What is the primary purpose of this letter?

A Business Covering Letter explains the purpose of accompanying documents, lists enclosures, and provides contact details. It helps recipients route materials and confirm completeness before further review or filing.

Can I send the letter electronically?

Yes. Electronic delivery is generally valid under the ESIGN Act and UETA where adopted, provided intent, consent, attribution, and retention requirements are met for the transaction.

Does the letter need a notarized signature?

Most cover letters do not require notarization. If an enclosed document requires notarization or witness attestations, follow the destination jurisdiction's notary or witness rules.

Who should sign the covering letter?

An authorized company representative—someone with authority to bind the entity—should sign. Indicate the signer's title and role to establish authority for reviewers.

What if an attachment is missing after submission?

Notify the recipient immediately, provide the missing item, and document the correction. Missing attachments often trigger processing delays or formal rejection.

How long should I retain signed copies?

Retain signed cover letters according to the longest retention requirement of included documents—follow federal, industry, and applicable state rules for retention durations.

Electronic Signature
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Miscellaneous
Business Covering Letter

Business Covering Letter

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BUSINESS COVERING LETTER AND AGREEMENT

Date:

From: Address:

To: Address:

Subject:

WHEREAS

WHEREAS the Sender, identified above as Company Name: , possesses the capability and resources to perform the services described below; and

WHEREAS the Recipient, identified above as Client Name: , desires to engage the Sender to provide such services under the terms set forth in this covering letter and the incorporated scope of work; and

WHEREAS the parties intend this letter to accompany and evidence the business arrangement and to confirm the attached Agreement and deliverables, each party acknowledges that the terms herein are binding upon execution.

SCOPE OF WORK

The Sender shall perform the following services and deliverables for the Recipient in accordance with the terms of this covering letter:

Estimated Completion / Milestones

PAYMENT TERMS

Compensation shall be paid as follows. The Recipient agrees to pay the Sender the amounts set forth below in consideration for the services and deliverables described in the Scope of Work.

Total Contract Amount Payment Schedule Payment Due Date (each installment) Late Payment Fee

TERM AND TERMINATION

This engagement shall commence on: and shall continue until: , unless earlier terminated in accordance with this section.

Termination for Convenience Termination for Cause

CONFIDENTIALITY

Each party acknowledges that it may receive Confidential Information from the other. "Confidential Information" means non-public information disclosed in written, electronic or oral form that is designated as confidential or that reasonably should be understood to be confidential. The receiving party shall: (a) use Confidential Information solely to perform its obligations under this covering letter and the attached scope of work; (b) restrict disclosure to those employees or subcontractors who need to know and who are bound by confidentiality obligations at least as protective as those herein; and (c) not disclose Confidential Information to third parties without prior written consent of the disclosing party. These obligations survive termination for a period of three (3) years, except for trade secrets, which shall remain protected for as long as they qualify as trade secrets under applicable law.

GOVERNING LAW

This covering letter and any disputes arising out of or relating to it shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This covering letter, together with the Scope of Work and any attachments or written statements incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and understandings, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

ENCLOSURES

The Sender is enclosing the following documents with this covering letter:

Executed Agreement

Proposal / Statement of Work

Invoice

Other (describe)

By signing below, each signatory represents and warrants that they are authorized to bind the party on whose behalf they sign.

Company Representative:

By:

Date:

Recipient Representative:

By:

Date:

What a Business Covering Letter Is and When to Use It

A Business Covering Letter is a concise, formal letter submitted alongside business documents to explain purpose, list enclosed items, and provide contact details for follow-up. Commonly used with proposals, applications, contracts, invoices, or regulatory filings, it clarifies intent and helps recipients route materials to the correct reviewer. The letter can be delivered on company letterhead, attached to an email, or sent electronically with a signed PDF. When sent electronically, the covering letter and attachments should meet ESIGN and relevant state e-signature requirements to preserve enforceability.

Stepwise: Preparing and Submitting Your Covering Letter

Follow these sequential steps to prepare a clear, compliant Business Covering Letter and deliver it electronically or by mail.

01

Draft the Letter: State purpose, list enclosures, provide contact details.
02

Verify Attachments: Confirm document versions and names match the list.
03

Choose Delivery: Select email, secure upload, or registered mail.
04

Sign and Timestamp: Apply an authorized signature and date the letter.

Who Typically Prepares and Receives a Business Covering Letter

Multiple business roles prepare covering letters; recipients vary by use case. The letter is commonly used to annotate formal submissions and ensure clear routing.

Legal and contracts teams preparing filings and attachments for counterparties or regulators
Finance departments sending invoices, payment documentation, or tax-related packets to vendors or agencies
Sales and account managers forwarding proposals, SOWs, and supporting material to clients

Tailor the tone and level of detail to the recipient: internal reviewers require concise routing notes, while external regulators or clients may require additional identification and formal language.

Essential Elements Every Professional Covering Letter Should Include

A complete Business Covering Letter is concise and structured so reviewers can immediately identify purpose, contents, and next steps. Include the items below to make the letter actionable and auditable.

Header

Company letterhead or sender details including legal name, address, phone, and email to establish provenance and a return address for correspondence.

Date Line

Clear MM/DD/YYYY date indicating when the letter was prepared or transmitted; dates are often used to calculate deadlines and filing periods.

Subject Line

One-line subject referencing the transaction, application, or project to help recipients triage documents quickly and assign to correct teams.

Purpose Statement

A brief paragraph that explains why the documents are provided and what action or response is requested from the recipient.

Enclosures

An enumerated list of attached documents with version or page counts so reviewers can confirm completeness against the packet.

Signature Block

Authorized signer name, title, signature, and date; include signer authority if relevant (e.g., CFO, authorized agent).

Core Data Points to Include for Verification and Recordkeeping

Signer Identity: Full legal name

Signer Title: Job title or role

Company EIN: Federal tax ID

Document Date: MM/DD/YYYY

Reference ID: Application or invoice number

Contact Email: Business email address

Common Errors and the Risks They Create

Missing Signature: May invalidate submission

Incorrect Date: Causes processing delays

Wrong Recipient: Creates confidentiality risk

Omitted Attachments: Leads to incomplete filing

Inconsistent Names: Triggers verification failures

No Authentication: Reduces legal proof

Typical Electronic Submission Workflow for a Covering Letter

A standard eSubmission flow guides the sender from upload through signing, delivery, and audit trail capture to preserve evidentiary value.

Upload Documents: Place the cover letter and attachments into the chosen exchange platform.
Place Fields: Add signature, initial, and date fields where required.
Authenticate Signer: Use email, SMS, or stronger methods when required.
Complete Signing: Signer reviews and executes; system records timestamp and audit data.

Configuring an Electronic Covering Letter Workflow

When setting up an online workflow, configure signer order, authentication, reminders, and audit settings to meet recipient or regulator expectations.

Field	Configuration
Signer Order	Sequential or parallel routing based on approval needs
Authentication	Email token, SMS code, or stronger KBA options
Reminder Schedule	Automatic reminders at configurable intervals
Audit Trail	Enable full IP, timestamp, and action logging

Downloads, Formats, and Supporting Materials

Provide signed copies and supporting materials in formats that retain signatures and metadata so recipients can store or forward records reliably.

Download Options

Offer signed PDFs that embed audit metadata; provide DOCX or plaintext versions if recipients require editable source files.

Printable Copy

Supply a print-ready PDF with signature blocks and an attachments list so paper filing remains straightforward when needed.

Included Attachments

Attach referenced exhibits, invoices, or certifications and list them in the letter to confirm completeness and reduce follow-up requests.

Audit Evidence

Include a certificate of completion or audit trail showing signer identity, timestamps, and actions to support record authenticity.

Practical Tips for Accurate, Efficient Covering Letters

Adopt simple habits that minimize errors, speed review, and preserve legal value when delivering cover letters electronically or on paper.

Keep it concise and structured

Limit content to essential context, a clear enclosure list, and explicit requested actions to make the document easy to process.

Match documents and references exactly

Ensure titles, version numbers, and reference IDs in the letter match attached documents to avoid rejection or clarification requests.

Confirm signer authority

Have an authorized representative sign; note capacity (e.g., CEO, Treasurer) and confirm any required corporate authorization.

Use consistent formats

Adopt MM/DD/YYYY dates, full legal names, and standardized reference fields for reliable matching and automated processing.

Typical Timing and Expectations for Sending a Covering Letter

Understand recipient timing expectations to avoid late submissions and to ensure documents are processed within required windows.

With Application Submission:

Send the cover letter together with the main application to provide context.

Follow-up Window:

Allow 7–14 business days before querying receipt or status.

Processing Expectation:

Administrative routing typically completes within 5–20 business days.

Retention Reminder:

Keep a signed copy until the matter is closed and applicable retention periods lapse.

Tax-Related Timing:

Attach tax forms and honor related filing deadlines when applicable.

Frequently Asked Questions About the Business Covering Letter

Answers to common questions about completing, signing, and submitting a Business Covering Letter, including electronic delivery concerns.

Need help? Contact support

What is the primary purpose of this letter?
A Business Covering Letter explains the purpose of accompanying documents, lists enclosures, and provides contact details. It helps recipients route materials and confirm completeness before further review or filing.
Can I send the letter electronically?
Yes. Electronic delivery is generally valid under the ESIGN Act and UETA where adopted, provided intent, consent, attribution, and retention requirements are met for the transaction.
Does the letter need a notarized signature?
Most cover letters do not require notarization. If an enclosed document requires notarization or witness attestations, follow the destination jurisdiction's notary or witness rules.
Who should sign the covering letter?
An authorized company representative—someone with authority to bind the entity—should sign. Indicate the signer's title and role to establish authority for reviewers.
What if an attachment is missing after submission?
Notify the recipient immediately, provide the missing item, and document the correction. Missing attachments often trigger processing delays or formal rejection.
How long should I retain signed copies?
Retain signed cover letters according to the longest retention requirement of included documents—follow federal, industry, and applicable state rules for retention durations.

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