- This letter goes with a document and gives details on what the reader needs to do with it.
- Point out what you are sending and your reason for sending it.
- Discuss what the reader must do with the attached document.
- 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],
I am attaching a copy of the minutes of the meeting we had last Saturday. Kindly read through it to make sure everything is accurate and nothing is missed out. Feel free to note any needed revision. Once you find everything else in order, kindly affix your signature on the space below. I will need the final copy of the minutes this coming Wednesday. Thank you for your cooperation.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to transmit minutes of a meeting for revision.
Further things to consider when writing transmittal letters to team members
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 Team Members
Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.
Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.