What Is a Letter of Transmittal?

Depending on the industry you work in, important documents are often passed between people and organizations.

A letter of transmittal is a cover letter that travels with these documents to ensure the recipient:

• Understands the document they have received
• Is aware of any further action they need to take
• Knows who the document is from and why

A letter of transmittal also provides a record of a document's movements.

When Is a Letter of Transmittal Used?

Letters of transmittal should be used whenever you send a document.

Even if the document does not need an explanation, it is good practice to include a transmittal letter to create a line of communication and provide a record of delivery.

The letters can be used:

• To explain any instructions regarding the document
• When sending documents that require approval or reviewing
• When a project produces unexpected outcomes
• If a project needs delaying due to unforeseen challenges
• When key information needs highlighting
• If you need to explain why the document should be read

When deciding what the letter should include, consider:

• What it is you are sending
• Who you are sending it too
• What that person already knows about the document

The most common example of a transmittal letter being used is when sending documents to people outside of your own organization.

Letters of transmittal are also required for:

• Sensitive or confidential documents. The recipient needs to be aware that the document is for their eyes only before opening and reading it.

• Financial reports. These reports can be complex. A letter of transmittal provides context and clarification.

• Proposals. Sending a letter with your proposal gives the recipient a summary of the document and reminds them why they are receiving it.

• Technical documents. A letter of transmittal is particularly important with technical documents as your recipient may not fully understand them. These types of documents can be complex; a small explanation can help contextualize them.

How to Write a Letter of Transmittal

Transmittal letters are formal letters. Using a standard business letter format:

• Include both parties' details. Write your name and address, as well as the recipient's name, agency and address. Including all details ensures a clear record of anyone involved. Confidential records should only be read by those cleared too. Stating full details prevents the document from being read by the wrong person.

• Introduce the document. State why you are sending the document and a general description of the contents. If this is the first time you are speaking with the recipient, take a sentence or two to explain who you are.

• Explain further. Draw attention to critical parts of the document and anything that requires extra explanation. By the end of this paragraph, the recipient should have a clear understanding of who you are, what the document is and why they have received it.

• Highlight any limitations of the document. If your document contains any sensitive material, explain to the recipient any security measures or limitations they need to abide by.

• Notify the reader of any changes or concerns. If the document has been updated, briefly describe the changes. If there are parts you have concerns about, highlight those sections.

• Clarify any actions the recipient needs to take, such as if they need to sign the document or respond by a certain deadline.

• Include contact information. Tell the recipient how they can contact you should they need further clarification on anything in the document.

• Write a conclusion. Use this section to thank the recipient for their time and cooperation.

• Use a professional signature. Finish your letter with the appropriate salutation and your official signature. If it is a physical document, sign in ink. For electronic versions, upload a digital version of your signature or sign using a touchscreen or pad.

Letter of Transmittal Template and Example

Letter of Transmittal Template

Letter of Transmittal Example

When writing your letter of transmittal, consider the following:

Final Thoughts

Letters of transmittal are useful documents. They:

• Open up a channel of communication
• Provide a detailed record of where a document has been
• Detail who has had access to a document
• Allow for further clarification and explanation of a document

They are official business letters, so it is essential you:

• Follow the correct format
• Include all the necessary information
• Proofread before sending

If you are unsure about whether a transmittal letter is needed, the correct procedure for sending a document or if your letter is up to standard, ask a senior or more experienced colleague or manager.

It is better to get a second option from someone with experience, rather than make any mistakes.