How to Type a Letter for a Contract

Seal your contractual agreement with a succinct cover letter.

Writing a contract can be a complicated matter. Best business practices dictate that you should write a cover letter for the contract, too. If you've never written such a letter before, don't despair as the process is fairly straight forward. In a few steps, you'll not only have a letter, but the knowledge that you will make a first-rate impression on the recipient when he opens the envelope.

Instructions

1. Choose a professional font for your letter, such as the one you used to type the contract. Or choose from the standard business fonts: times new roman, arial or tahoma in 11 point. Set up 1-inch margins on the top, bottom and sides and arrange the letter in block style, with no indentations.

2. Type the return address heading, which includes your address followed by the date. Double-space when writing the letter.

3. Type the inside address, which is the name and address you're sending the contract to. Put the name, address and then the city, state and ZIP code on three separate lines.

4. Type the salutation, or the name of the person the contract is directed to, such as "Dear Ms. Honquest ..."

5. 

   Your cover letter also serves as a heads up to make any changes before signing the contract.

   Type the first paragraph succinctly explaining the purpose of the letter. Strive for a professional yet friendly tone. After all, the contract and the terms underscoring the contract have already been agreed upon. The cover letter is really a business formality. For example, you can write "Enclosed please find the contract between (the recipient's business) and (your business) for marketing communication services, to commence on (the date agreed upon)."

6. Make the point that this is the recipient's last chance to make any changes to the contract before you both sign it. Give the recipient time to review the contract, but establish a deadline to bring closure to the process. For example, you can write "Please review the enclosed contract carefully to make sure that it meets with your satisfaction. If you need to make any changes, please contact me at (your phone number) to discuss them. If not, please sign the contract where indicated. I will pick up the contract from your office on (name the day and date)."

7. Type an upbeat closing paragraph that points forward to the business relationship that the contract underscores: "I thank you in advance for your prompt attention to this matter, and for the confidence you have placed in me and my company. I sincerely look forward to working with you and developing a mutually beneficial collaboration that will help you achieve your business goals for many years to come."

8. 

Tips & Warnings

• Read the letter aloud, then proofread and edit it before sending it. Read the contract again, too.

• Save a copy of the letter for your files.

References

• "The Little, Brown Handbook"; H. Ramsey Fowler, Jane E. Aaron and Kay Limburg; 1992.
• "The New St. Martin's Handbook"; Andrea Lunsford and Robert Connors; 1999.