GUIDELINES
- It is very significant for you, and also your company's to maintain communications regular and appropriate. This letter expresses your responsibility for the work, and it helps you monitor development.
- Provide a context for your letter. Include the date when the work was assigned, the intention of the report and the one who submitted it.
- Make a summary of your reply to the research and the writing job.
- Mention to the reader the reason for why you are sending the document at this time.
- Provide a summary of the documents or the conclusions.
- Review necessary questions, problems, or concerns like the deadlines, design issues or limitations that made the writing process slow down or those that came out in the report.
- Tell the reader that you appreciate his or her help and tell him what he needs to do after.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Two weeks ago, the owner of Funhouse Kids' Center requested that we do an inspection of all the items currently being used with the kids' play and other recreational activities. She wants to make sure that everything is child-friendly and safe. We are already done with the inspection, and our report will be sent to you today by our messenger.
Just to give you an idea of the results, we found that there are still some writing, and coloring materials that are toxic, and some play items have not been cleaned thoroughly. Some cleaning materials are also hazardous to children. We suggest that you always firmly instruct the supervisors and cleaning staff of the center to do thorough daily cleaning using organic liquid cleansers. Our detailed findings and suggestions can be found in the report.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to transmit a report of item inspection.
Further things to consider when writing transmittal letters to business partners
Transmittal Letters
Transmittal letters are letters written to accompany important documents such as financial reports, proposals, security certificates, or any other sensitive information. Such letters are usually sent by businesses, organizations, or individuals to provide information about the corresponding documents. Generally speaking, a transmittal letter explains the document, why it should receive the recipient's consideration, and what he/she should do with it. The recipient reads the transmittal letter to identify the context in which he/she should view the document. Sometimes, cover letters that accompany job applications and resumes are also called transmittal letters.
The main purpose of transmittal letters is to introduce other documents. Therefore, they need to be as neat and clear as possible. State the document name. Give a brief content description and the reason for sending. Include actions the recipient should take like notifying the sender of the document's receipt or forwarding it to another person. Include important deadlines and dates that the recipient should be made aware of. Highlight the major points or sections of the document. Be brief and do not let the letter exceed one page. End with your contact information, statement of thanks, and offers of assistance. Print the letter on the company's letterhead.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.
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