Transmittal letters, also called cover letters, accompany faxes and emails to describe the contents of faxed documents or the files attached to an email. Transmittal letters also ensure that the documents are given to the right person if they are sent to a shared fax or email address. These letters are usually brief and only convey necessary information. Because transmittal letters are a form of business correspondence, you must follow certain standards to write one correctly.
Type your name or the company's name, address, phone number and other contact information at the top of the document, locating it on the page's right side. Alternatively, you can write the letter on company letterhead instead.
Skip a line and list the date under your information on the right side of the page.
Type the receiver's name, address and, if applicable, account number or other identifying information, on the left side of the page, two lines down from the date.
Address the letter specifically to the person who will receive it. If you do not know the individual's name, writing "Dear Sir or Madam" will suffice.
List your reason for writing the letter in the first sentence. State if you are sending a resume, business proposal, report or information about a product or service.
Give background information about the document you are sending in the second paragraph. This may include dates by which the reader must act on information contained in the document or, if the document has multiple pages, a brief explanation of the included pages. You can also remind the reader of any conversations or correspondence you had with him in regard to the document.
Thank the reader for her time in the last paragraph and ask her to contact you if she has any questions.
Type your name, title and contact information, such as your email address or phone number, at the bottom of the page. Handwrite your signature above your name.
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