- Nearly all fax programs supply a cover sheet to recognize who is the document's sender and to whom it is addressed. If you want to have your cover sheet, it must be very short, containing only the most important details. Create it on the page in memo form.
- Determine the person that you will send the fax to, his or her name, organizational role or department. Also, point out his or her company or organization. When you do not have their names, locate the fax to the department. Provide the fax number of the person to receive your message; You may also opt to out "attention" line to direct the message.
- Provide your name, your organizational role and your organization. Also, provide your phone and fax number, and your home address. Provide as the date and time of your transmittal, if it is not given. Also, mention how many pages you are faxing.
- Use a subject line to explain the purpose or the goal of your message shortly. A good subject line will be helpful in pointing out the subject of the message and respond something about it.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
ATTN: Eve Sanders, Finance Manager
FROM: Benjamin Adams, Owner
25 Apple Road
Springfield, IL 4444
DATE: March 17, 2008; 9:26a.m.
PAGES SENT: 8 pages
RE: Bill for Purchased Materials
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample fax transmittal.
Further things to consider when writing transmittal letters to companies
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 Companies
Letters to companies are formal letters written by individuals or companies to other companies, commercial businesses, or organizations. Such letters are usually business letters whose contents are formal and professional in nature. There are many types of letters sent to companies, and each has a specific focus. For example, sales letters to promote products and services, order letters to order goods and services, or inquiry letters to request information. They could also be transmittal letters to accompany a package or recommendation letters to recommend employees. In any of the mentioned scenarios, a letter to a company must be addressed to the right person and closed with a proper signature.
All letters to companies are official and require professionality and specificity. Therefore, the letter you produce must reflect this ideology. Know who you are addressing the letter to and how to respectfully address him/her. Make your information accurate and specific so that the recipient can quickly make his/her way through it and understand what is expected of him/her. If you are sending any attachments, mention what they are as well as their importance within the letter. End the letter by asking the recipient to respond or contact you directly.