A ‘Transmittal Letter,’ also called as a ‘Cover Letter’ is best explained as an accompanying document, which helps to contextualize another larger or convoluted document, such as a proposal letter. For example, if you are planning to apply for a proposal grant, then the transmittal letter will explain the reason why you are applying for the grant, who you are and the likes. Hence, it is a formal letter, and it is best to divide it into three parts, comprising of an introduction, the main body, and a conclusion.
Introduce your letter by stating your reason for writing the letter, which is to explain or break down the details of your larger document. In the following paragraphs (the main body), describe the specificities of the document. Keep it short and brief, since this is just an accompanying document. Maybe include the highlights of your other document as well, by specifying page numbers, or even certain clauses. Conclude the letter on a positive note, thanking the authorities for their time and requesting them to consider whatever it is that you want them to consider.
The following is a sample of a transmittal letter
Department of Humanities and Social Sciences,
Indian Institute of Technology, Madras
Head of the Department,
Centre for Language Sciences,
The University of California,
Subject: Transmittal Letter
I hope this letter finds you in the best of health. This letter is an accompanying document to my grant proposal, for my research on the topic of intersectionality between music and language acquisition in Children, to be carried out under my guidance in IIT, Madras. The research topic has a great scope and potential since it is an area that has been only mildly explored in the past. My formal research proposal will cover its great scope, and I hope to capture in this cover letter only its essence.
My research proposal spans 30 pages. The first 15 pages is a brief literature review on all the former work that has come out in this field before. Pages 10-15 is a special criticism and analysis of Noam Chomsky’s views on biolinguistics as well as Jay Rackendoff’s responses to it. Pages 15-25 contains a detailed explanation of the methodology to be followed. I hope to interview 200 Tamil speakers in and around the area of Adyar for this purpose. Pages 16-20 contains the reasons why this research is markedly different from everything else that has come out in the field before.
In the case of any clarifications required, please do feel free to contact me at **********. I thank you for taking the pain to read through my proposal. I request you to sincerely consider my proposal for the grant.