1. 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.
  2. Point out what you are sending and your reason for sending it.
  3. 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.
  4. Tell the reader you are thankful and if possible, set a deadline for sending back the contract.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[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 Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -