- If you get an invitation or a request to make a bid or proposal, you will send a quote, proposal or bid. You will identify the contents of the package you sent in this letter. That's how the reader will know what to do with it.
- You should give the details of the context for your bid by specifying the invitation or request to which you are responding. Give the reason for sending the document.
- Tell the reader what kind of material you have sent. Briefly, sketch an outline of the contents of this document.
- Discuss the important issues and questions about limitations, deadlines, or design flaws. Explain the advantages of your proposal to win this contract.
- Request a response within a particular time. Tell the reader what do you expect him/her to do about your suggestion. If it seems appropriate, ask him/her to acknowledge your quote.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Enclosed is the rental agreement for unit 317 of Jules' Apartments. Even if this is just for a short term rental, we must still confirm that we are agreeable to the terms and conditions by signing each page of the agreement. I have already affixed my signature to the pages. On the last page, kindly sign above your printed name to acknowledge that you have no objections to the content of the contract. Please send this it back to us at the soonest time possible since the deadline for confirmation is already a week from today.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to transmit a rental agreement.
Further things to consider when writing transmittal letters to tenants
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 Tenants
Letters to tenants are letters written to people who have occupied property or land rented from a landlord. If you are a landlord, there are a thousand reasons why you may want to write a letter to a tenant. It could be to give a warning, to evict a tenant or even to inform him/her of a rent increase. When writing any of these letters, the landlord needs to make sure that the letter communicates the right information to the tenant and carries the appropriate weight. He/she must also comply with the local and state laws when drafting or delivering an eviction letter.
When writing letters to tenants, it is important to reread the lease to make sure that whatever you are addressing is referenced in the lease. Start the letter with the proper tenant's name and address. Write a clear subject line that explains the purpose of your letter. Address the issue at hand and provide all the necessary information. Give proper guidelines and time frames especially for warning and eviction letters. Make the letter formal so that the tenant understands the seriousness of the situation. Close with a call to action. Sign and date the letter.