Free document transmittal template

Make a transmittal for the drawings and documents you send: transmittal number, to and from, date, purpose, and one row per document with its number, title, revision, format and copies. Print it as a cover sheet or export Excel or CSV. No sign-up.

  • No account needed
  • Total copies
  • Receipt section
  • Print as a cover sheet
  • Export PDF, Excel and CSV

Transmittal Template

Loading the document transmittal…

What a document transmittal is

A transmittal is the cover record that goes with documents sent from one party to another: which documents and revisions were sent, to whom, when, and why. On a construction project it is how drawings, specifications, reports and shop drawings move between the designer, the builder and subcontractors.

The purpose matters as much as the list. A drawing sent “for construction” can be built from; one sent “for information” cannot. Months later, the transmittal is the proof of which revision a subcontractor had on the day the work was done.

When to send a transmittal

  • Issuing drawings or specifications for construction to a subcontractor or site team.
  • Sending shop drawings, samples or method statements for approval.
  • Issuing tender documents to bidders.
  • Sending a new revision that supersedes an earlier one.
  • Handing over as-built drawings, manuals or certificates at completion.

How to fill in a transmittal

  1. 1. Number and date itGive the transmittal a number from your project sequence (TR-001, TR-002 …) and the date it is sent.
  2. 2. Address itEnter who it goes to and who it is from, with their companies.
  3. 3. Choose the purposePick why the documents are sent, and set a response date if you need approval or comments back.
  4. 4. List the documentsAdd one row per document: number, title, the revision sent, the format, and the number of copies for hard copies.
  5. 5. Add remarksSay what changed, what you need from the recipient and which documents are superseded.
  6. 6. Send and keep a copyPrint it as a PDF cover sheet with the documents, or export Excel or CSV for your register. The recipient can fill in the receipt section.

Transmittal fields explained

Transmittal

Transmittal numberRequired
A unique number for this transmittal. Keep a running sequence per project (TR-001, TR-002 …).
DateRequired
The day the documents are sent.
ProjectRequired
The project the documents belong to.
Project number
Your job or contract number.
ToRequired
The person receiving the documents.
To company
The recipient’s company.
FromRequired
The person sending the documents.
From company
The sender’s company.
PurposeRequired
Why the documents are sent. “For construction” means the recipient may build from them; “For information” means they may not.
Response required by
When you need a reply, for documents sent for approval or comment.
Sent by
How the documents are delivered.

Documents

Document numberRequired
The document or drawing number, for example S-201.
TitleRequired
The document title as it appears on the document.
Revision
The revision sent, for example C or 02. Send the current revision only.
Format
The file type or a printed copy.
Copies (count)
How many copies, for hard copies; 1 for an electronic file.

Remarks

Remarks
Anything the recipient needs to know, such as what changed in this revision or which documents it supersedes.

Receipt

Received by
Filled in by the recipient to acknowledge receipt.
Date received
The day the recipient received the documents.

Sample transmittal

Revised structural drawings issued for construction to the formwork subcontractor, with one drawing also sent as hard copies. Load it into the tool to see the full transmittal.

Transmittal number
TR-014
Date
6 Nov 2026
Project
Riverside Apartments
Project number
P-1042
To
Jordan Lee
To company
Apex Formwork
From
Priya Shah
From company
Head contractor
Purpose
For construction
Sent by
Email

Documents

Transmittal TR-014 — structural drawings for construction: Documents
Document numberTitleRevisionFormatCopies (count)
S-201Level 2 slab plan and reinforcementDPDF1
S-301Stair 2 general arrangement and sectionsCPDF1
S-301Stair 2 general arrangement and sectionsCHard copy2
S-001Structural general notesBPDF1

Remarks

Revision C of S-301 lowers the Stair 2 landing to RL 34.050 (RFI-001). Revision B is superseded; remove printed copies from site.

Free transmittal template or the TaskRox Documents module

The free template is one transmittal at a time, kept in one browser. In the TaskRox Documents module, a transmittal is sent from the project’s controlled documents, so the revision sent is recorded automatically.

Free document transmittal template

  • You type each document number and revision
  • One transmittal at a time
  • Receipt signed on paper
  • To and from typed in
  • You print and send it yourself
  • Purpose from a list

TaskRox Documents module

  • Pick documents from the project’s controlled documents; the revision and version sent are recorded at sending
  • Every transmittal for the project in one list, numbered in a TR-0001 style, with draft, sent and acknowledged statuses
  • Listed recipients who are project members acknowledge receipt in TaskRox; the transmittal shows acknowledged once every recipient has
  • Recipients picked from project contacts or typed in with name, email and company
  • Every recipient gets a notification email listing the documents; project members follow its link to the transmittal in TaskRox, and recipients outside the project rely on the list in the email
  • Purposes: for review, approval, construction, information, tender, record or as built

What the TaskRox Documents module does not do today

  • It has no format, copies or response-due fields.
  • It does not produce a PDF cover sheet, and the email links to TaskRox rather than attaching the files.
  • A transmittal cannot be changed after it is sent.
  • Recipients outside the project get the email but cannot acknowledge receipt in TaskRox.
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Transmittal questions

Is this document transmittal template really free?

Yes. There is no account, no trial period and no download. Open the page and start typing. You only need a TaskRox account if you want to run the document transmittal with your team inside a project; that starts with a 14-day free trial, no credit card.

What should a document transmittal include?

A unique transmittal number, the date, who it is to and from, the purpose, and for each document its number, title, revision, format and copies. Add remarks on what changed and which documents are superseded.

What is the difference between for construction and for information?

Documents issued for construction can be built from. Documents issued for information are for reference only and must not be built from. Always check the purpose before work starts.

How do I number transmittals?

Keep one running sequence per project, such as TR-001, TR-002. The template starts at TR-001; change it to the next number in your sequence.

How does the recipient acknowledge receipt?

The printed transmittal has a receipt section for the recipient’s name and the date received. Ask them to fill it in and send it back, or record the details yourself when they confirm.

How many document rows can it hold?

Up to 500 document rows in one document transmittal. For a larger register, or one the whole team edits at once, use the TaskRox module it is based on.

Where is my document transmittal saved?

In your browser's local storage on the device you are using. It saves automatically as you type and is not sent to TaskRox. Clearing your browser data deletes it, so export a CSV or Excel copy, or copy a share link, if you want a backup.

Can I open it in Excel or save it as a PDF?

Yes. Export an Excel workbook (.xlsx), a CSV file for Excel or Google Sheets, or a PDF through your browser's print dialog. Every export carries a small line naming the free tool. You can also import a CSV back in, for example a document transmittal you kept in a spreadsheet.

How do I share the document transmittal?

Choose Share and copy the link. Everything is packed inside the link itself, after the # sign. Browsers do not send that part of a link to a server, and the TaskRox page analytics are set to ignore it. Anyone with the link opens their own copy to edit; your copy does not change.

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