Transmittal Letter or Cover Letter A letter of transmittal or a cover letter used to transmit a report or other document from one

office to another. The letter of transmittal is mainly functional in that it serves to introduce the report to the reader. A cover letter or a cover transmittal accompanies an item or document sent to a client and identify what is being sent, the person receiving it, and the reason the item or document is being delivered to the recipient. A letter of transmittal is a document used by a security holder to accompany certificates surrendered in an exchange or other corporate action. Letter of transmittal may also be a distribution list with the recipients of a memorandum, report or contract. A letter of transmittal typically includes the following: 1. 2. 3. 4. Name and address of recipient of report in the inside address. Information about what is being sent. Follow up action expected of the reader. Offer of continued communication or communication.

Functions A transmittal letter serves as an introduction to another document, which might include technical or scientific reports, financial information, proposals or sensitive information related to a change in legislation or policies. The letter also serves as a record for the sender. Format A letter of transmittal often printed on company or organization letter head. The sender uses a standard letter format with paragraphs and margins and includes the date, a name and address block and greeting. The letter should end with senders signature and title and include the notation that signals enclosures. Tone and Content A letter of transmittal is a formal business document. The first paragraph includes the document name, brief content description, reason for sending and senders name. The sender might include here or later in the letter actions the recipient or should take. The following paragraphs expand on the explanations. The final paragraph concludes with a statement of thanks, contact information and offers of assistance. Proper Use The senders should ensure that the appropriate person signs the letter, especially if it accompanies a document or content that requires a certain level of authority for approval or release. The original letter of transmittal, which is placed or top authority for accompanying document, should not be attached to the accompanying document or included in its table of components. Copies of the letter of transmittal are kept for the senders.

 Example of Letter of Transmittal

Euphoria State University Department of Earth Sciences

June 10, 2013

Dr. Jane J. Schimdt Director, Earth Sciences Special Research Program National Science Foundation 4201 Wilson Boulevard Arlington, VA 22230

Dear Dr. Schmidt:

I submit herewith a proposal in support of a research entitled Problem of Excess Argon in Silicates to performed under my direction in Euphoria State Universitys Earth Science Laboratory. I am requesting funding in the amount of $72,134 in total estimated costs for the period July 1, 2013 through June 30, 2014. Questions relating to any technical aspects of the proposal should be directed to me. Questions of an administrative nature may be directed to Ruben Perez, Associate Director of Sponsored Programs, at (617) 868-9971. Your consideration of my proposal is greatly appreciated.

Sincerely,

April Broadstreet

cc: Mr. Ruben Perez Enclosure: Proposal

References: Writing Business Letters ; 2005, by Joel Joseph L. Egipto. Effective Business Letter and a Communication, 2005, by Cynthia H. Macacabuhay. http:/www.mit.edu/course/21/21.guide/1-trans.html http:/www.chron.come/letter_transmittal-6249.html http://blogs.jccc.edu/pmcqueen/writing-tips/documents/letter/-oftransmittal/