Introduce your Fact Sheet Collection to the primary reader—the decision-maker, your client. In the letter of transmittal, provide a high-level summary that gives them the essential context they need to understand and use the fact sheets with their employees. Speak directly to the decision-maker and focus on the key issues that matter most to them.

Note on Format: Letter vs. Memo

Although this part of the report is called a Letter of Transmittal, it doesn’t always need to be formatted as a letter. Depending on your relationship with the client and the context, you may choose to use either a letter or a memo. Use the table below to help decide:

Format Best for Tone Use When
Letter External clients Formal You’re writing to someone outside your organization or need to show extra professionalism or formality.
Memo Internal clients Less formal You’re writing within an organization and the tone can be more direct and casual.

Use the Resource Module: Correspondence for more details: Letter Components or Memo Components.

How You Do It

  1. Begin with a full draft of all of the fact sheets from your group members. You will summarize the content of the fact sheets in the letter of transmittal.
  2. Place the Letter of Transmittal as the first thing in the report.
  3. Decide whether you want to write a letter or a memo. Letters and memos have different formats. You can choose either, but be sure that you follow the format for the one you decide on.

    Since this Fact Sheet assignment is for an external client, I created the Annotated Fact Sheet Letter of Transmittal. If you prefer to use a memo, feel free.

  4. Add the appropriate document headers for the type of correspondence you choose. If you include a subject line, include a specific subject line that tells readers exactly what to expect. See the Strong Subject Lines page for help.
  5. Do not indicate the name of the assignment or course information in the Letter of Transmittal.
  6. Write the body of your Letter of Transmittal, following this advice:

    Paragraph 1: Purpose and Delivery

    • Begin with a clear statement of the purpose that briefly describes the context—improving the client’s website.
    • Clearly state that you are submitting a collection of fact sheets.
    • Mention the title of the collection specifically.

    Paragraph 2: Background

    • Briefly summarize the methods used for research, touching on the work your group did to identify the principles for the fact sheets.
    • Explain the principal findings of your research, setting up the reason for the fact sheets you’ve chosen.

    Paragraph 3: Contents and Value

    • Describe what’s included in the collection (how many fact sheets, general topics, and contributors).
    • Explain how the materials are organized and how they might be used by the client’s team to improve their website.
    • Establish clear connections to the background in the previous paragraph.

    Paragraph 4: Relevance to the Client

    • Focus on why this document will help the client.
    • Connect the fact sheets to the client’s specific goals (e.g., improving accessibility, modernizing design, meeting compliance standards).
    • Highlight the benefits: better UX, accessibility, or workflow support. Provide specific details.

    Paragraph 5: Contact and Next Steps

    • Offer to answer questions or meet to discuss the materials.
    • Thank the client.
    • Provide contact information so the client can follow up easily.
  7. If you have chosen the letter format, add a closing and your signature block as well as any other required information. If you have chosen a memo, there is no closing or signature.
  8. Share your draft with your group and make additional revisions as necessary to connect with the other sections of your report.