Letter of Transmittal: Example and Free Template
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A letter of transmittal is the short note that goes on top of a document you are sending, a report, a proposal, a signed contract, and tells the reader what it is, why they are getting it, and what to do with it. It also gives you a record that you sent it. This page explains when you need one, what has to be in it, and gives you a worked example plus a .docx to reuse, with nothing to sign up for.
The report carries the substance; the transmittal letter sets up how the reader approaches it. Without a covering note, a director just gets a stack of pages and has to work out why it arrived and where to look first. A one-page letter that names the two sections to check removes that guesswork.
What a letter of transmittal is
It is a business letter that accompanies a larger document. It introduces the enclosed material, sets the context (who asked for it, what it covers, why it matters now), and highlights anything the reader should look at first. Because it is dated and filed, it also serves as a dated record that you sent the material and when. Some organizations call it a cover letter for a report, which is accurate, though it is not the same as a job-application cover letter.
When you need one
Send a transmittal letter whenever you hand over a formal or complex document: a commissioned report, a proposal or bid, a contract for signature, a set of drawings, or a submission to a client or authority. It matters most when the recipient is not expecting the document, or when the context is not obvious from the document itself. For a quick internal file, an email line will do; for anything formal or external, the letter is worth the five minutes.
What to include
- Header: your name, company, and address, then the date, then the recipient's name, title, and address.
- A subject (RE:) line naming the document.
- Opening: what you are enclosing and why, in the first sentence.
- Body: a line or two on what the document covers, and a note calling out the sections the reader should check first, with page or section references.
- Close: a next step (an offer to answer questions or meet) and a brief thank-you.
- Enclosure line: name the document and its length so the reader knows the package is complete.
A complete example
A structural engineer sends a commissioned report. The letter names what is enclosed, marks the two priority findings by section number, and offers a next step.
Delta Engineering Ltd
14 Marina Road, Lagos, Nigeria
grace.okonkwo@example.com | +234 80 5555 0176
22 July 2026
Mr. Anthony Bello
Project Director
Harbourside Developments
5 Wharf Street, Lagos
Dear Mr. Bello:
RE: STRUCTURAL SURVEY REPORT, HARBOURSIDE PHASE 2
Please find enclosed the structural survey report for Harbourside Phase 2, which your office commissioned on 3 June. The report sets out our findings on the foundation and load-bearing walls, and our recommendations for remedial work before construction resumes.
Two findings need your early attention: the drainage under Block C (section 4.2) and the load rating of the east retaining wall (section 5.1). We have flagged both as priority items with cost estimates in Appendix B.
We would be glad to walk your team through the report. I am available for a meeting in the week of 28 July, and you can reach me on the details above with any questions.
Thank you for the opportunity to carry out this survey.
Yours sincerely,
Grace Okonkwo
Lead Structural Engineer, Delta Engineering Ltd
Enclosure: Structural Survey Report (32 pages)
Blank transmittal to adapt
Everything in brackets comes off the document you are sending. Get the enclosure line exact, down to the page count and the revision, because that line is your record of what left your hands and on what date.
[Company]
[Address]
[Email] | [Phone]
[Date]
[Recipient Name]
[Title]
[Company]
[Address]
Dear [Mr./Ms. Surname]:
RE: [DOCUMENT TITLE]
Please find enclosed [the document], which [who requested it or why you are sending it]. [One line on what the document covers.]
[Optional: point the reader to the one or two things that need their attention, with section or page references.]
[Next step: offer to answer questions or meet, and give your availability.]
Thank you for [the opportunity / your time].
Yours sincerely,
[Signature]
[Your Name]
[Title, Company]
Enclosure: [document name and length]
By document type
- A proposal or bid. Open with the opportunity you are responding to and its reference number, name your headline figure or approach in one line, and point to the section that answers their main requirement.
- A contract for signature. State which document is enclosed, how many copies, where to sign, and the date you need it back. Ask them to return one signed copy and keep the other.
- A resume for a job. That is not a transmittal letter. Transmitting a resume to an employer needs a cover letter or a fuller application letter, which argue your case rather than just introduce a file. Use those guides instead.
Transmittal letter or job cover letter?
They share a format, but the job differs. A transmittal letter introduces a document neutrally and briefly; a job cover letter argues why you are the right person and tries to persuade. For the underlying layout of either, see the formal letter formats guide.
A transmittal that goes out on company paper picks up the obligations that come with it, from the statutory details on the letterhead to who is authorised to sign. Those are set out in business letter format.
Sending it by email
Most transmittals now go by email. Drop the letterhead, put the document name in the subject line, keep the note to a few lines, and change "Enclosure" to "Attached."
Dear Mr. Bello,
Attached is the structural survey report your office commissioned on 3 June. Two items need early attention: the drainage under Block C (section 4.2) and the east retaining wall's load rating (section 5.1), both costed in Appendix B.
I would be glad to walk your team through it, and I am free in the week of 28 July.
Kind regards,
Grace Okonkwo
Lead Structural Engineer, Delta Engineering Ltd
Attached: Structural Survey Report (32 pages, PDF)
Frequently asked questions
What is the purpose of a letter of transmittal?
To introduce a document you are sending, give the reader the context to understand it, and highlight the parts that matter most. It also serves as a dated record that you sent the material.
How long should a transmittal letter be?
One page. A few short paragraphs: what you are enclosing and why, what needs attention, and a next step. The document carries the detail.
Is a letter of transmittal the same as a cover letter?
They share a format, but a transmittal letter introduces a document neutrally, while a job cover letter argues your case. For sending a resume, use a cover letter or application letter, not a transmittal letter.
What goes in the first paragraph?
What you are enclosing and why, in one clear sentence: "Please find enclosed the structural survey report for Harbourside Phase 2, which your office commissioned on 3 June."
Do I need a transmittal letter for an emailed document?
For a formal or external document, yes: put the transmittal note in the email body and attach the document. For a quick internal file, a short email line is enough.
Sources
- Purdue OWL and university technical-writing guides, letter of transmittal purpose, structure, and examples.