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Practical Research 3
(Research Culminating/Research Project)

Module 6.2:
How to write a
Transmittal Letter

12 Name: _____________________________________________

Section: ____________________________________________

Subject Teacher: ICY SANTIAGO FERNANDEZ

 RIZAL MEMORIAL INSTITUTE OF DAPITAN CITY, INC.
Dr. Heinz Luetke St., Potol, Dapitan City, Zamboanga del Norte
Tel Nos +63(065) 213 6287, +63(065) 213 6620
E-Mail Address: rmidci_1946@yahoo.com.ph
PRACTICAL RESEARCH 3

Lesson 6.2: How to write Transmittal Letter Week 3

Core Values: Integrity Competence

Module Overview In research, your survey or interview questionnaire is an

important documentation that needs to be answered. Such
documentation needs introduction and clarification. Sometimes these
documents contain sensitive information, reports or technical details that
require a brief explanation. Transmittal letters help call attention of the
recipient of the information, to ensure they read it and respond promptly.
In this module, we explain what a letter of transmittal is and how to write
one with tips, an example and a template to help you write your own.

Learning Target/s: At the end of this module, the learners CAN…

a. Explain the relevance of a transmittal letter; and
b. Write a transmittal letter.

Instructional Materials
1. Books
2. Worksheets

References
Indeed. (2022). What is a letter of transmittal. Retrieved February 1, 2022 from https://www.indeed.
com/career-advice/career-development/letter-of-transmittal

Pre-assessment
Directions: Underline TRUE if the statement is correct. Underline FALSE if the statement is FALSE.

1. A letter of transmittal is a type of short cover letter or business letter that accompanies a
document to explain the purpose or importance of it. (TRUE-FALSE)
2. In research, a transmittal letter is given or issued to the respondents by the researcher before
allowing them to answer the survey questionnaire or before conducting an interview.
(TRUE-FALSE)
3. The researcher can proceed with the data gathering even if the respondent failed to sign the
letter of consent. (TRUE-FALSE)
4. While a transmittal letter is considered to be a formal letter, it is still acceptable to use a nice and
conversational tone to establish a sense of goodwill. (TRUE-FALSE)
5. The researcher needs to keep a copy of the letter of transmittal and all sorts of documentation for
his/her own records. (TRUE-FALSE)

1 | Practical Research 2
Introduction
Getting Started: “What do you know so far?”
Read the question and write your answer on the space provided.

What can be found in a transmittal letter?

Lecturrete
What is letter of Transmittal?
A letter of transmittal is a type of short cover letter or business letter that accompanies a
document to explain the purpose or importance of it. This letter clarifies correspondence by putting
the documents sent into context, to keep confusion at a minimum. Recipients understand what they
received and why they received it. For larger documents, a transmittal letter may also include details of
important elements. Transmittal letters also clarify requirements or instructions regarding the
attached documents.

What is letter of Transmittal in Research?

In research, a transmittal letter is given or issued to the respondents by the researcher before
allowing them to answer the survey questionnaire or before conducting an interview. This is done in
order for the respondents to briefly explain the content of the questionnaire/interview, the process
and the purpose of the data gathering.

How to write a transmittal letter?

Here are some tips to write transmittal letters, with samples included:

1. Include heading with the date and the address of the recipient.
2. Greet the recipient appropriately
3. Write the body of the letter
4. Mention the purpose of the letter
5. Provide details about document that is attached
6. Include a short closing paragraph
7. Make sure whatever you have written is clear and accessible. The letter you send should be easy to
comprehend and understand so that the person receiving it knows exactly what it is you are sending. Try
your best to avoid using technical language, if possible at all.
8. Make sure you are concise. The point of a letter of transmittal is to provide a brief outline of the
important details.
9. Use a tone that’s friendly in nature. While a transmittal letter is considered to be a formal letter, it is still
acceptable to use a nice and conversational tone. You want to establish a sense of goodwill.
10. Although a letter of transmittal is treated as a separate document, it should always accompany the
documentation that you intend on introducing.
11. Always keep a copy of the letter of transmittal and all sorts of documentation for your own records.
12. Make sure that your letter is proofread so as to avoid any errors.

2 | Practical Research 2
How is it done?

If you are to conduct a research in an institution or a

community, you send a letter to its direct head requesting for a
permission to conduct the study. Once the permission is already
granted then that’s the time that you are allowed to approach your
respondents. See the example below.

Source: Balajadia, R. (2017). Access letter requesting permission to conduct research. Retrieved February 1, 2022, from
https://www.academia.edu/31781192/ACCESS_LETTER_REQUESTING_PERMISSION_TO_CONDUCT_RESEARCH

3 | Practical Research 2
 Once you are granted permission to conduct the study you may
conduct your survey/interview. You can now approach your
respondents. Attached to the survey questionnaire is your
transmittal letter. See the example below.

Source: Sy, C. (2020). Letter to the respondents. Retrieved February 1, 2022, from https://www.academia.edu/41881388/Letter_to_the_Respondents

4 | Practical Research 2
 Along with your transmittal letter you are to attach a respondent’s
consent that the respondent needs to sign. This would be your proof
that the respondent allows you to gather information from him/her
and that he/she willfully answers the survey/interview. See the
example below.

Source: Fernadez, I. & Estiola R. (2019). The English spelling proficiency of the graduating students in teacher education. Cebu City:
University of Southern Philippines Foundation

The purpose of these letters is to ensure that the person who

receives what you are sending isn't left looking at something they receive in
an envelope or package and wondering why it was sent to them, what they
are supposed to do with it, or where it came from. By taking a few minutes
to create a transmittal letter and getting their consent, you can help avoid
this kind of confusion.

Pre-assessment Answer Key

1. (TRUE-FALSE)
2. (TRUE-FALSE)
3. (TRUE-FALSE)
4. (TRUE-FALSE)
5. (TRUE-FALSE)

5 | Practical Research 2
 Research Culminating/Research Project
Module 6.2

Name ___________________________ Year Level & Section ________________________

Analysis
Directions: Read and answer the questions below. Write your answers on the space provided.
1. What is the relevance of a transmittal letter?

Answer:

2. Why is it important to request permission to conduct a study/research from the head of the
locale where you plan to conduct the study?

Answer:

3. Why should you get the consent of the respondents before you conduct the study?

Answer:

Application
Directions: Using a graphic organizer, illustrate the process that you need to do before you conduct a
study.

6 | Practical Research 2
 RIZAL MEMORIAL INSTITUTE OF DAPITAN CITY, INC.
Dr. Heinz Luetke St., Potol, Dapitan City, Zamboanga del Norte
Tel Nos +63(065) 213 6287, +63(065) 213 6620
E-Mail Address: rmidci_1946@yahoo.com.ph
PRACTICAL RESEARCH 2

Performance Task

Name

Year Level

Strand and Section

Instructions: Your task for this module is to write a draft of the following:

 Letter of request to the head of the community, school, or institution. (This depends on your
research locale.)
 Transmittal letter for the respondents.
 Letter of consent

Your task will be assessed based on the rubric provided below:

Performance Task Assessment Rubric

Excellent Good Poor Total Score

10 points 8 points 5 points 30 points
The letter is The letter is well- No effort was
well-written, written, follows shown in writing
follows correct correct format, was the letter.
Letter of request format, correct able to state its
grammar and purpose but has a
clearly states its few grammar
purpose. mistakes.

The letter is well- The letter is well- No effort was

written, follows written, follows shown in writing
correct format, correct format, was the letter.
Letter of request correct grammar able to state its
and clearly states purpose but has a
its purpose. few grammar
mistakes.

The letter is well- The letter is well- No effort was

written, follows written, follows shown in writing
Letter of consent correct format, correct format, was the letter.
correct grammar able to state its
and clearly states purpose but has a
its purpose. few grammar
mistakes.

Final Score

7 | Practical Research 2