Cover Letter for Contract Needing Signature (Sample)

When two parties enter into an agreement, it has to be signed by both the parties. It may not be possible to carry out the signing process personally face-to-face every time. Sometimes, the signing formalities have to be carried out through physical communication by post or courier.

You will have to draft a formal cover letter mentioning the details of the agreement being sent and thereby, asking the other party politely to sign and return the copies.

Here are formats of covering letters for sending agreements for signature. Modify it suitably as needed.

TEMPLATE #1

Ref: ..................

Date: ................

To

(Name of the Person)

(Designation)

(Name of the Organisation)

(Address)

Sub.: Original agreement copies for signature

Dear ...............,

We are enclosing herewith two original copies of the ............ contract between (Name of One Party) and (Name of Another Party) for the (write here a brief description of the main purpose of the agreement).

Appropriate authorized officer from our side has signed both the copies of the agreements as required. We request you to kindly sign the agreements and put your initials at the respective places. Please keep one original copy of the agreement with yourself and return to us another original copy.

Please feel free to contact me, if you have any questions in this regard.

Yours faithfully,

For (Name of the Organisation),

    (Signature)

(Name of the Person)

(Designation)

Encl.: As above

TEMPLATE #2

Ref: ..................

Date: ................

To

(Name of the Officer)

(Designation)

(Name of the Company)

(Address)

Subj.: Original Agreement Copies

Dear ...............,

Kindly refer to our email correspondence dated ................, wherein the final draft copy of the ................. agreement was finalized. I am now enclosing herewith two original copies of the ............ agreement between our companies for the purpose of .......................

I request you to kindly sign the agreements at the appropriate places as indicated and return them to us soon. I will then arrange to have them signed by the authorized signing authority here and return one copy back to you.

Please let me know if you have any query in this regard.

Yours faithfully,

For (Name of the Organisation),

    (Signature)

(Name of the Person)

(Designation)

Encl.: As above