- This letter goes with a contract that you are mailing for signatures or sending with signatures. You will usually send drafts of the contract for editing or approval together with the letter.
- Point out what you are sending and your reason for sending it.
- Discuss what the reader must do with the attached document. If it is long or separated into different parts, or if your instructions are difficult to understand, use bullets to itemize the steps.
- Tell the reader you are thankful and if possible, set a deadline for sending back the contract.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Enclosed is the draft of the contract for the franchise of FreshH2O Water Refilling Station. Those written in blue ink are the changes that I made. Most of my corrections are about the grammar and sentence structure. However, for the 3rd and 4th paragraphs, I feel that it still needs a little restructuring. It seems that the thought and purpose are not that well expressed. Kindly check if you can do some revisions on it.
Preferably the contract must be enforced next month around the second week. It would help a lot if you can email me or fax a copy of corrections that we made. Thank for helping out with this issue.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to transmit a copy of a business contract.
Further things to consider when writing transmittal letters to business partners
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.