How to Write a Letter of Transmittal

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Introduction: What is a Letter of Transmittal and Why is it Important?

A letter of transmittal is a document that summarizes the contents of an accompanying package. It typically includes the sender’s address, the recipient’s address, and some type of order form (such as a purchase order) if necessary.

The letter provides information about the transferee, the transferor, and the property being transferred.

It is a document that is used to formally notify the recipient that the sender has transferred ownership of certain assets to them. It can be used in cases where there are multiple parties involved, such as when an individual or company transfers ownership of assets to their beneficiaries through inheritance.

How to Write an Effective Letter of Transmittal

There are some guidelines on how to write a letter of transmittal.

The first thing you should do is identify who will be reading it, so you can tailor your letter accordingly. You might want to include more details if you are sending your letter to someone who handles shipments for a living or less detail if you are sending it to someone in customer service.

The next thing you need to do is describe what’s being shipped and why it’s being sent. For example, “the package contains 5 sets of 10-inch pots” or “we’re sending this as a part of your monthly subscription service to Mega Diet Program.”

How to Format a Letter of Transmittal for Professional Use

Professional letters are an important part of the business world. They are used to convey information, request something, or to express gratitude.

NOTE: The letter of transmittal is a type of official business letter which is sometimes also sent with a company’s financial statements, annual report, or other related documents to its shareholders.

The following are some formatting guidelines for this type of letter:

Make sure the first line is the date and address.
Include your company’s name and address on the second line.
Put the date on the third line, followed by “Attention:” and then put who you are sending it to on the fourth line.

What Should be Included in Your Letter?

To be successful, a letter should include:

The name, address, and telephone number of both the sender and receiver
The name, address, and telephone number for any insurance company involved in this transaction
The salutation
A brief description of the goods being transferred
The date on which the goods will be delivered or picked up
Any special instructions for delivery or pick up
A paragraph that introduces the topic and states if there is a CTA (Call To Action) that recipient must respond to
The body of the letter, which includes three to five paragraphs
The signature line
The closing

Sample Transmittal Letter for a Report

February 7, 2022

Dr. Jane Smith, Chairwoman
ABC Coastaline Corp.
123 Main Street
Hillyside, CA

Dear Dr. Smith,

We are happy to send you with this letter the climate change report “Cap and Trade: The First 20 Years” as promised at last year’s UNCC meeting in New York City.

The report consists of five sections including one devoted to coastline threats that climate change presents for companies like yours. We hope the report will make a positive contribution and serve as guidance for your 5-year growth plan and fund-raising platform.

We are looking forward to your feedback and suggestions.

Best regards,

Michael Bob Brown
Executive Director
Cap and Trade R&D Institute

Sample Transmittal Letter for Shipped Goods

February 7, 2022

Doug X. Jones
123 Main Street
Hillyside, CA

Dear Mr. Jones:

We intend to deliver your book ”The Cat in the Hat,” by Dr. Seuss, ordered on Jan 20th, 2022, ORDER No. 345TH76, to you at your above residence on February 15th, 2022.

We will deliver this package between 9:00 AM and 5:00 PM on that day, unless otherwise instructed.

Please confirm receipt of this notice via email or phone call by February 10th, 2022 at 12 noon Eastern Standard Time.

P.S. Please advise an alternative drop point if you won’t be able to receive the package at your above address.

Sincerely,

Gary
Shipping Supervisor
Great Orders Online”