Legal Definitions - Transmittal letter

A transmittal letter is a formal document that accompanies other materials being sent from one party to another. Its primary purpose is to identify exactly what is being sent, state the reason for the transmission, and serve as an official record of the delivery. It acts as a cover sheet, ensuring the recipient knows precisely what they have received and why, and provides proof that the sender dispatched the items.

• Example 1: Legal Discovery Documents

  Imagine a law firm representing a client in a lawsuit needs to send a large collection of financial statements, emails, and contracts to the opposing counsel as part of the discovery process. Instead of just mailing the documents, they would include a transmittal letter.

  This letter would specifically list each type of document enclosed, the total number of pages or files, the case name, and the date of transmission. It serves as an official record for both sides, confirming what was sent and received, which is crucial for demonstrating compliance with court orders and discovery obligations.

• Example 2: Architectural Plans Submission

  An architectural firm has completed the final set of blueprints and detailed specifications for a new commercial building. They need to send these critical documents to the client, the general contractor, and the city's planning department for approval.

  A transmittal letter accompanying these plans would itemize every drawing number, specification section, and supporting report included in the package. It would also state the project name, the date of submission, and perhaps note any specific actions required from the recipients (e.g., "for review and approval"). This creates a clear, dated record of the submission of official project documents, ensuring all parties are aware of the exact versions they have received.

• Example 3: Grant Application Submission

  A non-profit organization is applying for a significant grant from a charitable foundation. The application package includes a detailed proposal, budget spreadsheets, letters of recommendation, and audited financial statements.

  When submitting this comprehensive package, the non-profit would include a transmittal letter. This letter would introduce the organization, briefly summarize the purpose of the grant request, and provide a checklist of all the enclosed documents. It ensures the foundation's review committee can easily verify that all required components of the application have been received, and it serves as a professional introduction and a formal record of the complete submission.