The template below shows the layout of your Letter of Transmittal in the left column of the table and an explanation of the format in the right column of the table. For details on what to include in each paragraph, see the page on Writing Your Letter of Transmittal.

Table: Annotated Fact Sheet Collection Title Page
Annotated Fact Sheet Letter of Transmittal Explanation of Letter of Transmittal Elements

Maroon + Orange Digital

1872 Drillfield Drive

Blacksburg, VA 24060

April 29, 2025

Return Address/Letterhead

With letterhead

  • Add the current date (or the date you’ll deliver the letter).

Without letterhead

  • Add the company name and address. All single-spaced and left-aligned.
  • Skip a line, and add the current date (or the date you’ll deliver the letter).

Mr. Isaac Kohl

Chief Operating Officer

Kohl Mining & Excavation

2025 Apple Orchard Drive

Blacksburg, VA 24060

 

Inside Address

  • Reader’s name, position title, company name, and company address. All single-spaced and left-aligned.

Dear Mr. Kohl:

Salutation

  • Use the person’s title (e.g., Mr., Ms, Dr.) and last name, followed by a colon.

I’m pleased to submit our team’s collection of fact sheets focused on improving the usability, accessibility, and document design of Kohl Mining & Excavation’s website. This resource, “Document Design Principles to Improve the Kohl Mining & Excavation Website,” was created in response to your request for practical, research-based guidance to support ongoing improvements to the site’s user experience. They will give your team details on the basic principles to apply as they work on the site.

Paragraph 1: Introduction

Left-aligned and single-spaced. Skip a line between paragraphs.

The Kohl Mining & Excavation website already makes a strong first impression with its bold visual identity, clear navigation bar, and engaging homepage content. Our goal with this collection is to build on that foundation by addressing areas where user-centered design and accessibility principles can further enhance the experience for all users—including those with visual, cognitive, or physical impairments. Our research included audits of the site for the use of color, layout, and text descriptions of visual elements.

Paragraph 2: Background

Left-aligned and single-spaced. Skip a line between paragraphs.

Each member of our team contributed a fact sheet on a core principle of effective design. The topics covered include:

  • Color Contrast by Bette Garson covers best practices for ensuring text is readable against background colors.
  • Repetition in Formatting by James Welles addresses how consistent use of visual elements (including headings and images) improves user confidence and comprehension.
  • Aligning Text by Barbara Siddon explains why clean alignment matters for visual flow and ease of reading.
  • Proximity of Visuals to Text References by Jesus Ricardo covers guidelines for keeping related content visually grouped.
  • Alt Text for Photographs by Helen Patel demonstrates how effective alt text supports screen reader users and improves accessibility.

Paragraph 3: Content and Values

Left-aligned and single-spaced. Skip a line between paragraphs.

The collection is organized by theme for easy reference during website audits, content revisions, or internal training sessions. Together, these concise, practical documents can help Kohl Mining & Excavation’s team apply web accessibility and design standards more consistently across the site.

Paragraph 4: Relevance to the Client

Left-aligned and single-spaced. Skip a line between paragraphs.

I welcome the opportunity to review the fact sheets with you and your team and discuss how they might support your ongoing development goals. Please feel free to reach out to me at helen-patel@vt.edu if you have questions or would like to schedule a brief walk-through of the materials.

Paragraph 5: Contact and Next Steps

Left-aligned and single-spaced. Skip a line between paragraphs.

Sincerely yours,

Helen Patel

Lead Usability Consultant

Closing & Signature Block

Include professional closing (e.g. Sincerely yours). Skip space to add a signature. Follow with the sender’s name, and then add the sender’s title (if appropriate). Single space the name and title.