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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 aclient 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. 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 communication.

FunctionsA 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 inlegislation or policies. The letter also serves as a record for the sender.

FormatA 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 ContentA 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 sendermight 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 UseThe 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.

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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

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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/-of-

transmittal/