3050 Project Six Letter of Transmittal

Letter of Transmittal

This “cover letter” (no longer than one single-spaced paged) is addressed to your final audience (and rhetorically situated to respond to their concerns and values). It indicates (1) the subject of the report, (2) identifies the problem studied, (3) the research completed, and (4) the options/solutions considered.

Example 1:

 

{address of sender}

{address deleted}

State College, PA 16803

December 12, 2002

 

{address of receiver}

{name deleted} Owner, Cho-shoten

{address deleted}

Kanazawa-shi, Ishikawa-ken,

Japan 920-0856

Dear Mr. {name deleted}:

{introduction similar to that of the short memo}

Enclosed, please find a copy of the final feasibility report addressing current problems at Cho-shoten. {reviews history of project} This report is in response to a proposal that I submitted to you on October 1, 2002, of which you granted permission to proceed with further research and establishment of a formal feasibility report. {outlines key report sections} The report includes a brief introduction to your problem, research that has been conducted, and a recommendation that can improve your current business operations.

{Breakdown of solutions/options considered}

I have researched several solutions to reorganizing your business to increase profits such as:

  • Cutting expenses within your business
  • Expanding your customer base to adjacent prefectures
  • Investing in computers to implement efficient transaction processes

{Description of research completed}

In doing my research, several clients were interviewed to examine the service/product competition with rival “Home Center.” In addition, I also interviewed Miyama Yasushi, Representative Director of JR Tokai Hotel Group to gain insight on what strategies can be taken by Cho-shoten to achieve a better niche in the market and increase profitability while staying within budgetary constraints.

{Courteous close that creates a good impression in the reader and encourages future contact}

I thank you for your time and patience in allowing the submittal of this report and I hope that you will find the report beneficial in making your decision. If you have any questions, concerns, or require further assistance with this project, please do not hesitate to contact me at {phone number deleted} or {e-mail deleted}.

Sincerely,

{name deleted}

3050 Letter of Transmittal One formatted in MS-Word

Example 2

 

LETTER OF TRANSMITTAL

State College, PA 16803

April 29, 2005

{name deleted}

The Penn Stater

University Park, PA 16802

Dear {name deleted}:

The attached document is a copy of the final feasibility report concerning the communication problem within the production of the Penn Stater. This report is a follow up to the proposal that was submitted previously. It has been put together in order to present effective solutions that will prevent the communication errors that are currently hindering the magazine’s production.

The three most feasible solutions we have decided upon are:

  • Centralized Server
  • Web-Solution
  • Local Designated Folder

We used three different methods for research to ensure that our solutions would specifically work for the Penn Stater and its staff. First, we conducted interviews with current employees face-to-face and via email. Second, we gathered online resources describing the Penn Stater and how this organization was laid out. Finally, we used texts describing multiple analytical techniques and applied these analyses to your communication problem.

Thank you for your time and cooperation in allowing us to perform our research and submit this final report. I hope that you find a substantial solution that you will choose to implement. If you have any questions, or require further assistance with this project, please contact our team by email.

Sincerely,

{names deleted}

3050 Letter of Transmittal Two formatted in MS-word.

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