transmittal

A transmittal is a cover document that accompanies documents, drawings, data, or other items sent from one party to another. It serves as a record of what was sent, who sent it, who will receive it, when it was sent, and the purpose of the transmission.

A transmittal typically includes the sender and recipient names, date, reference or project numbers, subject or description, a list of enclosed items or enclosures, version or revision numbers, and any routing or approval information. It may be called a transmittal letter, transmittal sheet, or transmittal memo. Its primary function is to facilitate identification, tracking, version control, and auditability, while supporting contract compliance and document control processes.

In construction, engineering, and manufacturing, transmittals accompany drawings, specifications, submittals, RFIs, reports, or digital data packages. In information management, they support records management and data transfer. Transmittals can be delivered in paper or electronic form, with electronic transmittals often integrated into document management systems and workflow approvals.

Best practices include using standardized forms, assigning unique transmittal numbers, attaching the actual documents, ensuring the recipient acknowledges receipt, recording delivery and receipt dates, and maintaining an accessible archive of transmittals for future reference. Transmittals are not an act of transferring ownership; they are records of the transfer of materials or information and help ensure traceability, accountability, and compliance.