High Level Summary
A Transmittal, or sometimes called a 'Letter of Transmittal' or Transmittal Letter, is an official document or form used to record and track the sending of information, documents, drawings, materials, or other items from one party to another involved in a construction project.
Transmittals serve as a formal method of communication in a construction project, ensuring that the transfer of project information is documented for accountability, verification, and record-keeping purposes. They are essential for maintaining an organized and traceable flow of information throughout the lifecycle of a construction project, as no one wants to construct work off the wrong drawings or documents and be held accountable for the mistakes.
Key features and purposes of a Transmittal in construction include:
- Documentation of Sent Items: Transmittals list the specific documents or items being sent, including titles, descriptions, version or revision numbers, and any other relevant details that identify the contents clearly.
- Sender and Recipient Information: They provide detailed information about the sender and recipient, including names, organizations, contact information, and roles in the project, ensuring that the communication is directed correctly.
- Purpose and Instructions: The transmittal specifies the purpose of sending the documents or items, such as for review, approval, information, or action required by the recipient. It may also include specific instructions or deadlines for response.
- Tracking and Reference: Each transmittal is assigned a unique identification number or reference code, facilitating easy tracking and referencing in project communication logs and document management systems.
- Date of Issue: The date the transmittal is issued is recorded, providing a chronological record of communications and submissions throughout the project.
- Acknowledgment of Receipt: Transmittals often include a section for the recipient to acknowledge receipt and confirm the date and condition of the received documents or items. This acknowledgment can be returned to the sender as proof of delivery.
- Distribution List: For transmittals sent to multiple recipients, a distribution list may be included to document all parties receiving the information.
Transmittals are commonly used in conjunction with document management systems such as Aconex which automate the creation, sending, tracking, and archiving of transmittals.