Document Submission Letter: Format and Sample Letters

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

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

Subject:

Salutation (Respected Sir/Ma’am)

Body of the letter

Thank you

Yours Faithfully/Sincerely

Sender’s name

Contact details

Attachments (if any)

Sample Letter 1 – Document Submission Letter to School

82 Mahakal Complex,

Narang Road,

Nanda Nagar,

Bangalore

22/05/2022

To,

The Principal

Shine Public School

Inner Ring Road

Bangalore

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.

Thank you.

Yours sincerely,

Karan Nayar

11th C

Contact number: 1234567890

Mail- Karan@nayar

Attachments:

Class 10th mark sheet
School leaving certificate
Aadhaar card

Explore More Sample Letters

Sample Letter 2 – Document Submission Letter to University

31 Alok Complex

Veena Road

Ravindra Nagar

Pune

12/06/2022

The Administration Department

Vishwas University

Dewar Road

Pune

Subject: Document submission letter for admission process

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.

Thank you.

Sincerely

Sidharth Tripathi

Contact number- 121223242

Mail- Sidharth@tripathi

Attachments:

Transfer certificate

Sample Letter 3 – Document Submission Letter to the Company

448 Nanda Complex

Swadesh Road

Khan Nagar

Chennai

23/11/2021

Mr Jain

HR manager

Hilton Pvt. Ltd.

Airport road

Chennai

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.

Thank you.

Yours sincerely,

Anushka Dubey

ID – A102010

Attachments:

Aadhar card
Pan 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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