Writing Correspondence
Modules:

Overview

Rhetorical Strategies

Letters

Formats
Parts
Examples
Exercises

Memos

Email

  

Letters of Transmittal

Section Overview
Formats
Parts
Examples
Exercises
Transmittal letters introduce the purpose and content of the document to the principal reader. For most college reports, the letter of transmittal usually follows the title page and is bound as part of the report; however, in the workplace it usually precedes the title page. Letters of transmittal should establish a courteous and professional tone. The following example helps to illustrate this:

Synergy Energy Inc.
1222 West Point Drive
Radford, Virginia 24141
633-3544
www.synergy.org

 

May 10 20XX
Waters Power Company
15740 North Tree Pass
Blacksburg, Virginia 24041

Attention: Mr. Bill Simpson, Project Engineering Manager

Subject: Project #663-87999

We are pleased to submit "A Proposal for the Riverfront Energy Conservation Project" in response to your request of February 12, 2001.

The dam described in the attached proposal uses the most advanced design and materials. Of particular interest are the state-of-the-art landscaping techniques used to better incorporate the dam into the existing environment. As you know, overall appearance of the solution is a crucial issue for everyone involved in this project.

If you have any questions, please do not hesitate to call us.

Yours truly,

Sarah Stevens

Sarah Stevens Project Manager

Enclosures: 2

In your transmittal letter, follow the procedure below:

  1. State the report's title, and indicate that the report is attached.
  2. Establish the purpose of the report.
  3. Explain why, when, and by whom the report was authorized.
  4. Summarize briefly the main subject of the report.
  5. Point out especially relevant facts or details.
  6. Explain any unusual features or organization.
  7. State particularly important or key conclusions or recommendations.
  8. Acknowledge those who offered valuable assistance in gathering information, and or preparing the report.
  9. Possibly, mention any relevant planned future reports.
  10. Thank readers for the opportunity to prepare the report, or offer to do more study on the subject.
  11. Recommend further action if needed.
  12. Offer to answer any questions the reader may have or provide further information if needed.

Common Letter Types

 
Copyright 2001 - James Dubinsky, Marie C. Paretti, Mark Armstrong