What it's for
This transmittal template is a cover sheet for a package of documents: drawings, a submittal, a signed change order, a set of specs. It says who the package goes to, which project it belongs to, how it was sent and what you want done with it, then lists what was inside and the date on each piece. Fill it in when you send, and keep a copy with the project record, so you can later say what went out and when.
It is a form, not a letter. The remarks band has two lines, so a transmittal letter with a paragraph of explanation goes in its own document. This one does the job a transmittal form does and fits on one page.
A transmittal often travels with an RFI or a submittal. Keep it beside your submittal log and RFI log: the logs are lists for the whole job, and a transmittal covers one send.
What's inside
One Letter-size Word page, with our logo, a credit link and the page number in the footer. The pale yellow boxes are yours to fill in and nothing calculates. It opens on your letterhead, the title TRANSMITTAL, and Transmittal no. and Date, each a line of underscores.
- TO: COMPANY, ATTENTION, ADDRESS, PROJECT and JOB NO.
- SENT: SENT VIA, with five boxes to mark (Email, Mail, Courier, Hand delivery, File share). SENT FOR, with five more (Approval, Review and comment, Your use, As requested, Your record). REPLY NEEDED BY.
- ITEMS: five lines under NO. (printed 1. to 5.), COPIES, DATED and DESCRIPTION.
- REMARKS: two lines.
- FROM: a SENT BY row with SIGNATURE, PRINTED NAME AND TITLE and DATE. One signer only.
There is no received-by line and nothing for the recipient to sign.
How to fill it in
- Delete the words YOUR LOGO and insert your logo. Replace Your Company Name, fill in the address and contact line, then type over the underscores after Transmittal no. and Date.
- Fill in the TO band. ATTENTION is the person it is for.
- Under SENT, mark how it went. The boxes are typed characters, not checkboxes you click: type an X over a ☐, or tick it on paper. Mark every SENT FOR that applies. Put a date in REPLY NEEDED BY if you need an answer by one.
- List each document on its own line. COPIES is how many you sent, DATED is the date on the document, and DESCRIPTION is its title, with the sheet or section number and revision where it has one.
- Use REMARKS for what the recipient should know that the list doesn't say.
- Sign under FROM, with your printed name, title and the date.
The form holds five items. For more, send a second transmittal, or list the extra documents in DESCRIPTION with a note in REMARKS.
Using a transmittal on the job
The form has no example, so here is how a transmittal earns its place as a record.
Send one transmittal for each package, and number them in the order you send them. The number is what you will quote when someone asks about a send. Describe each item so a person who wasn't in the room could pick it out of a stack: a bare "plans" tells them nothing, while the sheet numbers and the revision do.
Mark SENT VIA with the way it actually went. For email or a file share, keep the message or link with the copy. File the finished transmittal with the project record, not on the desk of whoever sent it.
Because the form has no received-by line, it records what you sent and when, not that it arrived. If you need an acknowledgment, say so in REMARKS and ask for the reply by the date in REPLY NEEDED BY.
Frequently asked questions
Does it calculate anything?
No. It is a blank Word form, and every yellow box starts empty.
Does it work in Google Docs or Pages?
Both open .docx files, and this one has no macros, form fields or content controls. Each app lays out Word files its own way, so check the page breaks. This one is built to fit one page, so check that it still does.
Can I add more item lines?
The form holds five and is built to fill one page. The items list is an ordinary Word table, so you can insert a row, but the form may then run onto a second page. The simpler route is a second transmittal for the rest.
Can I put my logo on it?
Yes. Delete the words YOUR LOGO at the top left and insert your logo there.
Is this a transmittal letter?
It is a transmittal form: a cover sheet with a table of items and two lines for remarks. It has no letter body, so write one separately if you want a letter.
Is it legal advice?
No. The form records what you sent, how and when. It does not say what you must send, to whom or by when, and it has no line for the recipient's signature.