application letter for document submission

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Cover Letter for Document Submission Sample

At some point in the job application or admission application process, you may be asked to submit documents for the bank, company, school. These documents should be sent over in the same professional manner as your application letter, i.e., with a formal cover letter. In this guide, we'll introduce you to the uses of a cover letter for document submission and a sample of such a cover letter .

• # Cover Letter Sample for Document Submission to A Company
• # Cover Letter Sample for Document Submission to Schools
• # Sample Letter with Attached Documents
• # How to Edit Cover Letter for Document Submission Template
• # Tips for Writing Cover Letter for Document Submission

Covering Letter for Submission of Documents

This is a free cover letter template for submitting documents. Free Download and customize it according to the sample text below.

Supported formats

Cover letter for document submission sample to a company.

Below, you'll find a sample cover letter for document submission. To help you understand what a cover letter for document submission looks like, we've put together a short cover letter to show you the structure.

First Name Last Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email

Contact Name Company Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email Day/Month/Year

Dear Mr. Keys,

This letter contains an itemized list of the following documents; as asked for by your company:

• A photocopy of my driving license
• A paper document that proves my address (bank statement)
• A photocopy of the inside of my passport
• A photocopy of the front of my passport
• A photocopy of my NI card

I am sending these documents to you to ensure further progress in fulfilling the requirements for joining your company. All the documents asked for by the company are attached alongside this letter. Please let me know if you require any other documentation.

I greatly appreciate your consideration of my job application and wish to let you know that I am still seriously interested in further pursuing the application. Thank you for your time.

Kind regards, Your name

As you can see by our cover letter for document submission sample, these types of cover letters are notoriously short. It's not necessary to repeat your first cover letter or include anything from your CV with these types of cover letters. They are simple, factual, and used as a formality when contacting a company regarding a job application.

Cover Letter for Document Submission Sample to Schools

Here is a sample to write a covering letter for document submission to schools.

The Administration Department University Name Address Line 1 Address Line 2 Address Line 3 Postcode Day/Month/Year

Contact Name Department Name Address Line

Subject: Document submission letter

Respected Sir,

I am XX, a student of [School Name] with application number [Number]. I am writing this letter to send you the remaining documents which are required for the application process. At the time of admission, I was not able to submit my marksheets and transfer certificate as I was yet to receive it from my previous school. Now that I have received it, I would like you to accept it and update my record accordingly.

Thank you for considering my request for late submission once again. Please feel free to contact me in case of any discrepancy.

Sincerely, Your name Contact number email address

Attachments: Class 12th transfer certificate

Sample Letter with Attached Documents

The General Manager, Company Name, Address.

From Your name, Designation, Company name, Address.

Dear Sir/Madam,

Here we are submitting the marketing performance report. Please find the enclosed report along with this letter.

For any modifications, please let us know, we will try to revise the document.

Designation, Company name

How to Edit Cover Letter for Document Submission Template in PDF

After downloading the PDF cover letter template, you can edit it with a professional PDF editor, Wondershare PDFelement - PDF Editor . With this tool, you can change the texts, images, forms, signatures, etc., in the PDF documents and make your documents perfect for submission.

• Create high quality PDF cover letter without losing layout and formatting;
• Free PDF cover letter samples available;
• Convert Word, PPT, Excel, etc. to PDF or vice versa;
• Compress files for email attachments.

Step 1. Open the Cover Letter Template

Step 2. Click on "Edit" and Enter Your Text as You Like

Step 3. Complete and Save Your Cover Letter

What should you mention in a cover letter for document submission

In a cover letter for document submission, you'll need to mention several things. These cover letters are exact, so, likely, you won't write more than half a page.

• Start with your contact details and your name. Even if you're sending the documents by email, you should always include your name and contact details in a cover letter for requested documents, as this helps the employer figure out who's contacting them.
• State why you're contacting the company. There are hundreds of applicants for every job position, and though you may be onto the next stage, there will still be several other people sending similar documents. Tell the company who you are, what position you applied to, and ensure that you point out that they asked you to send more documentation across to them.
• An itemized list of documents. Whatever documents you're sending, no matter how many of them there are, write a shortlist in your cover letter to tell the company which documents you include in your email or letter.
• Express your excitement. Like a standard job cover letter, express your interest in the job position again, on a smaller scale to how you expressed your excitement the first time you contacted the company. This will let them know that you're still interested.

Other Tips to Remember

In addition to our cover letter for the document submission sample and our tips on what to mention in the cover letter, we have a few more hints to share with you:

• Make sure that you have the correct company details. It wouldn't do to send a cover letter for requested documents to the wrong email address, nor would it be good to address a non-existent manager at the company. To have gotten this far, you will have been conversing with somebody. At the very least, address that person.
• Never send original documents. Sending original documents is a nightmare, especially through the post. You're likely never to see them again. Postal systems at companies are messy at best, and your potential employer won't be expecting original documents from any of the applicants. Send photocopies or scan copies of the documents into your computer and email them across to the company.
• Always date the cover letter. This isn't necessary when sending the cover letter via email, but if you're posting your documentation, ensure that your cover letter is dated. This lets the company know when they were sent to arrive at the hiring manager late.
• Keep the letter short and professional. As mentioned, it's essentially a formality. You're simply covering all of your professional bases, so it's best to keep the letter short, tell them what you're attaching, and sign off soon after.

With these tips and our sample cover letter for document submission, we're positive you'll be able to contact the company with ease.

Posted by Elise Williams to Updated: 2024-02-22 15:33:59

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Apr 10, 2023

How to write an email sending documents with 6 samples

Sending documents is an essential skill in the professional word. Gain confidence by reading our tips and check out 6 document email samples at the end.

Lawrie Jones

Table of contents

If you're working in an office, you're probably sending documents every day. But are your emails up to scratch?

Whether emailing customers, clients, or colleagues, we can show you how to create better messages. We break down document emails into the basic building blocks, showing you how to create better correspondence.

We'll explore how to use the correct language, tackle tone of voice and structure, and then finish with 6 solid gold samples and a template.

What to write in an email when sending documents

Let's start with the good news. You don't need to write a long and detailed email when sharing documents. The attachments are what matters, so you'll just need to introduce them, explain what they are and explain why you're sending them.

Here are some of the principles for writing better document emails:

• Use clear language.
• Keep messages clear and concise.
• Include relevant information about the purpose or context of documents.
• Spend time getting the tone of voice right for your audience (formal for customers and clients and friendly for colleagues, friends, and family).
• Stay polite and professional at all times.

Writing document emails can be as simple as a few sentences, or it can stretch to half a page. Focus on the easiest and most effective way of sharing your message.

Before writing emails, ask yourself the following:

• What do you want someone to do with the document? Do you need to request action from the recipient? Make it clear if you need them to act, like review, comment, or proofread it.
• Is there a deadline? Always add a deadline for a response if required.
• Do you need to provide instructions? You can add details about how documents can be used. You can also offer guidance (and restrictions) on whether documents can be shared and with whom.
• Do you need to provide access? Remember to share access to those files before sending online documents (like Google Docs ). For password-protected files, be sure to include the password!
• Do they need to confirm receipt? If you're sending something important, like a bill or invoice, it's always a good idea to ask for confirmation of receipt. This is also important when sharing sensitive documents to ensure they've ended up with the correct person.

Email format for sending documents

Writing document emails is an essential skill used in business, and they're easy to put together. We can separate the email format for sending documents into three sections:

• Document email subject line
• Email body copy
• Closing lines and sign-off

Here we explore each in more detail and provide some sample sentences you can use in your daily emails.

1. Email subject line for sending documents

OK, so this is super simple. You need to use your subject lines to explain what your messages are, what's included and anything else (such as a deadline).

The basic principles are familiar. Keep document message subject lines short and informative. Here are a few examples:

• Documents attached – (what the documents are attached)
• Q1 Sales figures – Attached with this email
• Please find (the document name) attached
• (Document title) – Attached
• Please review by (date) – (Document details)

2. Email body with documents attached

In the email body, we get down to business.

You need to provide a brief introduction and introduce your documents. Then, you can add the context and purpose of your message and clear instructions about what they are and why you're sending them.

• Attached you can find the sales figures for Quarter 1. The spreadsheet provides a breakdown of all sales in each product area. This provides a snapshot of all activity and shows we're making significant progress toward achieving our targets.

You'll also want to set out the next steps. For example, you can add contact information and a call-to-action (CTA) with actions, deadlines, and deliverables.

• Please confirm that you have received the latest report and are happy with it. Once you have confirmed this, I will share it with the rest of the sales team.

3. How to end email when sending documents

Time to sign off and send with a professional closing. Be sure to include essential information, such as a CTA and contact details.

• Thanks in advance for reviewing this quarter's sales figures. If you spot any issues or want to chat about them, please get in touch with me at (insert details). I look forward to hearing from you.

Before sending, it's important to re-read your messages and ensure the spelling and grammar are up to scratch.

Finally, double-check that you remembered to attach the document you're sending and check you've managed permissions and included any passwords.

6 sample emails for submitting documents

By now, it should be evident that sending documents is pretty easy – but in this section, we'll show you.

Here are 6 sample emails for sending requested documents covering several everyday situations you'll find in business. We provide a bit of an intro for each sample, highlighting the critical points you must get across.

1. Sample email for submitting documents

Here's a stripped-back sample for sharing documents. We won't go into detail; we're just delivering the documents and assuming the person receiving them knows who you are, what you're sending, and why.

2. Sample email for sending documents to HR

HR departments might want to see copies of your qualifications, permissions to work, driving license, or other documents.

Here's a sample email for sending documents to HR after an interview.

3. Sample email for document review request

Sometimes you'll want approval on a document, such as sales figures, before sharing it more widely. You can use this email template when asking someone to review a document.

In this sample, we introduce what the document is and lay out our request. We also explain the next steps and include a deadline for return.

4. Sample reply email to document submission

If someone has sent you a document, it's professional to email them to confirm you have received it. Begin each message with a brief thank you and build from there.

Before sending, double-check that you can open the file and do what is needed. It can be embarrassing to have to message back if you can't access a document!

Ready to respond? Here's our sample outlining how to reply when receiving documents.

5. Sample email for sending documents to a manager

When emailing your manager , you'll want to stay polite and professional. We'll assume they already understand the content of the attached document.

However, you'll still need to add your deadline and outline the next steps to ensure you get the response required to do your job.

Here's how to write an email to your manager when sending documents.

6. Apologies for the delay in sending the document email sample

Forgotten to send some important documents? It happens, and here's how to deal with it with a polite apology email .

First, provide a brief apology and an explanation for the delay. Then provide details of the content and context of the documents and clear instructions about the next steps.

Next time, put a note in your diary and don't forget to send the documents!

Email template for sending documents

If your situation doesn't fit the samples here (or you don't like them), this customizable template should do the trick. Each section can be updated and adapted.

By the end, you've got a professional business email for virtually posting your digital documents.

Work from top to bottom should leave you with an email ready to cut, paste, and send. (Remember to attach your documents, or you could look a little silly!)

Final words are attached below...

Sending emails with documents attached isn't exactly exciting, but it is easy. Follow our basic principles and use our samples and template to create compelling messages for every situation and circumstance.

When sending documents, don't waste time getting creative; instead, craft something short and to the point, and it'll do the business.

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Document Submission Letter

A document submission letter is a formal letter written to the head of an organisation for informing about the status of a document submission either in a school or a company. It accompanies a larger item, usually a document for verification. A company or any other organisation may ask for the documents for the purpose of verification.

When a company or a school asks a person to submit their documents for their admission to the organisation, the person writes a document submission letter along with the documents so as to let the person know what is being sent and the purpose for sending it. The letter provides the recipient with the specific context in which to place the larger document. It simultaneously acts as a permanent record for the sender of having sent the material.

Document Submission Letter: Guidelines and Tips

• Like any other formal letter, a document submission letter should also be written by following the format
• Document submission letters should be brief and to the point
• Add the correct date in your document submission letter. It is an essential aspect while writing any formal letter.
• You should address to whom you are writing the email. Usually, it is the HR manager or the authority in charge of the organisation’s admissions 
• The first paragraph should describe what is being attached and the purpose for sending it
• If the document submission letter is a bit long, then it may summarise key elements of the proposal in one or two sentences
• Any kind of informal conversation about the sender or receiver should be avoided in the letter
• The tone of the letter should be highly professional and informative 
• End the letter with a one-sentence paragraph that establishes goodwill by thanking or complementing the recipient
• Any kind of attachments which are needed for the verification should be provided and mentioned by the sender

Format of the Document Submission Letter

Sender’s address 

Date: dd/mm/yyyy

Receiver’s address 

Salutation (Respected Sir/Ma’am)

Body of the letter

Yours Faithfully/Sincerely 

Sender’s name

Contact details 

Attachments (if any)

Sample Letter 1 –  D ocument Submission Letter to School

82 Mahakal Complex,

Narang Road,

Nanda Nagar, 

The Principal 

Shine Public School 

Inner Ring Road 

Subject: Document submission letter for admission process 

Respected Ma’am,

I, Karan Nayar, have been admitted to your prestigious school as a student of class 11th C this year. My admission number is 462311. To complete my admission process and verification, I was asked to submit some documents, which I’ll be attaching with this letter.

I could not provide it earlier because I was yet to receive them from my previous school. As asked by the admissions council, I am attaching the certification mark sheet required along with this letter. Please contact me on the given number or email in case of any enquiry.

Yours sincerely,

Karan Nayar 

Contact number: 1234567890

Mail- Karan@nayar

Attachments:

• Class 10th mark sheet 
• School leaving certificate 
• Aadhaar card

Explore More Sample Letters

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• Application For ATM Card

Sample Letter 2 – Document Submission Letter to University

31 Alok Complex 

Ravindra Nagar

The Administration Department

Vishwas University

Dewar Road 

Respected Sir/Ma’am,

I, Sidharth Tripathi, have been enrolled as a student of economics in your prestigious university. My roll number is A1213. I write this letter to you to send the necessary documents required for my admission process.

At the time of my admission, I was not able to submit the transfer certificate as I was yet to receive it from my previous institution. Now that I have received it, I would like you to accept it and update my records accordingly. I will attach the transfer certificate with this letter.

Please contact me on the given number or email for any kind of enquiry.

Sidharth Tripathi 

Contact number- 121223242

Mail- Sidharth@tripathi

Transfer certificate 

Sample Letter 3 – Document Submission Letter to the Company

448 Nanda Complex

Swadesh Road

HR manager 

Hilton Pvt. Ltd.

Airport road

Subject: Information on submitted documents for the hiring process 

Dear Mr Jain,

I, Anushka Dubey, write this letter to inform you that I have signed the offer letter and accepted the role of merchandise manager in your prestigious company. Also, I am sending the necessary documents for verification and completion of the hiring process.

I have attached all the documents asked by the HR team. In case any kind of document is needed, please contact me on the number mentioned below. I’m grateful for being a part of your incredible team.

Anushka Dubey 

ID – A102010

Attachments: 

• Aadhar card
• Bachelor’s and master’s degrees certificate 
• Class 12th mark sheet 
• Experience certificate 
• Bank account details 

FAQs about Document Submission Letter

Question 1. What is a document submission letter?

Answer. A document submission letter is a formal letter written to the head of an organisation for informing about the status of a document submission either in a school or a company. It accompanies a larger item, usually a document required for the admission/hiring process. The letter provides the recipient with the specific context in which to place the larger document.

Question 2. To whom do we address a document submission letter?

Answer. While writing a document submission letter to your school/college, you may address it to the principal or the admission Council. When writing a document submission letter in a company it is usually addressed to the HR head/team or the administrative department.

Question 3. Is it necessary to mention the attached documents in a document submission letter?

Answer. Yes, it is necessary for the sender to mention the attached documents so as to inform the recipient about the attachments and why they are being sent.

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Document Submission Letter | Check Sample Letters

When it comes to submitting documents, it is very crucial to know what, where, and how to upload/submit the documents. At some places, you will be asked to submit a letter along with the documents, or you may have to write a letter to the company if we fail to submit a few documents. To learn how to write the document submission letter, read the below article and check the sample letters given.

Table of Contents

How to write a document submission letter, sample letter submitting documents to a school, letter for submitting certificates to a company, frequently asked questions on document submission letter.

A document submission letter is needed when you want to submit documents along with your job application or if you have not submitted a few documents which were asked by your company. While writing a document submission letter, you will have to follow the formal letter format . In order to write a document submission letter, you will have to mention the details like your own address, the company’s address, contact details, etc. In the letter, you will have to mention the list of documents that will be attached along with the letter. Refer to the samples given below to understand the format better.

Documents Submission Letter Sample

Here are a few samples to refer to for a better understanding of the format of writing a document submission letter.

Joanna Prishilla

#77 B. Narayanpura, Mahadevpura

23rd Feb, 2022

The Principal

Marian School of Social Science

Outer Ring Road, Mahadevpura

Sub: Submission of pending documents

Respected Sir,

I am Joanna Priscilla, student of Class 10 C, roll number- 33, with admission number 1234. I am writing this letter to inform you that I have submitted the pending documents including my marksheets, transfer certificate and migration certificate. I could not provide them during the admission process as I had not received them from my previous school.

I have attached all the documents along with this letter. Kindly do the needful.

Yours faithfully,

(Signature)

JOANNA PRISHILLA

Class- 10 C, Roll num-33

Number- 999999

Mail- [email protected]

Attachments:

• 9th certificate
• School Leaving Certificate

Kiran Choudhary

448, S M L Nagar

Bhubaneswar, Odisha- 751007

UX Designing Pvt.Ltd

Airport Wall Side Road Murgesh Palya

Bangalore- 560076

Sub: Information of submitted documents

I am Kiran Choudhary with employee ID E0000. I am sending with this letter, all the documents which are required for the application process. Please find the list of documents below.

Kindly revert in case you need any more information.

Yours sincerely,

KIRAN CHOUDHARY

ID – E0000

Attachments

• Aadhaar Card
• Bachelor’s and Master’s Degree Certificates
• Previous Employment Offer Letter
• Experience Certificate
• Relieving Letter

What is a document submission letter?

A document submission letter is a type of formal letter which is written to the head of an organisation informing about the status of document submission either in school or your company.

After submitting the documents during the application process, do I need to write a document submission letter?

Yes, it is better to write a document submission letter to the principal or the HR of the company informing them that the required documents have been submitted.

How to write a document submission letter?

A document submission letter can be written in the formal letter format. You will have to also mention the list of documents you will be sending.

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Top 10 Documents Submission Letter Samples: A Comprehensive Guide

Submitting documents can be a daunting task, especially when you’re not sure where to start or what to write. But fear not, dear reader! We have crafted the perfect solution to make this process a breeze – the documents submission letter sample. This sample letter will guide you through the process of composing a professional and effective letter that will help ensure your documents are accepted and processed in a timely manner. And the best part? You can find numerous examples online and customize them to suit your specific needs. Say goodbye to the stress and confusion of submitting documents and hello to a quick and easy process with our helpful documents submission letter sample.

The Best Structure for Document Submission Letter Sample

Submitting documents is a crucial aspect of various processes, whether you are applying for a job, seeking approval for a project, or requesting a loan. Therefore, it is paramount to prepare a well-structured submission letter that presents the necessary information clearly and concisely. In this article, we will discuss the best structure for a document submission letter sample.

Opening Statement:

Begin your submission letter with a brief opening statement that introduces yourself and the purpose of your submission. This statement should be clear and direct to the point. For instance, you may start by stating, “Dear Hiring Manager, I am writing to submit my resume for the position of Marketing Manager.”

Body Paragraphs:

The body of your letter should provide more details about the documents you are submitting. Be sure to include all relevant information such as the type of documents, the number of pages, and any relevant deadlines. You may also want to provide a brief summary of the content of each document to make it easier for the recipient to understand the overall submission.

Additionally, you can mention any specific instructions or requirements that you would like the recipient to follow when reviewing your documents. This step is crucial, especially when you are submitting documents for approval, as it ensures that your submission meets all the necessary criteria.

In the closing paragraph, politely thank the recipient for taking the time to review your submission. This final paragraph is also an opportunity to express your willingness to provide further information or answer any inquiries the recipient may have. You may end your letter with a sentence such as, “Thank you for considering my submission. Please do not hesitate to contact me if you need further information.”

After your closing paragraph, include a formal signature that includes your name, contact information, and any relevant documentation, such as an ID number or case number. You can also include your signature in a scanned or typed format at the bottom of your letter.

In summary, a well-structured document submission letter sample includes a clear opening statement, detailed body paragraphs, a polite closing paragraph, and a formal signature. Following this structure ensures that your submission meets all necessary requirements and highlights the vital information the recipient needs to review and approve your application.

Document Submission Letter Samples

Sample 1: request for transcript submission.

Dear Registrar,

I am writing to request that you submit a copy of my academic transcripts to the admissions office at XYZ University. As a recent graduate, I plan to pursue a higher degree at XYZ University. To complete my application, I need to submit official transcripts that indicate my academic qualifications and grades.

I would appreciate it if you could provide the transcripts in a sealed envelope, or if possible, send them directly to the admissions office via email. Please let me know as soon as possible if there are any additional steps I need to take to facilitate this process.

Thank you for your assistance.

[Your Name]

Sample 2: Recommendation Letter Submission

Dear [Recipient Name],

I am writing this letter in support of [Name], who is applying for [position]. [Name] has been my colleague for [duration] and has demonstrated excellent [qualities/abilities] during our time working together.

[Name] is dedicated, hardworking, and has exceptional communication skills. They are always willing to go above and beyond to ensure that tasks are completed on time and to the best of their ability. Their attention to detail, adaptability, and ability to work under pressure make them an excellent candidate for [position].

I would highly recommend [Name] for any position they are seeking. Please do not hesitate to contact me should you require any further information.

Sample 3: Document Request Letter

I am writing to request a copy of my [document type], which I believe is on file with your department. I require this document for [reasons].

Would it be possible for you to send me a copy of the [document type] via email or in the post? If there are any fees or additional steps I need to take to obtain the document, please let me know as soon as possible.

Thank you for your prompt attention to this matter.

Sample 4: Medical Records Submission

Dear Doctor,

I recently had a medical consultation with you [date], during which you advised me to undergo [procedure/treatment]. I am writing to request that you provide me with a copy of my medical records related to this consultation and any subsequent treatments.

I understand that there may be fees associated with this request and I am willing to pay reasonable charges. Please let me know the total cost as soon as possible so I can make appropriate arrangements for payment. If possible, could you please provide these records via email or in a secure online portal?

Thank you for your attention to this matter.

Sample 5: Application Submission Confirmation

Dear Admissions Committee,

I am writing to confirm that I have submitted my application for the [program] at [university]. I completed and submitted all required documents within the application deadline, as stated on the university website.

I look forward to hearing back from you regarding the status of my application. Please let me know if there are any additional documents or information I need to provide.

Thank you for your time and consideration.

Sample 6: Financial Aid Document Submission

Dear Financial Aid Department,

I am writing to request that you review the financial aid documents I have submitted for the upcoming academic year. I completed all sections of the Free Application for Federal Student Aid (FAFSA) and have provided all other required documents, including [list of documents].

I understand that processing these documents may take time, and I would appreciate an estimated timeframe for when I can expect a response. If there are any issues or discrepancies with my application, please let me know as soon as possible so I can address them.

Thank you for your time and attention.

Sample 7: Job Application Submission

Dear Hiring Manager,

I am writing to express my interest in the [position] that was recently advertised on your website. Please find attached my resume and cover letter, which provide additional details about my qualifications and experience.

I believe that my skills and experience make me a strong candidate for the position. I am confident in my ability to contribute to the success of your team and am eager to learn more about this opportunity and your organization.

Thank you for considering my application. Please let me know if there are any further steps I need to take or documents I need to provide.

Tips for Submitting Documents:

Submitting documents can be a complex process. It is important to follow certain tips and guidelines to ensure that your documents are submitted correctly and on time. Here are some tips that can help you with the documents submission letter sample:

• Understand the requirements: Before you start submitting your documents, make sure that you have a clear understanding of the requirements. Check the guidelines and instructions provided carefully, and ensure that you have all the necessary documents and information that is required.
• Organize your documents: It is important to organize your documents before submitting them. Make sure that you label each document clearly, and arrange them in the correct order. This will help the recipient to find the document they need easily.
• Keep a copy: Always keep a copy of the documents that you submit. This can be useful in case there is a problem or a mistake, and you need to refer to the documents again. Additionally, it is essential that you make sure that the copies are of the same quality as the original documents.
• Check the deadline: Be sure to check the deadline for submitting your documents. Missing the deadline could lead to a delay in processing your application or even rejection. Make sure you plan ahead to avoid any issues.
• Review before submission: Before submitting your documents, it is important to review them carefully. Make sure that there are no spelling or grammatical errors and that all the information is accurate and up-to-date.
• Use the correct format: The format and style of your documents can also be important. Make sure that you use the correct format and style as requested. This can include font size, margins, and other elements.
• Contact the recipient: If you have any questions or concerns about the documents submission process, it is always a good idea to contact the recipient for clarification. This can help you to ensure that you are following the correct procedures and that your documents will be submitted correctly.

By using these tips, you can ensure that your documents submission letter sample is effective, efficient, and accurate.

FAQs related to Document Submission Letter Sample

What is a document submission letter.

A document submission letter is a letter that accompanies documents being sent to a recipient. It provides information about the documents being sent and may explain why they are being sent.

What should be included in a document submission letter?

A document submission letter should include the sender’s contact information, recipient’s contact information, a brief introduction of the sender and recipient, a list of the documents being sent, and any additional information that the recipient may need to know regarding the documents.

What is the purpose of a document submission letter?

The purpose of a document submission letter is to provide the recipient with information about the documents being sent and to explain why they are being sent.

What are some tips for writing a document submission letter?

Some tips for writing a document submission letter include keeping it concise and to the point, using a professional tone, providing all necessary information, and proofreading before sending.

Can a document submission letter be sent via email?

Yes, a document submission letter can be sent via email. In fact, it is becoming increasingly common for documents to be submitted digitally rather than through physical mail.

Should original documents be sent or copies?

It depends on the situation. In some cases, original documents may need to be submitted. However, in most cases, copies are sufficient. Contact the recipient beforehand to confirm whether originals or copies are required.

What should be done after sending a document submission letter?

After sending a document submission letter, it is a good idea to follow up with the recipient to confirm that they received the documents and whether they require any additional information or action from the sender.

Thanks for Sticking Around!

Well, folks, we hope this documents submission letter sample was helpful for you! Remember, it’s crucial to submit all the necessary documents to any organization. Keep this in mind whenever you’re writing such a letter. We’d love for you to visit us again sometime and explore all the other content we’ve got to offer. But for now, go send those documents on their way, and good luck!

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Word & Excel Templates

Printable Word and Excel Templates

Tender Submission Covering Letter

We submit tenders to those organizations that are in search of contractors or service providers. The tenders submitted by contractors let them know how much they are ready to charge and under what conditions they are willing to work.

Tender submission is a crucial process everyone has to go through to whoever wants to be in a new business agreement. These days, in addition to working on tenders, contractors are putting effort into writing covering letters also.

What is a tender submission cover letter?

It is a basic introductory letter that acts as a cover letter. The purpose of this letter is to give the introductory details regarding the bid document the contractor is going to submit.

Importance of the covering letter for tender submission:

Cover letters are not mandatory to write and no one asks you to write one while you are about to submit your bid. However, when a person writes the cover letter, it implies that he shows good manners and makes it easy for the companies to read their tenders.

Tender documents are generally very long as they contain a lot of information. Just as a person trying to buy a book cannot read a complete book and judge it by its cover, a bid document is also judged by the content provided in the cover letter. The use of the covering letter is an indication that the contractor values the time of the tender recipient and gives his best in an attempt to make his tender more readable and easy to understand.

What are some important components of the tender cover letter?

Some organizations cannot give individual attention to each and every bid document. Therefore, they completely rely on the cover letter. If they find anything worthy of their attention, they consider reading the entire tender document. So, it is important to be careful as to what you are including in this letter. Below are some major components of this letter:

Introductory information:

Every cover letter possesses an introductory part that gives the introduction of the bid document. After this section, the reader should be able to understand everything about the bid document you have submitted. Make sure that you give preference to the tender you are targeting.

Enlist the main elements of the document:

Since you are trying to cover the entire bid document in this one-page cover letter, make a list of main headings that you have included in your tender submission. This will make the reader know what you have focused on in your cover letter.

Give details of attachments:

Further, brief the reader about what you have attached with the letter and what was your purpose behind it. If you have attached the copy of the contract, inform him that you are optimistic that your bid will get approval, and therefore, you have attached the contract you are ready to sign. Also mention that it will be totally fine for you if your letter does not get the desired outcomes.

To write a compelling covering letter, there is a sample letter given below.

Sample letter:

Ref No. ___________

Name of the organization: Address:

Subject: Covering letter for tender submission

Dear Sir/Madam,

It is to notify you that we are submitting the document comprising our bid of the tender that you advertised on behalf of your organization. The tender number we are targeting is 23532.

Our tender document includes the following information:

• Notice soliciting tenders
• Bid of price
• Clauses of the agreement
• Letter of undertaking
• Bank guarantee

We acknowledge the fact that your organization holds all the right to reject our bids without giving any solid reason. We also accept that your company is not bound to accept a bid that is too low. We are ready to sign the contract with you in case you show a willingness to accept our bid and work with us. The draft of the contract is also attached to this letter.

We are hopeful that you will consider our bid. We assure you that our staff will show strong commitment towards the work it is committed to doing.

Looking forward to your kind response.

File: Word (.docx) & iPad Size 22 KB

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Sample Cover Letter for a Job Application

What is an Application Letter?

What to include in your application letter, tips for writing a cover letter, cover letter sample and template, email cover letter sample.

• How to Send an Email Application

Frequently Asked Questions (FAQs)

Alex Dos Diaz / The Balance

What's the best way to write a letter to apply for a job? Your letter should detail your specific qualifications for the position and the skills you would bring to the employer. What’s most important is to show the employer that you’re a perfect match for the job.

Your job application letter is an opportunity to highlight your most relevant qualifications and experience. An effective cover letter will enhance your application, showcase your achievements, and increase your chances of landing an interview.

Review what to include in a job application letter, tips for writing a letter that will get your application notice, and examples of letters and email messages sent to apply for a job.

Key Takeaways

• An application letter accompanies a resume and may be uploaded to a job portal, sent via email, or even sent by postal mail, depending on the employer’s requirements.
• Application letters are an ideal way to show your interest in a job and highlight your most relevant skills.
• It’s important to match your letter to the job description and show the employer that you have the qualifications they are seeking.

A   letter of application, also known as a  cover letter , is a document sent with your resume to provide additional information about your skills and experience to an employer. Your letter of application is intended to provide detailed information on why you are an ideal candidate for the job.

Your application letter should let the employer know what position you are applying for, what makes you a strong candidate, why they should select you for an interview, and how you will follow up.

Effective application letters explain the reasons for your interest in the specific organization and identify the most relevant skills that qualify you for the job.

Your application letter should let the employer know what position you are applying for, explain your qualifications for the job, why you should be selected for an interview, and how you will follow up.

Unless an employer specifically requests a job application letter sent by postal mail, today most cover letters are sent by email or attached as a file in an online application tracking system.

As with all cover letters, a job application letter is divided into sections:

• The heading includes your name and contact information.
• A  greeting  addressed to a specific person, if possible.
• The introduction includes why the applicant is writing.
• The body discusses your relevant qualifications and what you have to offer the employer.
• The close thanks the reader and provides contact information and follow-up details.
• Your  signature to end the letter .

Here’s how to ensure that your application supports your resume, highlights your most relevant qualifications, and impresses the hiring manager.

Get off to a direct start.  In your first paragraph, explain why you are writing. Mention the job title and company name, and where you found the job listing. While you can also briefly mention why you are a strong candidate, this section should be short and to the point.

Offer something different than what's in your resume. You can make your language a bit more personal than in your resume bullet points, and you can tell a narrative about your work experience and career.

Application letters typically accompany resumes, so your letter should showcase information that your resume doesn't.

Make a good case.  Your first goal with this letter is to progress to the next step: an interview. Your overarching goal, of course, is to get a job offer. Use your application letter to further both causes. Offer details about your experience and background that show why you are a good candidate. How have other jobs prepared you for the position? What would you bring to the position, and to the company? Use this space to  emphasize your strengths .

Close with all the important details.  Include a thank you at the end of your letter. You can also share your contact information and mention how you will follow up.

This is a sample cover letter.  Download the cover letter template  (compatible with Google Docs and Word Online) or see below for an email sample.

The Balance

John Donaldson 8 Sue Circle Smithtown, CA 08067 909-555-5555 john.donaldson@email.com

September 6, 2022

George Gilhooley LTC Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I enclose my certification, resume, and references.

The role is very appealing to me, and I believe that my strong technical experience and education make me a highly competitive candidate for this position. My key strengths that would support my success in this position include:

• I have successfully designed, developed, and supported live-use applications.
• I strive continually for excellence.
• I provide exceptional contributions to customer service for all customers.

With a BS degree in computer programming, I have a comprehensive understanding of the full lifecycle of software development projects. I also have experience in learning and applying new technologies as appropriate. Please see my resume for additional information on my experience.

I can be reached anytime via email at john.donaldson@email.com or by phone at 909-555-5555.

Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity.

Signature  (hard copy letter)

John Donaldson

The following is a sample email cover letter to send as part of a job application.

Email Application Letter Example

Subject: Colleen Warren - Web Content Manager Position

Dear Hiring Manager,

I'm writing to express my interest in the Web Content Manager position listed on Monster.com. I have experience building large, consumer-focused, health-based content sites. While much of my experience has been in the business world, I understand the social value of this sector, and I am confident that my business experience will be an asset to your organization.

My responsibilities have included the development and management of website editorial voice and style, editorial calendars, and the daily content programming and production for various websites.

I have worked closely with health care professionals and medical editors to provide the best possible information to a consumer audience of patients. I have also helped physicians to use their medical content to write user-friendly and easily comprehensible text.

Experience has taught me how to build strong relationships with all departments in an organization. I have the ability to work within a team, as well as cross-team. I can work with web engineers to resolve technical issues and implement technical enhancements. 

I am confident working with development departments to implement design and functional enhancements, monitor site statistics, and conduct search engine optimization.

Thank you for your consideration.

Colleen Warren colleen.warren@email.com 555-123-1234 www.linked.com/colleenwarren

How to Send an Email Application Letter

If sending your cover letter via email, list your name and the job title you are applying for in the  subject line  of the email:

Colleen Warren - Web Content Manager Position

Include your contact information in your email signature but don't list the employer's contact information.

Do you have to write a cover letter when you apply for a job?

Some employers require cover letters. If they do, it will be mentioned in the job posting. Otherwise, it’s optional but it can help your chances of securing an interview. A cover letter gives you a chance to sell yourself to the employer, showcase your qualifications, and explain why you are a perfect candidate for the job.

How can you use a cover letter to show you’re a qualified candidate?

One of the easiest ways to show an employer how you’re qualified for a job is to make a list of the requirements listed in the job posting and match them to your resume. Mention your most relevant qualifications in your cover letter, so the hiring manager can see, at a glance, that you have the credentials they are looking for.

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Covering Letter for Tender Submission

A covering letter for tender submission is a written document that accompanies a company’s bid for a specific project or contract. It serves as an introduction to the bid and provides additional context and information that supplements the formal tender document. The letter provides an opportunity to make a positive impression and demonstrate the company’s ability to deliver on the project requirements. It typically includes details on the company’s relevant experience, capabilities, and qualifications, as well as its approach to the project and any unique strengths that set it apart from other bidders. The covering letter for tender submission is a crucial component of the bidding process and helps to increase the chances of a successful outcome.

Importance of Covering Letter for Tender Submission

Showcases your company’s strengths and experience The cover letter provides an opportunity for you to showcase your company’s strengths and experience to the tender committee. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Demonstrates your understanding of the project requirements and objectives The cover letter is also a chance to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the key aspects of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Sets the tone for your proposal The cover letter sets the tone for your proposal and can influence how the tender committee evaluates your submission. By creating a professional and compelling cover letter, you can make a positive first impression and increase your chances of winning the tender.

Expresses your commitment to the project’s success The cover letter is an opportunity to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provides a means of communication Finally, the cover letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

Purpose of Covering Letter

The purpose of a covering letter for tender submission is to introduce your company and proposal to the tender committee and provide a brief overview of your submission. The covering letter serves as an opportunity to make a positive first impression and showcase your company’s strengths, experience, and commitment to the project.

In addition, the covering letter serves to:

Provide context: The covering letter sets the context for the proposal and provides the tender committee with a summary of the key aspects of the project. This helps to ensure that the tender committee has a clear understanding of the project requirements and objectives.

Demonstrate understanding: The covering letter is an opportunity to demonstrate your understanding of the project requirements and objectives. By providing a clear summary of the project and outlining your proposed approach and methodology, you can show that you have carefully considered the project requirements and have a solid plan for completing the project successfully.

Showcase strengths: The covering letter provides an opportunity to showcase your company’s strengths and experience. By highlighting your company’s expertise and previous successful projects, you can demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Express commitment: The covering letter is a chance to express your commitment to the project’s success. By highlighting your company’s project management processes and quality assurance procedures, and explaining how these will be used to ensure that the project meets or exceeds the tender committee’s expectations, you can demonstrate that you are dedicated to delivering a high-quality project that meets the project goals.

Provide contact information: The covering letter provides a means of communication between your company and the tender committee. By providing your contact information and indicating your availability for a follow-up meeting or discussion, you can ensure that the tender committee has the necessary information to reach out to you with any questions or concerns.

The inclusion of both dates in the letter is optional. You may choose to include only one date.

Ref:__________ Date : __________

To [Name of Organization] [Office Address] [Phone Number] [Email Id]

Kind Attn: [Name of Officer], [Designation]

Sub .: Our Bid Submission for [Work Description] Ref : Your Tender Specification No. [Number] dated [Date]

Dear Sir/Madam,

We are submitting our bid documents in response to your Tender No. [Number] dated [Date]. We are eager to offer our services for the work outlined in the Tender document.

We have thoroughly reviewed the following documents and agree to comply with the terms and conditions mentioned therein:

• Notice Inviting Tender (NIT)
• Contract Clauses
• General Forms
• Letter of Undertaking
• Performance Bank Guarantee Terms
• Integrity Pact/Agreement
• Indemnity Agreement

We understand and acknowledge that:

• Your organization reserves the right to reject any or all bids, including ours, without giving a reason and we waive any future rights to challenge the same.
• Your organization is not obligated to accept the lowest bid.
• If our bid is accepted, we will execute all the works specified in the Tender document and comply with the terms and conditions of the contract, a draft of which was attached.

The Tender forms, filled and signed by our authorized representatives, are enclosed along with a Demand Draft for the Earnest Money Deposit (EMD) in the amount of [Amount].

We have confidence in our bid and our company’s commitment to delivering quality work for our clients. We look forward to the opportunity to partner with your organization.

For [Name of Company],

[Signature] [Name of Officer] [Designation] [Department Name]

Place: _________ Date: ______

Enclosed: As Mentioned Above

Tips for writing effective covering Letters

Introduction The introduction should be brief and to the point. Begin by introducing yourself and your company, and express your gratitude for the opportunity to submit a tender. State the name of the project and the tender or request for proposal (RFP) number, and provide a brief overview of the contents of your submission.

Company Overview and Experience The second section of the covering letter should focus on introducing your company to the tender committee. Provide a brief history of your company, including the number of years in operation and any notable achievements or awards. Highlight your company’s expertise and experience in the relevant field, and provide examples of previous successful projects that are similar in scope and complexity to the project being tendered.

Understanding of Project Requirements In this section, demonstrate your understanding of the project requirements and objectives. Explain how your company’s experience and expertise align with the project goals, and provide a brief summary of the key aspects of the project. It is important to convey a clear understanding of the project requirements to demonstrate that you have the necessary skills and knowledge to complete the project successfully.

Proposed Approach and Methodology The fourth section of the cover letter should outline your proposed approach and methodology for completing the project. This section should demonstrate how your company plans to achieve the project goals, including the strategies, tools, and resources that will be used. Provide a brief overview of your project timeline, and explain how your proposed approach aligns with the project requirements and objectives.

Commitment to Project Success In this section, express your commitment to the project’s success. Explain why the project is important to your company, and how you plan to ensure that the project is completed on time and within budget. Highlight your company’s project management processes and quality assurance procedures, and explain how these will be used to ensure that the project meets or exceeds the tender committee’s expectations.

Appreciation and Availability for Questions The final section of the covering letter should express your gratitude for the opportunity to submit a tender, and your willingness to answer any questions or provide additional information as required. Provide your contact information, including phone number and email address, and indicate your availability for a follow-up meeting or discussion.

Summary of Key Points

In summary, a cover letter for tender submission is an essential component of the proposal and serves the following purposes:

Provides context for the proposal and summarizes the key aspects of the project.

Demonstrates understanding of the project requirements and objectives.

Showcases the strengths and experience of your company.

Expresses your commitment to the project’s success.

Provides a means of communication and contact information for the tender committee.

By creating a professional and compelling covering letter, you can make a positive first impression and increase your chances of winning the tender.

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• Request Letter For Delay In Submitting Documents

Document submission deadlines are essential in various aspects of life, from academic pursuits to employment opportunities and visa applications. However, unforeseen circumstances can sometimes lead to delays in preparing and providing the necessary documents within the designated timeframe. To address such situations professionally and courteously, we have prepared four templates for requesting an extension in submitting documents. Each template is designed for specific purposes, including academic pursuits, employment applications, business proposals, and visa applications. These templates are crafted to express genuine gratitude for the opportunity while explaining the reason for the delay and seeking an extension in a respectful manner. It is important to personalize these templates by including specific details, such as the reason for the delay, the requested extension period, and any formal procedures or documentation required for the extension. By using these templates as a starting point, individuals can effectively communicate their situation, demonstrate their commitment to meeting the requirements, and seek understanding and support from the recipients. Whether you are a student, a job seeker, a business professional, or a traveler, these templates can serve as helpful tools to navigate the process of requesting a delay in document submission with professionalism and grace.

Template Request for Extension in Document Submission - Academic Purposes

[Your Name] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Organization/Institution Name] [Address] [City, State, ZIP]

Subject: Request for Delay in Submitting Documents

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to request an extension for submitting the required documents for [academic purpose] at [Organization/Institution Name]. Due to unforeseen circumstances, I am facing challenges in gathering all the necessary documents within the original timeframe.

I assure you that I am diligently working to compile the required information and complete the documentation. However, I would greatly appreciate an extension of [number of days] to ensure the submission of accurate and comprehensive documents.

I understand the importance of adhering to deadlines and acknowledge the inconvenience my request may cause. I assure you that I will make every effort to submit the documents within the extended timeframe. Your understanding and cooperation in granting this extension will be immensely valuable to me.

If there are any additional details or steps I need to follow to formalize this extension request, please let me know. I am committed to providing all necessary documentation as soon as possible.

Thank you for considering my request. Your assistance is vital to my academic pursuits, and I am grateful for your understanding during this challenging time.

[Your Name]

Template Request for Delay in Submitting Documents - Employment Application

[Recipient's Name] [Company/Organization Name] [Address] [City, State, ZIP]

Subject: Request for Extension in Document Submission - Employment Application

I hope this message finds you well. I am writing to request an extension for submitting the required documents for my employment application at [Company/Organization Name]. I deeply apologize for any inconvenience this may cause and sincerely appreciate your consideration.

Due to unavoidable circumstances, I have encountered delays in obtaining some of the required documents. I am actively working to gather all the necessary information and provide a comprehensive application.

I kindly request an extension of [number of days] to ensure that I can submit all the required documents accurately and within the provided timeframe. I assure you that I am committed to this opportunity and eager to contribute my skills and expertise to the team.

If there are any formal procedures or documentation required to formalize this extension request, please inform me, and I will promptly comply with the necessary steps.

Thank you for your understanding and support. I am grateful for the opportunity to apply for this position and look forward to the possibility of joining [Company/Organization Name].

Template Request for Extension in Document Submission - Business Proposal

Subject: Extension Request for Business Proposal Submission

I trust this email finds you well. I am writing to request a brief extension for the submission of my business proposal to [Company/Organization Name]. I apologize for any inconvenience caused and genuinely appreciate your consideration.

As I finalize the proposal, I have encountered unforeseen challenges that have affected the completion timeline. I am fully dedicated to creating a comprehensive and competitive proposal that aligns with [Company/Organization Name]'s requirements and goals.

I kindly request an extension of [number of days] to allow me to put the finishing touches on the proposal and ensure its quality. I am committed to delivering a proposal that reflects my dedication to this potential partnership.

Please let me know if there are any specific procedures or formalities to follow in requesting this extension. I assure you that I will comply with any necessary steps to formalize this request.

Thank you for your understanding. I value the opportunity to collaborate with [Company/Organization Name] and hope to contribute positively to our future partnership.

Template Request for Delay in Submitting Documents - Visa Application

[Recipient's Name] [Embassy/Consulate Name] [Address] [City, State, ZIP]

Subject: Extension Request for Visa Application Documents Submission

I hope this letter finds you well. I am writing to request a brief extension for submitting the required documents for my visa application to [Country Name]. I sincerely apologize for any inconvenience caused and appreciate your understanding during this process.

Due to unforeseen circumstances, I have encountered delays in obtaining some of the necessary documents for my visa application. I am actively working to gather all the required information and submit a complete and accurate application.

I kindly request an extension of [number of days] to ensure that I can provide all the necessary documents and fulfill the visa application requirements. I am committed to complying with all regulations and ensuring a smooth visa application process.

If there are any formal procedures or additional documents required to formalize this extension request, please let me know, and I will promptly follow the necessary steps.

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We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge at Englishtemplates.com . Should you need any email, letter, or application templates, please do not hesitate to reach out to us at englishtemplates.com. Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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Submitting 221(g) Documents

How to submit 221(g) documents.

The U.S. Embassy/Consulate may give you a 221(g) letter directing you to submit additional documents or information related to your visa application. Your application will be kept on hold at the U.S. Embassy/Consulate until you submit those documents.

All documents and information requested in a 221(g) letter should be submitted at the nearest LBC document collection office within one year from the date you received the 221(g) letter. Failure to submit the required information within one year will result in the suspension of your visa application. You will be required to submit a new visa application and pay all associated fees in order to continue with your visa application process.

Download and print a 221(g) submission slip . You must take this slip to the LBC document collection office when you drop-off your documents for delivery to the U.S. Embassy/Consulate.

Go to the nearest LBC document collection office . Take your 221(g) submission slip, the 221(g) letter given to you at the U.S. Embassy/Consulate, and all documents requested in your 221(g) letter.

Deliver your documents and the 221(g) submission slip to the LBC document collection office. LBC will give you a copy of your airway bill as a receipt for your documents.

LBC will deliver your documents to the U.S. Embassy/Consulate.

LBC will return your documents and your passport to you at your chosen document delivery address. If issued, your passport will contain your visa. You may also receive a new 221(g) letter.

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Home » Letters » Authorization Letters » Authorization Letter for Submission of Documents – Sample Letter of Authorization Giving Permission to Submit Documents

Authorization Letter for Submission of Documents – Sample Letter of Authorization Giving Permission to Submit Documents

From, _____________ (Name) _____________ (Address) _____________ (Contact details)

Date: __/__/______(date)

To, The Concerned Authority, _____________ (Name of the organization) _____________ (Address of the organization)

Subject: Authorization letter for submitting documents

This is to most humbly inform you that I am __________(name) and I am a resident of ___________ (mention address). Recently I filled an application having application no___________(mention number) regarding _____________(details) for which I have to submit the required documents on the date __/__/_____(date) but due to some unavoidable circumstances I will not be able to visit your offce/ the branch to submit my documents.

I hereby authorize Mr./Mrs. _____________ (name) to process my documents on my behalf. I give him/her the authority to make any decision regarding the same. I have enclosed a government ID proof of Mr./Mrs. __________ for your reference. If you have any questions regarding this matter, you can contact me at __________ (contact details).

Thanks for your time and cooperation.

_____________ (Signature) _____________ (Name)

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Privacy Overview

Clinical Trials Regulation

On 31 January 2022, the Regulation repealed the  Clinical Trials Directive (EC) No. 2001/20/EC  and national implementing legislation in the EU Member States, which regulated clinical trials in the EU until the Regulation's entry into application.

A transition period applies to clinical trial submission under the Regulation.

Consult the Regulation:

• Clinical Trials Regulation (Regulation (EU) No 536/2014)

Also on this topic

• Clinical Trials Information System

Aims and benefits

The  Clinical Trials Regulation harmonises the processes for  assessment and supervision of clinical trials throughout the EU. 

The evaluation, authorisation and supervision of clinical trials are the responsibilities of EU Member States and European Economic Area (EEA) countries. 

Prior to the Regulation, clinical trial sponsors had to submit clinical trial applications   separately to national competent authorities and ethics committees in each country to gain regulatory approval to run a clinical trial.

The Regulation enables sponsors to submit one online application via a single online platform known as the  Clinical Trials Information System  (CTIS) for approval to run a clinical trial in several European countries, making it more efficient to carry out such multinational trials. 

The Regulation also makes it more efficient for EU Member States to evaluate and authorise such applications together, via the  Clinical Trials Information System .

The purpose is to foster innovation and research in the EU, facilitating the conduct of larger clinical trials in multiple EU Member States/EEA countries. 

Other key benefits of the Regulation include:

• improving information-sharing and collective decision-making on clinical trials;
• increasing transparency of information on clinical trials;
• ensuring high standards of safety for all participants in EU clinical trials.

Under the Regulation, clinical trial sponsors must submit all new clinical trial applications in the  Clinical Trials Information System  (CTIS) from 31 January 2023. National regulators in the EU Member States and EU/EEA countries also use CTIS. 

The system:

• enables sponsors to apply for clinical trial authorisation in up to 30 European countries with a single online application;
• allows national regulators to collaboratively process clinical trial applications in more than one country, request further information, authorise or refuse a trial and oversee an authorised trial;
• facilitates the expansion of trials to other EEA countries;
• enables transparency and access to information for any party interested in clinical trials conducted in the EEA through a searchable public website.

CTIS went live on 31 January 2022 together with the public Clinical Trials website . For more information, see: 

• Development of the Clinical Trials Information System
• Clinical Trials website

Transition period for clinical trial sponsors

Under the Clinical Trials Regulation, EU Member States and EEA countries use the Clinical Trials Information System (CTIS) to carry out their legal responsibilities to assess and oversee clinical trials from 31 January 2022:

• for the first year of implementation and until 30 January 2023, clinical trial sponsors could choose whether to apply to start a clinical trial via the Clinical Trials Information System or under the Clinical Trials Directive;
• from 31 January 2023 onwards, clinical trial sponsors need to apply to start a clinical trial via the Clinical Trials Information System;
• from 31 January 2025, any trials approved under the Clinical Trials Directive that continue running will need to comply with the Clinical Trials Regulation and their sponsors must have recorded information on them in CTIS.

EMA encourages sponsors to use the transition period to ensure their information on clinical trials is recorded in CTIS in a timely manner. 

Guidance is available from the European medicines regulatory network on the CTIS website to support sponsors with transitioning their ongoing trials to CTIS:

• Clinical Trials Information System: Guidance and Q&As: Transitioning trials

Questions and answers about CTIS and the Clinical Trials Regulation

EMA's Query Management Working Group prepared a document to address the main questions received from sponsor associations about CTIS and the Clinical Trials Regulation.

EMA published this document in February 2023.

Questions and answers by the Query Management Working Group on CTIS and the CTR

Progress on implementation of the Regulation

Under the  Accelerating Clinical Trials EU (ACT EU) initiative , the European medicines regulatory network publishes statistics on the authorisation of clinical trials in the European Union (EU) and European Economic Area (EEA) every month. This information provides an insight into how the Clinical Trials Regulation is transforming the clinical-trial environment in the EU / EEA.

The reports include information on the number of clinical trial applications submitted, as well as the number of clinical trials authorised and not authorised by national regulatory authorities.

The reports are available on the ACT EU website at the link below:

• ACT EU: Documents: Implementation of the Clinical Trial Regulation

External links

• European Union clinical trials register

Related content

• Clinical Trials Information System: training and support  
• Clinical Trials Information System (CTIS): online modular training programme
• Clinical trials in human medicines  
• Data submission on investigational medicines: guidance for clinical trial sponsors

Related EU legislation

• Clinical Trials Regulation EU No. 536/2014
• Clinical Trials Directive (EC) No. 2001/20/EC  (repealed by the Clinical Trials Regulation on 31 January 2022)
• Clinical trials
• Regulatory and procedural guidance
• Research and development

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