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Transmittals













Guidelines : Transmittals

Transmittals

Guidelines and Alternate Phrases

  • Mention the information you are transmitting first; this document, illustration, printout, check, invoice, or report is the major message of interest. List each item specifically either in the body of the letter or after the signature line beside the “Enc” notation.
  • Tell why the document is being sent. Is it at the reader’s request? For information only? To verify your own records? For processing? For approval? For distribution?
  • Point out the action you want the reader to take or give your reason for sending the documents.
  • We need your immediate approval before we can go further.
  • The enclosed Hite contract is simply for your review; it has already gone to the customer.
  • We are sending a list of these entries simply to verify our records. Would you initial those that also appear in your files?
  • Please distribute copies of this safety poster to your staff at the local branch.
  • If the attached listing is correct, you do not need to take any action. If there is an error in your address or any corresponding notations, please make the appropriate corrections and return the form to us.
  • Give a brief summary of the significant information contained in the attached document. Depending on the document, this summary may mean only the amount of a check or invoice and its purpose, or a lengthy paragraph about major findings contained in a complex report.
  • Anticipate and answer possible questions about the attachments. Explain anything unusual that you think the reader will question–omissions, exceptions, changes, surprises.
  • We have not included the ratings here because….
  • Note on page 2, we have omitted four entries. These omissions are to indicate….
  • Please note the figures for May are exceptionally high.
  • Within two weeks we will forward….
  • Give your opinion, when appropriate, about the enclosed information. Do the enclosed meeting minutes show progress in the negotiations? Do you think the entire project will be completed by the target date? Do you agree with the disputed invoice you’re submitting? In other words, prepare and/or interpret for the reader.
  • Add the name and phone number of the person to be contacted with any questions. Remember, however, that the transmittal information should be complete within itself. The reader should have to call the contact person only with exceptional situations or questions.
  • Ask the reader to acknowledge receipt of the letter, if necessary for your records.
  • Please initial this form and return it.
  • Please call Sharon Love at ext. 2347 if you will be unable to distribute these bulletins before the meeting.
  • As soon as you receive this note, enter the dates on your calendar and call Kevin Black with your reservations.
  • Please sign this letter, make a copy for your files, and return the original to me.

Example 1: Sample letter of transmittal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit of Eastern Division, Australia

We have completed our review of Eastern Division, Australia, for the year ending December 31, 19–; our full report is attached.

Our audit revealed weaknesses in the following areas:

• Case disbursements–The Blodgett plant does not cancel vendor invoices to prevent possible duplicate payments.
• Inventories–There are no written instructions on how supplies are counted, documented, summarized, or used.
• Payroll–Numerous employees’ wages have been charged to the incorrect vessel.

We feel our detailed recommendations in the enclosed report require serious attention in the immediate future. Please reply to us by March 15 about the action taken toward these recommendations.

We sincerely appreciate the assistance given our auditor, Jill Johnson, while she was in your area.

Example 2: Transmittal letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Telephone Use

Attached for your information only is a copy of a computer run listing each employee under your supervision, his or her extension number, and telephone calls for the previous month. This information will inform you of amounts being charged to your department monthly and allow you to curb any unnecessary calls.

Example 3: Cover letters samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mattox:

Enclosed are Piedmont-Jenter’s answers to the three interrogatories in the Caddy-Seuter v. Fillmore and Piedmont-Jenter suit.

In all cases, we believe we are not liable for the damage because the operators of the equipment were not wearing appropriate safety gear and were not following approved standard operating procedures when the injuries occurred.

Please review these answers and inform me when you set the plaintiff’s deposition and the doctors’ depositions.

Sincerely,

Harold P. Steward

Vice President

Enc: Interrogative #1

Interrogative #2

Interrogative #3

Example 4: Transmittal Information Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Schedule of Common Stock Dividend Information

Per your request, I have attached a complete history of the common stock dividends of Fairway, Inc., from its inception to the present.

The information presented reflects all three stock splits (in 1958, 1969, and 1983).

Example 5: Transmittal letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Ladies and Gentlemen:

On behalf of American Enterprises Inc., a Maryland Corporation, we enclose the following documents for filing under the Securities Act of 1933 and the Investment Company Act of 1940:

1. One manually signed and three conformed copies of a Notification of Registration on Form N8-A

2. Ten additional copies of the Registration Statement, without exhibits

3. A certified check for $1500 payable to the Securities and Exchange Commission in payment of the Securities Act of 1933 registration fee and the Investment Company Act of 1940 registration fee

We expect to file a pre-effective amendment to the Registration Statement after receiving comments from your staff on this filing. The amendment will include a pro forma balance sheet and will have cross-references and other blanks filled in.

We request selective review of the Registration Statement. The fund now being registered will employ investment objectives, policies, and techniques similar to those of American International Fund, Inc. The primary difference between the two funds is the investment policy of the registrant will limit the maturities of the portfolio securities to not more than five years.

If you have any questions about this filing, please call Kenneth Woods at 214-445-6667. Would you please acknowledge you have received this filing by stamping and returning the enclosed copy of this letter?

Yours truly,

Kenneth Waites

General Counsel

ds

Enc:

Example 6: Document transmittal samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Court Order #891-DG-11–Grand Rapids, Michigan

The attached copy of the court order #891-DG-11 regarding our property at Grand Rapids, Michigan comes at the request of D. J. Hougser.

You’ll notice some items show “no address”; we have attempted to mail these payments to the last known address but to no avail. Should you be able to locate any of these addresses, let us know so we can mail checks immediately.

Example 7: Transmittals

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Silcot:

Please review the attached set of four guidelines and give me any suggestions you may have for revisions. We’d like to have your comments by July 1. I apologize for the short deadline, but we want to put the guidelines into effect as soon as possible.

These guidelines are arranged in the usual format (subject, forms used, purpose, procedures) and cover procedures for the following topics:

• Inventory packages
• Motor-fuel analysis
• Tire, battery, and accessory analysis
• Upline litters and reconciliations

I will be back in my office on Friday (ext. 2345) if you have questions about any of these. Thanks for your review and help.

Sincerely,

Sylvia Shores

Research Assistant

tr

Enc:

Example 8: Transmittals documents

Memorandum

TO:

FROM:

DATE:

SUBJECT: Additions/Revisions to Financial and Accounting Methods Manual

Enclosed are additions/revisions to United’s Financial and Accounting Methods Manual. An attached list of topics provides section numbers and pages that have been added or revised. For revisions, please remove the previous subject material and note the changes made to the policy/procedure. For additions, place the new topics in the appropriate manual sections.

As a reminder, each manual holder is responsible for maintaining updated appendixes on all topics, whether mailed with this quarterly distribution or under separate cover. If you have any questions in adding these pages to your manual, please contact me.

Example 9: Reports Transmittal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Memorial LEG Agreements

We are providing the attached documents concerning Memorial, as you requested by phone on April 26, 19–.

1. Shareholders Agreement dated February 10, 19–

2. Amendment to LEG contract dated March 10, 19–

3. Endorsement #3 to Shareholders Agreement dated March 10, 19–

4. Letter from D. J. Stanley dated April 4, 19–

Should you have any questions about these, please refer them to Martha Harvey in the Legal Department, extension 1184.

Example 10: Business Transmittal Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: RRE Properties

Attached for your processing is check #1566 for $2,200; we received this from RRE Properties as advance payment for preliminary engineering work, order #4499.

The estimated cost of total work on this order is $8,666; upon receipt of RRE Properties’ check for the remaining amount, we will forward it to your office for processing.

Example 11: Transmittal samples

Memorandum

TO:

FROM:

DATE:

SUBJECT: AFE #MT9-991–Installation of Equipment to Serve Tidwell, Inc.

Enclosed are five copies of the preliminary invoice #MT9-991 for $776,000. This represents our engineer’s estimated AFE cost.

The AFE actual cost to date exceeds the engineering estimate; however, late charges, rental charges, and surplus-material refunds will need to be taken into account before we forward the final invoice.

If this invoice amount meets with your approval, please forward it to Harrington Corporation and send us a copy of your transmittal letter for our records.

     

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