Write the Letter
A letter of transmittal is a short, professional document accompanying a report, proposal, or other formal document. This help page explains the letter’s purpose and offers tips for creating your report letter.
What to Do
1️⃣Look up the ACTUAL information on your stakeholder. You need to find someone who could use the content. A formal letter also includes address information, so you need to find that. You might look up Congress folks, organization directors, city government officials, company CEOs, non-profit directors, etc.
2️⃣Set up the official header with the Name, Title, Organization, Address, and Date.
3️⃣Adapt your abstract/summary into the content of the letter. You need to start with the letter’s purpose and why your content relates to your recipient (so they know what and why they are getting this document). Then, summarize the report content to persuade them it is worth reading the work. End the letter with the value and action items they can take based on your recommendation report.
Key Elements of a Cover Letter or Letter of Transmittal
A letter of transmittal is a professional document that is typically included along with a report, proposal, or any other formal document. It serves as a cover page and provides an introduction to the main document. The letter of transmittal typically includes the purpose of the document, a brief summary of its contents, and any other important information that the reader needs to know. Additionally, it may also include information about the author or organization that created the document, as well as contact information in case the reader has any questions or concerns. Overall, the letter of transmittal helps to establish a professional tone and provides context for the document that follows.
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- Introduces the Document: It briefly explains the accompanying document and its purpose.
- Highlights Key Points: It can provide a concise overview of the main findings or recommendations of the report.
- Contextualizes the Work: It may explain the background or reason for the report’s creation.
- Expresses Gratitude (Optional): You can use it to thank the recipient for the opportunity to complete the work.
In this digital age, a transmittal letter can still be a valuable addition to your work. It adds a professional touch and helps to set expectations for the reader. By providing a brief summary of the main points, you can show that you have a good grasp of the topic. This summary also helps the reader to understand the importance and purpose of the report.
Basic Letter Outline
- Your Name and Contact Information: Let the recipient know who they can reach with any questions.
- Date: Indicate when the letter and report were written.
- Recipient Name and Title: Address the letter to the appropriate person.
- Title of the Report: Clearly state the name of the document you are transmitting.
- Brief Overview: Provide a concise summary of the report’s main findings or recommendations.
- Call to Action (Optional): If you have specific next steps you’d like the recipient to take, mention them here.
- Closing and Signature: Maintain a professional closing and signature.
Note the difference between Letters and the Memos you have been writing. A letter is EXTERNAL, so it requires more formal information and personalized touches (since you don’t work for or with these people, you want to show ✨extra✨ respect while ensure they know who you are and what value you offer).
Example Transmittal Letter:
[Your Name] [Your Title]
[Your Organization]
[Your Contact Information]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Contact Information]
Dear [Recipient Name],
Please accept this letter to transmit the final report titled “[Report Title].” This report analyzes [briefly explains the problem or topic] and offers [mention key recommendations or findings].
[Summarize the methods and big findings in ~200 words. You can use your abstract as a good starting place to further edit/rephrase]
We believe the findings of this report will be valuable in [explain how the report benefits the recipient or their organization]. We welcome the opportunity to discuss these findings with you further at your convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
AI Disclosure: Base content generated with Google Gemini. Prompt: summarize the best practices for writing a letter of transmittal with reasons why we write them. 3/15/2024
