A transmittal letter or memo delivers the report to the person who requested it, or to the key audience for the report. It sets the stage for reading the report. A letter of transmittal, unlike the report itself, may use "I" and be less professional in tone than the body of the report. For example, it can be written in a first person narrative style or contain personal observations. Conversely, the letter of transmittal cannot refer to specific details in the report; instead, it generally provides sufficient information about the contents for the reader to understand their importance and relevance.
The letter of transmittal should include these elements: who is delivering the report, how long will you be gone, are there any special steps we need to take with your report before you leave, and a contact number where we can reach you if we have questions while you're on vacation.
It's also important to note that not all reports require letters of transmittal. Some reports only need to be read by one person, so there's no need for them to be distributed. Others can be given directly to multiple people, in which case they would normally be sent out via email. Still others may need to be shown or discussed with someone before they can be understood entirely, in which case they would be presented in writing but not necessarily delivered to anyone in particular.
The transmittal letter/memo introduces the topic and purpose of your paper, highlights crucial portions or unexpected material, and prepares the readers for your findings and suggestions. It should be written in an informal tone and should not exceed one page in length.
The cover letter/memo is usually attached to the front of the paper and serves as a brief introduction to the content within. While the transmittal letter focuses on specific details regarding the paper, the cover letter is more general in nature and should be used with all papers.
Both letters are essential tools for successful writing and ensure that your audience understands why you're presenting what you are and supports you throughout your paper.
This document may also be used to schedule personal meetings. Letters are usually written on letterhead and signed by each party.
To write a effective letter of transmittal, you must know what questions others might have about your project and how to answer them effectively. Consider the following examples:
Exhibit A: Transmittal Letter Warning Researchers About Enforcing Copyrights
This transmittal letter was written by an academic library staff member to warn researchers at two different institutions that the library has not received permission from the publishers to copy any materials from the journals they subscribe to. By law, copyright holders can ask libraries to refuse access to their work, so it is important for libraries to follow proper procedures when requesting resources. In this case, the staff member explains that because these journals are subscription-only titles, the library cannot afford the cost of copying materials that will never be checked out. Therefore, anyone who tries to download papers from these journals will receive an error message when they try to open the file.
Which of the following definitions best fits the word "letter of transmittal"? It is a letter that authorizes you to make a report, and it might take the shape of a letter or a memo. The term is most often used in relation to government reports.
A transmittal letter is a letter that confirms that a report has been received by the office that sent it and will be acted upon by that office. The letter may include instructions about how to proceed with the report, or it may request additional information before taking further action. Transmittal letters are usually but not always written by someone at the receiving office and transmitted along with the report they confirm.
Reports that require action by another agency should be sent to that agency for review and comment. If there is no response within 10 days, the sender can assume that the other agency has approved the report. The sender should then forward a copy of the report to the original agency.
The sending office should include its own file number on all transmittals and reports so that they can be associated when they are filed away. Otherwise, files get mixed up and important information is lost.
Transmittals are useful tools for keeping records current and for providing evidence if there is a question about what was done with a previous report.
A MEMO (or letter of transmittal) serves to: officially notify the publication of the report; provide the reader with the context needed to appreciate the report's significance; and further build the writer-reader connection. A good transmittal letter should be no more than one page in length. It should include at least two paragraphs written at a sixth-grade level or higher. The first paragraph should review briefly the major points of the report, while the second should discuss how it fits into the broader body of knowledge on its topic.
Transmittals are usually sent along with reports that need attention from senior staff members. However, transmittals can also be sent directly to editors if the author believes there is something important enough to merit such treatment. In either case, they are always optional documents that can be omitted without affecting the quality of the report itself.
The main purpose of a transmittal letter is to catch the eye of any senior editors who may not have had time to read the entire report. It offers these individuals a chance to provide feedback about specific findings or interpretations before the report goes out into the world for general consumption. This can be particularly important when the report concerns topics that are controversial or sensitive in some way.
A letter of transmittal in construction is a document used by a security holder to accompany certificates relinquished in an exchange or other corporate action. Transmittal letters frequently accompany reports and give background for the setting of the report. They are usually sent by mail but may be delivered in person. Letters of transmittal should be written on company letterhead and contain the following information: names, addresses, and telephone numbers of persons to be notified about the transfer; date of the transfer; identification of the transferee; a statement that the transferred shares have been cancelled; and signature lines for the transfer agent and the secretary of the company.
The term "letter of transmittal" is also used in the securities industry to refer to a document that is used by an issuer to notify shareholders about a proposed stock dividend or other corporate action. These letters are similar to letters of transmittal in construction projects and often include instructions for electing or rejecting the proposal and providing contact information if shareholders want more information about the proposal.
Shareholders are usually not required to respond to a letter of transmittal, but if they do it must either accept or reject the proposal contained within. A share certificate or record of stock ownership indicates whether or not a shareholder accepts a proposed stock dividend or other corporate action. If a shareholder does not respond within a specified time period, he or she automatically accepts the proposed action.