A letter of transmittal introduces a document such as a report to the reader, typically with less formality than the report itself. As the writer, you have the opportunity to
- remind the reader of highlights of interest
- present sensitive or confidential information related to, but not part of, the report.
Although it accompanies a report, it is separate from the document; therefore, do not include it in the report table of contents and do not bind it with the report. Place it on top of the report instead. A letter of transmittal typically includes the following:
1. name and address of recipient of report in the inside address
2. information about what is being sent
3. follow-up action expected of the reader
4. offer of continued communication or clarification
As with the memo, the letter’s appearance is important. Use standard stationery (the return address may be omitted–but not the date–if you are using letterhead) with vertical and horizontal margins of at least one inch. A number of acceptable business letter forms exist. This letter illustrates a standard block form.
Street Address City, State ZIP Month Date, Year Name of recipient Title Company Street Address City, State ZIP
Dear Dr. Name: Why was the report written? When was it assigned? What is its title and additional identifying information? What is the scope of the report? Its purpose? Limitations? What are your conclusions? Recommendations? (The letter of transmittal is the appropriate place to discuss matters of concern that need to be raised but not circulated with the report.) What action or input is requested?
Sincerely, Your Signature Your typed name Your title Encl. [List any enclosures]