Sample Transmittal Letter Template
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1Sample Transmittal Letter Template
FNS Handbook 901
Checklists and Worksheets
Agency Letterhead
Item
Comment
Date
Letter date should not be significantly earlier than
the actual date of transmittal.
Federal Addressee(s)
Although traditional street address is used, signed
letter should be scanned and sent electronically
rather than by hardcopy delivery.
Salutation
May be: “Dear Mr/Ms (Name)” if single addressee
or “Dear Colleagues” if multiple addressees.
Purpose of Letter (introductory paragraph)
Request for review and approval of (type(s) of
document(s)) relating to (project name). Any
urgent/time critical issue to be discussed further in
letter.
Summary of Document Purpose/Main
May use a combination of narrative paragraph and
Content/Significant Issues (body of letter)
bullet/numerical item formats.
Extracts or References to Major Points (body of
Goals, Objectives, Time Period Covered, Cost
letter)
Estimate, etc.
Summary of Next Steps/Future Efforts (closing
Provide larger perspective and/or activity to be
paragraph)
taken on project in near future.
Closing
Contact information for questions, etc.
Signature
Responsible official with authority to make
commitments for agency.
Attachment(s)/Enclosure(s)
May simply indicate that there are items included
with the cover letter or may list the actual items.
Addressee Copies
List of others copy of document to be sent.
January 14, 2014
D-22
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Parent category: Letters