Embedded Files
Audience, Purpose, & Style
Audience, Purpose, & Style
Audience
Audience
Formal communication with people outside the company in which you work when it is a “letter of transmittal”. If the documents are being sent internally, a “memo of transmittal” is used
Purpose
Purpose
Much like a cover letter
Introduces a second document such as submittals, shop drawings, change orders, reports, or proposals
Gives recipient a convenient place to locate sender’s contact information
Allows sender to give instruction such as "sign and return," or "for your files," or "correct and return."
Style
Style
Always accompanies another document
Includes company letterhead
The following are needed before the body of the letter:
The date
Recipient’s address
Project #
Subject line (optional)
Salutation
Always send the transmittal to a specific person
Always list the accompanying document(s) and explain their purpose and the number of copies sent
Letters should use the close, “Sincerely”
After the close (if needed):
Addenda
Enclosure or Enclosures
cc
Checklist
Checklist
I. Analysis
Is the enclosed document introduced by telling the reader who authorized the work?
What enclosure(s) is/are being sent and Number of copies?
How? and Why were they sent?
The action the reader should take
II. Evaluation
Content
Is the transmittal closed to multiple interpretations?
Is the transmittal well organized?
If there are enclosures, have they been enclosed?
Is the transmittal correctly addressed and signed?
Tone
Is the transmittal courteous, professional, and tactful?
Style
Is the transmittal written in language the reader will understand?
Are sentences short and direct?
Are paragraphs short enough for easy reading?
Attitude
Does the transmittal encourage the reader to take action (if needed)?
Does the transmittal tell the reader the benefits of taking the requested action (if action is needed)?
If any special assistance was used for the enclosed documents, are those who provided it acknowledged
Appearance
Does the transmittal present an attractive, well-balanced appearance?
Is the transmittal format correct?
Is the transmittal free of errors in grammar, punctuation, and spelling?
Source: Betty Ricks and Kay F. Gow’s Business Communication: Systems and Applications (1987).
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