The workspace is often considered one of the most strict environments humans have ever created. And for a reason. To create a good workplace environment, you need to have a lot of rules to make a successful office space, and every official document has to be scrutinized.

That is why transmittal letters were introduced. It allows the managers to provide sufficient knowledge about the information in the attached file. It’s a kind of introduction to the topic, to whom this attached report or analysis is addressed, and what type of information it provides.

Of course, all the elements are in a separate document, so such letters cover the larger paper. If you would like to learn more about this and get some crucial details on what you should include in such a letter, with templates to choose from, keep reading! There is a lot more information to go through!

But before we get to the transmittal example, let’s first discuss what kind of software would be best to address all the issues at hand.

Well, for this kind of very formal, but also – simple in form, complicated in formatting kind of letter, we can only recommend Microsoft Office. As you probably know, Microsoft Office has been a staple for years now, and it seems that, like wine, it only gets better with age.

Of course, this project has multiple new and improved versions, but the essence we all know and cherish stays the same. And not only we, the whole world knows about this software. It is one of the most popular pieces of software ever created and not a budget-breaker like it used to be. Thanks to the reseller's work and fierce competition, you can find Microsoft Office CD keys for an affordable price.

It’s well known, it’s reliable, and you can quickly transfer and open files between different devices. That is why we recommend multiple uses, especially if it’s formal and official. And with that in mind, here are some of the most exciting templates to check out.

Letter of Transmittal Template #1

The first one on our list is a letter of transmittal in the most basic form. It’s a sample letter, but you will quickly notice it’s easily adaptable. It’s not the most detailed, but it gets the job done.

If you just need to explain what you are trying to convey to all parties involved, just put on the recipient’s address and add all the details into brackets. Remember to include the sender’s address, so everyone knows who produced this letter. You can download this template for free at TemplateLab.com.

Letter of Transmittal Template #2

Here we have something a bit more complicated but in the same avenue as the previous business letter. Still, it’s perfect for including all the crucial points. As you can see, there is a notice about sensitive information in the first paragraph. It’s common in most transmittal samples.

Further, in this template, you will see that all the essential documents are in the form of attachments, and this letter is only to establish goodwill and communicate information on what kind of elements we are trying to convey. You can download this template for free at WordTemplatesOnline.net.

Letter of Transmittal Template #3

And the last letter on our list is something pretty similar but different. There are some slight differences between those two; this one can be efficiently used in multiple ways, from marketing report to an “analysis included” researching. But most commonly – in retail.

As you can see, multiple submittal brackets with quantity and description are available for each one. You can also add descriptions, making it easier to engage with the document for all stakeholders.

You can download this template for free at DocTemplates.com.

So, now that we know what templates you can use and the software best tailored for this purpose, let’s talk about the topic at hand.

What exactly is a transmittal letter?

Well, there are multiple purposes for this kind of letter. In most cases, you can use it to inform your stakeholders about sensitive information in the documents. It can also prevent some parties from accessing this kind of information if you include it upfront.

Additionally, you can use it to add some context to the provided information. At times, getting to know particular essentials first is necessary before getting into the details.

So, now that we know what the letter of transmittal is, let’s check out some uses of a transmittal letter. Of course, this document is part of a giant pile of attachments, so you must highlight it as such.

If you attach this kind of letter, you must be especially careful as it may fall into the wrong hands. Be sure to check twice before clicking the send button.

With that in mind, here are some of the most common uses of transmittal letters that will help you convey sensitive data to your co-workers, superiors, or business partners.

Confidential Information

The first thing on our list is the confidential information element. If you want to prepare the recipients of the data you are currently sending out that it’s something pretty important – an original letter of transmittal should be included.

That way, you will be able to not only provide essential information to particular recipients but also inform others which parts are for their use and which are confidential.

Finance

Sometimes, it’s all in the details. Like in the case of finances. And sometimes, you just want to ask questions about specific sensitive databases.

Financial reports, salaries, etc., are some of the most protected elements in every company. That’s why sending that information could and often is protected by an introduction. A good way to do that is to provide instructions in a form of a transmittal letter. That way, the recipient will have all the necessary context for working with those numbers.

Offering

Transmittal letters are also great when you send an offer to a client. That way, you can give them some tl;dr to summarize the most important aspects of the offer. It’s useful in longer documents, allowing companies to save time and pick the right pick for their project.

Maybe one of those offers does not include SM services. Maybe they don’t have an IT department. Plenty of things could save everyone’s time from the start.

Let’s now talk a little bit about what kind of elements should be included in the transmittal letter. The format is extremely important as it is an official document and should be treated as such. The latter communication can be done in a more conversational tone, but the letter itself should be kept in check. So, without further ado, here are the elements each transmittal letter should have.

Header

Let’s start with the beginning of our professional letter – header. The header is where you put all the necessary information about the sender and receiver of the message. Thus, include your name, company, company address, and contact information.

Also, as it is a letter form, insert the name, title, and each counterpart of the receiving end. Be sure not to make mistakes in any job title, as some people can be sensitive about that.

Greetings

Usual greetings are the most common in your culture. Of course, in the formal version. Dear Mr./Mrs is usually the safest way.

Body

This is the part that is the essence of your letter. Put your main points into a few sections, and segregate all the information. It will save time for anyone reading the document.

Additionally, be sure to be precise and concise. Include other helpful information that is not strictly related to your topic only when it is required to explain something more thoroughly. Here’s what else you should include in the body part of the transmittal letter.

State Your Purpose

As they used to say. Inform the recipient why exactly you are writing to them and what you are trying to accomplish with this information. Of course, you should also introduce yourself in more detail if it’s someone you’re writing to for the first time.

Accompanying Document

As it is a transmittal letter, there will be an attached document to your letter. Be sure to include it and give the reader some highlights and essential details in your letter. If you announce your document appropriately, the recipient may not open the attachment, as everything would be clear from the letter. In case of some technical details, though, it will rather not be the case.

Confidentiality

Remember, if it’s a document that has some confidential information, be sure to include that in your letter. If you won’t, there can be some potential risks involved, like – the person you’re writing to spreading this information all over the company. So, to limit your liability, put that in if it’s necessary.

Additional Information

Also, if you have any requests for information or anything similar, be sure to include that. You may provide the recipient with some crucial data, but you may also need some follow-up. Maybe it’s time-sensitive, and perhaps you need to receive some materials back to start your part of the project. Whatever it is, you should indeed include that in this part.

Closing

So, if everything seems to be included, it’s time for a short closing paragraph. Be sure to have it as clear and concise as possible. Of course, be polite and thank everyone for reading, and if there are any questions or call-to-action, be sure to include that as well.

The last paragraph leaves the reader with good memories of your letter. Remember to end with a formal closing, and you have a transmittal letter of your own.

And here we are. It was not a transmittal letter, but it sure felt like one. We hope you enjoyed this one and that it benefited you and your company. Transmittal letters have a lot of use in today’s day and age, where all the information is protected, and so many things yet to be accomplished.

In the office environment, transmittal letters are often just put in the e-mail itself, as it is unnecessary to create a separate file where you put all the info. But, when it comes to outside emails, there is an expectation of a specific format, especially regarding offers.

There is always more to add, but we would not want to keep you here forever. If you liked this article, check out our vast library of articles on various topics. If you are interested in gaming/software/office-related topics, there is a lot for you to browse through! And, if there is some other topic you were interested in but couldn’t find on our website, be sure to let us know. We will be more than happy to provide you with some extensive knowledge.

Thanks for checking out, and we will see you at the next one. Take care!