Transmit Equipment or Supplies That a Company Employee Has Requested • Letter Templates and Guides

How to write this letter:

1State the shipment's general contents and that you are sending material at the reader's request.
2Summarize the contents in more detail.
3Explain any omissions or items included but not ordered.
4Close by offering further assistance, especially in the event that the reader finds errors or inadvertent omissions.


Although you are sending this letter to someone within the company, his or her concerns are the same as those of any other customer. Give your reader the same consideration.

Example Letter #1


As you have requested, the shipping department is sending you thirty additional copies of the Doe Employee Handbook and training materials. It takes John approximately three days to compile the shipment and four days to deliver it. In addition to the paperback manual, the training materials should include three overheads, a video, several photocopied handouts and a tape cassette.

I did not include a VHS or tape recorder because I am sure the general manager of your division has that equipment. If you find you need additional supplies, please notify me and I will send them before the training session.

Example Letter #2


Per your request, I am sending six reams of copier paper. This paper is twenty pound bond and is the highest grade of copier paper available in the city. I have also included samples of other paper colors that are available in the same weight. If you are interested in the other colors or if there is a problem with this paper, please call me.

Example Letter #3


Enclosed are the order forms, advertising material, and business cards you requested. The recruiting posters you asked for are being revised to comply with new government regulations. They should be ready to ship by next Friday. If there is anything I can do in the meantime, please let me know.

Write Your Letter Step-by-Step


State the shipment's general contents and that you are sending material at the reader's request.

Example Sentences for Step 1

Example Phrases for Step 1

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