Transmittals
Guidelines and Alternate Phrases
Mention the information you are transmitting first; this document, illustration, printout, check, invoice, or report is the major message of interest. List each item specifically either in the body of the letter or after the signature line beside the “Enc” notation.
Tell why the document is being sent. Is it at the reader’s request? For information only? To verify your own records? For processing? For approval? For distribution?
Point out the action you want the reader to take or give your reason for sending the documents.
We need your immediate approval before we can go further.
The enclosed Hite contract is simply for your review; it has already gone to the customer.
We are sending a list of these entries simply to verify our records. Would you initial those that also appear in your files?
Please distribute copies of this safety poster to your staff at the local branch.
If the attached listing is correct, you do not need to take any action. If there is an error in your address or any corresponding notations, please make the appropriate corrections and return the form to us.
Give a brief summary of the significant information contained in the attached document. Depending on the document, this summary may mean only the amount of a check or invoice and its purpose, or a lengthy paragraph about major findings contained in a complex report.
Anticipate and answer possible questions about the attachments. Explain anything unusual that you think the reader will question—omissions, exceptions, changes, surprises.
We have not included the ratings here because….
Note on page 2, we have omitted four entries. These omissions are to indicate….
Please note the figures for May are exceptionally high.
Within two weeks we will forward….
Give your opinion, when appropriate, about the enclosed information. Do the enclosed meeting minutes show progress in the negotiations? Do you think the entire project will be completed by the target date? Do you agree with the disputed invoice you’re submitting? In other words, prepare and/or interpret for the reader.
Add the name and phone number of the person to be contacted with any questions. Remember, however, that the transmittal information should be complete within itself. The reader should have to call the contact person only with exceptional situations or questions.
Ask the reader to acknowledge receipt of the letter, if necessary for your records.
Please initial this form and return it.
Please call Sharon Love at ext. 2347 if you will be unable to distribute these bulletins before the meeting.
As soon as you receive this note, enter the dates on your calendar and call Kevin Black with your reservations.
Please sign this letter, make a copy for your files, and return the original to me.
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