A transmittal, often known as a cover letter, is a letter that goes with a bigger item, generally a document. The transmittal letter gives the receiver a framework in which to situate the bigger document while also providing the sender with a permanent record of having provided the content. Transmittals are usually written in response to receiving an e-mail with attached documents. They are also used when sending physical mail with attached documents.
The term "transmittal" comes from the Latin word transmittere, meaning "to transmit." It is used in office communication and on documentation related to mailing lists or message files. When you send someone else's work, it is customary to do so with a covering letter stating the date and explaining the purpose for which the material is being sent. This letter is called a transmittal because it transmits your attention to another piece of work.
There are two types of transmittals: original and responsive. An original transmittal responds to a specific message and is filed with the original message. A responsive transmittal is general in nature and is filed with all similar messages. When writing a transmittal, be sure to identify the recipient clearly and address him or her by name. Also include a subject line for easy identification purposes. Finally, close with appropriate footer information such as "Regards," "Sincerely," or "Yours truly."
Transmittal letters are often short. The first paragraph defines what is being conveyed and why it is being sent. The second paragraph explains who is receiving the letter, usually including an address for responses.
Transmittal letters can be formal or informal. Formal transmittals are used by institutions to inform others of materials they may have interest in and provide them with the opportunity to express their interests without committing themselves completely. In contrast, informal transmittals are sent by faculty members to other faculty members or students to notify them of papers they have published or conference presentations they have given.
In addition to defining what is being transmitted, formal transmittals often include information about the sender (such as their department or institution), the purpose of the transmission (for example, to announce a paper or presentation), and guidelines on responding (for example, "we would appreciate receiving copies of interesting articles"). Informal transmissions do not include this type of information; instead, they serve simply to let recipients know that something important has happened.
Faculty members who publish articles frequently need to send out transmittals. These letters explain what is contained in the attached article and give readers the opportunity to express interest or lack thereof.
A transmittal letter is a brief business letter that is delivered with another sort of communication, such as a lengthier document, an answer to an enquiry, or a payment. It allows the recipient to comprehend what is being communicated, why they received it, and who sent it. Letters that are intended to be read over the telephone or emailed as a whole piece are called tele-letters or e-letters.
The sender of a transmittal letter is usually the organization or person that is responsible for sending the item being transacted. This could be an office, division, group, or individual sender. The sender should be identified on both the face of the letter and the envelope if applicable.
There is no standard form for a transmittal letter. They can be as simple or complex as needed by the sender. They typically include the following information:
Sender's address - includes name and title of person sending the letter
Recipient's address - includes name and title of person receiving the letter
Date - Date on which letter was sent
Identification of the transaction being transacted (if any)
A excellent example of a transmittal letter is generally fairly brief. A letter of transmittal is typically used to explain or clarify your expectations or instructions regarding the document or item to which it is attached. Contracts or drafts of papers that are being sent over, either for evaluation or approval. The recipient will usually acknowledge receipt by means of a formal letter.
The transmittal letter should include all the necessary information about the document enclosed. If an agent or representative is sending you documents, it is important to identify them and what role they play in the transaction. For example, if you are sending documents to several parties for comments, then it may be helpful to add their names and addresses below their respective sections. If there is some confusion around who should review what, include a note with the transmittal letter asking them to let you know if there are any questions about the documents.
At the end of the transmittal letter, make sure to include relevant details such as delivery deadlines, who is responsible for reviewing the documents, and anything else pertinent to the transaction at hand.
As you can see, a transmittal letter is very useful for communicating clear expectations about documents, agents, or representatives. It can also help save time for both you and your recipients by eliminating need for follow-up emails or phone calls.
A transmittal document serves as a "packing slip" for a document or group of papers that is moved from one organization to another. The transmittal might be merely the first page of a lengthy document. But, more often than not, it is a distinct document file containing information about the papers transmitted. Typically, it includes the sender's address, recipient's address, identification of the papers being sent, and often a detailed description of what's contained therein.
The term "transmittal" comes from the Latin word transmitere, meaning "to send back." As such, it is used when returning papers to their proper location after having been distributed to other offices within the sending organization. However, the usage of this term has expanded in recent years to include documents that are sent between organizations for various purposes. These purposes include renewing subscriptions to journals, mailing lists, etc. ; confirming receipt of papers; and requesting action on an application, grant proposal, or the like.
Transmittals are usually included with larger groups of papers sent via postal service. Sometimes these are referred to as "mailers," especially if many different papers are involved. When sending papers by courier, the transmittal form is usually included with the papers sent.