual report, before the cover page. It should be a separate page and not stapled or bound to the report.
- Length: Keep the letter of transmittal brief and concise. It typically consists of three paragraphs, each serving a specific purpose.
- Paragraph 1: In the first paragraph, review the purpose of the report. Clearly state why the report was prepared and what it aims to achieve.
- Paragraph 2: The second paragraph should offer a brief overview of the main ideas in the report. However, avoid copying and pasting sentences from the executive summary or the body of the report. Instead, restate the main ideas in your own words.
- Paragraph 3: In the final paragraph, offer to provide additional information if needed. Express gratitude for the opportunity to prepare the report and provide your contact information for further inquiries.
- Proofreading: Before finalizing the letter, review it for tone, grammar, sentence structure, and other language items. Ensure that the letter is error-free and conveys your message effectively.
Here is a sample letter of transmittal for reference:
[Your Name]
[Your Title]
[Your Organization]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Recipient’s Organization]
[Address]
Dear [Recipient’s Name],
I am pleased to submit the report you requested, titled [Report Title]. This report aims to [state the purpose of the report]. It provides an analysis of [briefly describe the main findings or key points of the report].
I would like to express my gratitude to [acknowledge any individuals or departments who contributed to the report]. Their expertise and assistance were invaluable in the preparation of this report.
Should you require any further information or have any questions, please do not hesitate to contact me at [Your Contact Information]. I am available to provide additional details or clarification as needed.
Thank you for the opportunity to prepare this report. I trust that it will meet your expectations and provide valuable insights. I look forward to discussing its contents with you further.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
Format and Placement
A letter of transmittal should follow the standard business letter format. It should be written in a professional tone and language, using appropriate salutations and closings. The letter should be placed before the actual report, preceding the cover page. It should be a separate page, not stapled or bound to the report, as it is a personal letter to the recipient.
Length and Content
Letters of transmittal are typically brief and concise, consisting of three paragraphs, each serving a specific purpose:
- Paragraph 1Review the purpose of the report. Clearly state why the report was prepared and what it aims to achieve.
- Paragraph 2Offer a brief overview of the main ideas in the report. Avoid copying and pasting sentences from the executive summary or the body of the report. Instead, restate the main ideas in your own words.
- Paragraph 3In the final paragraph, offer to provide additional information if needed. Express gratitude for the opportunity to prepare the report and provide your contact information for further inquiries.
Proofreading
Before finalizing the letter, review it for tone, grammar, sentence structure, and other language items. Ensure that the letter is error-free and conveys your message effectively.
Sample Letter of Transmittal
[Your Name]
[Your Title]
[Your Organization]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Recipient’s Organization]
[Address]
Dear [Recipient’s Name],
I am pleased to submit the report you requested, titled [Report Title]. This report aims to [state the purpose of the report]. It provides an analysis of [briefly describe the main findings or key points of the report].
I would like to express my gratitude to [acknowledge any individuals or departments who contributed to the report]. Their expertise and assistance were invaluable in the preparation of this report.
Should you require any further information or have any questions, please do not hesitate to contact me at [Your Contact Information]. I am available to provide additional details or clarification as needed.
Thank you for the opportunity to prepare this report. I trust that it will meet your expectations and provide valuable insights. I look forward to discussing its contents with you further.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
References
- Writing Your Letter of Transmittal | UMGC Effective Writing Center
- Letter of Transmittal, Executive Summary | Communication for Professionals
- Transmittal Letters
FAQs
What is a letter of transmittal?
A letter of transmittal is a cover letter that accompanies a formal report. It provides context for the report, establishes a permanent record of its submission, and expresses gratitude to the recipient.
What should be included in a letter of transmittal?
A letter of transmittal typically consists of three paragraphs:
- Paragraph 1: Review the purpose of the report.
- Paragraph 2: Offer a brief overview of the main ideas in the report.
- Paragraph 3: Offer to provide additional information if needed and express gratitude for the opportunity to prepare the report.
What is the purpose of a letter of transmittal?
The purpose of a letter of transmittal is to:
- Introduce the report and its purpose.
- Provide a brief overview of the report’s main findings or key points.
- Offer to provide additional information if needed.
- Express gratitude for the opportunity to prepare the report.
Where should the letter of transmittal be placed?
The letter of transmittal should be placed before the actual report, preceding the cover page. It should be a separate page, not stapled or bound to the report.
What is the appropriate tone and language for a letter of transmittal?
The tone and language of a letter of transmittal should be professional and respectful. It should be written in a formal style, using appropriate salutations and closings.
How long should a letter of transmittal be?
A letter of transmittal should be brief and concise, typically consisting of three paragraphs. It should be long enough to provide the necessary information but not so long that it becomes冗长.
Should I proofread my letter of transmittal before submitting it?
Yes, it is important to proofread your letter of transmittal carefully before submitting it. Check for errors in grammar, spelling, and punctuation. Ensure that the letter is well-organized and that the information is presented clearly and concisely.