free fax cover letter template

Fax cover templates

Use customizable fax cover templates for seamless communication. make a fax cover sheet for your business using these templates in minutes..

Free fax cover page templates

If you or your business still use fax machines, it’s important that you have a professional fax cover sheet. Fax cover sheets will make communication a breeze. They can also protect the content of your fax if it contains sensitive information. Explore a variety of fax cover page templates that you can quickly and easily edit in Word. There are a variety of fax cover sheet templates available: choose from simple fax cover sheet templates or colorful fax cover sheet templates. You can customize each fax cover page to match your company branding. For example, you can add your company colors to the fax cover page for a professional look. These fax cover page templates include space for your logo, your company name, and contact information like your phone number and email. You can also enter the number of pages in your fax and the subject. Explore more templates that you can use for your business .

Elevate Communications with Fax Cover Sheets

Ensure every transmission begins with a professional touch with cover sheets. Choose and download from our array of free professional templates, or create your own as a default cover for outgoing faxes.

What is a fax cover sheet?

A fax cover sheet plays a crucial role when sending faxes online, ensuring the protection of your fax's contents once delivered. It serves to identify the sender, the recipient, the subject, and can also offer a brief overview of the attached document's contents.  ‍ Beyond just safeguarding your message, fax cover sheets are versatile tools that can add clarity and detail about the recipient, enhancing the overall communication. Customize cover sheets with your branding or essential information to make your faxes stand out.

What are the categories of cover sheets available via Fax.Plus?

Fax.Plus offers three methods of using cover sheets to meet your fax communication needs.

Cover Sheet Generator

Custom cover sheet, shared cover sheet, how can i add a cover sheet when sending out a fax.

Explore printable fax cover sheet examples & use cases

Fax cover sheets vary based on the fax's purpose and recipient. For casual faxes to colleagues, simplicity is key. Our blank template offers all essential info without unnecessary complexity. ‍ For professional contacts or confidential messages, appearance matters more. Our detailed templates convey importance and confidentiality clearly. Choose from our free fax cover sheets to ensure your messages are professional and secure.

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Office Technology | Templates

3 Fax Cover Sheet Templates for Small Businesses (+ Free Download)

Published February 20, 2024

Published Feb 20, 2024

REVIEWED BY: Corey McCraw

WRITTEN BY: Silvana Peters

This article is part of a larger series on VoIP .

1. Standard Fax Cover Sheet Template

2. hipaa-compliant fax cover sheet template, 3. sensitive information fax cover sheet template.

• How to Customize & Use Fax Cover Sheet Templates

Why You Need a Fax Cover Sheet

Top cover sheet template design services, frequently asked questions (faqs), bottom line.

A fax cover sheet protects the attached documents and provides more details about their contents or purpose. Fax cover letters are used in personal and business settings where faxes are still commonly used. It often contains critical information about the communication, such as the date, time, number of pages, and a short description or message. Our team created downloadable fax cover sheet templates to provide you with a professional and concise format.

Get inspiration and use our three free fax cover sheet templates to introduce the fax documents you’re sending and ensure your files reach the right person.

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All Fax Cover Sheet Templates

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💡 Quick Tip:

Take advantage of business phone systems that offer fax cover sheet templates to save time from making your own. RingCentral is a VoIP platform that offers various fax cover sheet themes for different occasions.

Visit RingCentral

Fax cover sheets come in various themes and file types, but the most popular fax cover sheet example includes the standard template for speeding up communications, the Health Insurance Portability and Accountability Act (HIPAA)-compliant template for protecting patients’ privacy, and the sensitive information template for other highly confidential documents.

Fax cover sheets are particularly useful for businesses with shared fax machines or when the recipient isn’t expecting a faxed document. Download these printable fax cover sheet templates below and customize them according to your needs. We have also compiled a list of platforms that offer personalized cover sheet designs to help you get started.

The standard fax cover sheet template is perfect for sending faxes quickly and without fuss. It makes the subject and message the highlight of your cover sheet, prioritizing the contents of your fax and ensuring it gets to the right end destination. There’s enough space in this template for you to provide an overview of the vital information about the fax.

Download the standard fax cover sheet sample. Fill out the fields electronically or by hand. Print the cover sheet and make it the first page of your manually faxed document, or save it as the first page of your electronic document and fax it virtually.

Standard Fax Cover Sheet Template

To safeguard patients’ electronic protected health information (ePHI), faxes also require compliance with HIPAA. Our HIPAA-compliant fax cover sheet example is designed to protect information from accidentally being disclosed to unauthorized individuals, which would be a HIPAA violation.

If the fax is sent in error to an unauthorized third party, the cover sheet helps protect the information by preventing the accidental disclosure of the faxed document. Thanks to the information included on the HIPAA-compliant fax cover sheet, an unauthorized recipient will let the sender know they received the document in error without needing to read the rest of the content in the faxed document.

HIPAA-compliant fax cover sheets must include a disclaimer explaining that the fax’s content has ePHI. Senders must also explain to the recipient what steps to take to ensure the patient’s information remains confidential if the fax was received in error. We have included an example of the disclaimer needed at the base of our HIPAA-compliant sample fax cover sheet template.

HIPAA-compliant Fax Cover Sheet Template

In some ways, the sensitive information fax cover sheet template is similar to the HIPAA-compliant variation. Both fax cover sheets:

• Clearly label that the information within the fax is confidential
• Include a disclaimer that provides information on what to do with the fax if it is sent to an unintended recipient

The main difference between the two fax cover sheet examples is that the sensitive information cover sheet will likely not be used as a printable fax cover sheet for documents containing ePHI. Instead, it will contain business information you want to keep confidential. These include undisclosed partnerships, unannounced new product lines, confidential information about an employee or job candidate, or other information you don’t want to fall into the wrong hands.

Sensitive Information Fax Cover Sheet Template

How to Customize & Use Fax Cover Sheet Templates

Fax cover sheets cater to various business needs and occasions. Keep it simple by adding a space for the subject line and message, or customize it by downloading a free template to add your company name and logo. You can download and adjust any of these printable fax cover sheet templates for use when each is most appropriate.

Once downloaded, customize the MS Word template in Word, Google Docs, or other word processors. From the template, insert details such as your company logo and contact info for your business. Adding your logo helps recipients quickly recognize your business.

Here are the detailed instructions on how to go about the customizations:

For Google Docs

Download our template and open it in Google Docs. Since you are using a customizable template, you can replace our Fit Small Business logo using the right-click command “Replace Image.” Select the logo file in PNG, JPG, or GIF formats. Change the template’s name by clicking the file name at the top of the tab to save it for future use.

For Microsoft Word

Download our template, and from Word, select the area of the image where you want your logo or information to appear. Select the “Insert” tab at the top of the screen. In the submenu, look for “Picture,” and select the logo file you need in PNG, JPG, or GIF format. Once you’re done, click “Save as” from the drop-down menu and save the document to your device for future use.

There are several reasons to use our fax cover sheet examples, including providing essential information, relaying specific instructions, and keeping contents protected or private. Some fax cover sheets also include a space for senders and receivers to sign and a space for your branding, enhancing your credibility. While fax cover sheets are not required, here are some reasons to use a fax cover sheet template:

• Data privacy and protection: Using a cover page protects sensitive information and ensures confidentiality. For example, sending PHI via fax minimizes the possibility of other unintended recipients reading private details.
• Identification and organization: Use a cover sheet to identify the sender and recipient of the fax, making it easier for receivers to determine the purpose, respond to the communication, or take appropriate action.
• Special instructions or comments: Senders can highlight additional information by including details in the fax cover sheet. For example, by indicating the items for immediate attention, desired response time, and specific handling instructions, you ensure that recipients understand the needed requirements or actions.
• Branding and credibility: Showcase your professionalism as a business by including your company’s logo, tagline, or personalized message on each fax cover sheet. This allows you to reinforce your brand identity and improve your company’s reputation.

Try a template design service or software if these printable, free fax cover sheet examples don’t satisfy your business needs. You can find plenty of affordable solutions that make creating a unique fax cover sheet sample that checks all your boxes easy. Below are a few of our top recommendations:

• RingCentral Fax
• Nextiva Fax

RingCentral is a business phone system that offers online fax functionality. Its base plan starts at $27.99, and users gain access to unlimited internet fax services when they subscribe to its Advanced plan (starting at $35 per user, monthly). Most online faxing services like RingCentral allow users to pick a cover sheet for their faxes with themes such as Ancient, Birthday, Classic, Confidential, and Urgent.

Like RingCentral, Nextiva is a business communications provider with a virtual faxing service that allows users to send and receive online faxes through their computer or mobile device. It offers different customizable options to optimize and personalize users’ faxing experience and allows you to manage cover page details. Unlimited internet fax is offered at its entry-level plan at $30.95 per user, per month.

Visit Nextiva

If you’re looking for design services for your fax cover sheet, you should consider VistaPrint. It’s an online design and printing service known for its affordable prices and fast turnaround. While it is primarily known for printing business cards, it also provides design services for fax cover sheets. It has a wide selection of templates and offers a variety of unique materials. Sign up for its 30-day free trial and upgrade to a premium membership priced at $74.99 annually.

Visit VistaPrint

A designer will be your best option if you have specific design and format requests that require a professional’s expertise. Fiverr professionals’ prices vary—you could find one for as little as $5 or as much as $200. You often get what you pay for, so review each designer’s portfolio and offerings to find the right one for your business.

Visit Fiverr

Choosing a Virtual Fax Provider

If you or your company are looking for a virtual fax service provider and upgrading your communication stack with fax services, here are some points to consider when making your decision:

• Simple, easy-to-use interface: Choose a vendor that offers an intuitive interface so you and your team can quickly figure out how to use the solution.
• Reasonable pricing: A provider with flexible, low-cost pricing allows businesses to respond quickly to market conditions, offer competitive pricing to customers, and better optimize revenue.
• Unlimited cloud storage: Use unlimited cloud storage to send documents digitally, save money on printing, and reduce waste. Limitless digital storage also helps businesses archive and access information quickly.
• Responsive customer service: Choose a solution that can immediately react and satisfy your technical needs, ensuring you can support your clients and remain operational.
• Strict security and privacy protocols: Review a solution’s security and privacy features to ensure your data is safe and secure.
• Robust app integrations: Choose an online fax service with robust integrations and access additional tools and capabilities, such as signature caption and automatic document routing.

Send and receive faxes using the World Wide Web and your mobile devices. (Source: RingCentral )

Consider using a virtual fax provider instead of investing in a physical fax machine. RingCentral’s voice-over-internet-protocol (VoIP) functionality lets you send a fax from a desktop, mobile, or web browser. Here’s what else you can do with RingCentral’s virtual faxing services:

• Add cover pages
• Schedule fax messages
• Check your fax inbox
• Fax directly to email addresses
• Receive fax alerts
• Scan documents with your mobile device

Can a fax cover sheet be handwritten?

Yes, you can handwrite a fax cover sheet. After downloading the free fax cover sheet templates in this article, you can print them out and manually write the details, depending on your preference. If your team sends faxes frequently, in addition to sharing fax cover sheet templates, we recommend printing multiple copies to make them available to team members.

Which business phone systems provide faxing services?

The best business phone systems include faxing among their VoIP phone features . Aside from RingCentral and Nextiva, providers like Grasshopper, Ooma, and 8×8 have online faxing functionality. Providers often allow fax cover sheet customization so that businesses can stand out. Customized faxing is a great marketing strategy to reinforce your company’s branding and establish credibility.

Can I send a fax cover sheet for international faxes?

Yes, you can use fax cover sheets when sending international faxes. Provide essential information on the cover page, such as the sender’s and recipient’s contact details, the subject, and any additional instructions.

Are there any specific formatting guidelines for a fax cover sheet?

No, there are no strict domestic or international guidelines for fax cover sheets. In terms of best practices, try to keep the content simple, straightforward, and professional. Minimize distractions and opt for standard fonts and spacing, ensuring the information is easily read. Avoid using bright and excessive colors or graphics because this can cause issues with fax transmission due to machine incompatibility.

While faxing isn’t the most popular form of modern-day communication, it still holds an important place in physical documentation. Fax cover sheets aren’t required, but they improve your faxes’ chances of arriving at the right person and prevent potential HIPAA violations.

Use our free customizable fax cover sheet examples to add protection and professionalism to your fax communications. It takes just minutes to download and customize a template for your business.

About the Author

Find Silvana On LinkedIn

Silvana Peters

Silvana is an office technology writer at Fit Small Business, focusing on unified communications, virtual phone systems, and voice-over-internet protocol. She’s passionate about giving small business owners the information they need to succeed. Silvana’s been engaged by various businesses and organizations to produce technical reports and content ranging from current events, business, technology, lifestyle, and development.

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Fax cover sheet template: How to make downloadable and printable fax cover sheets.

You should always send a cover sheet before a fax, but it takes time to create a new one for each, especially if you send many. It’s a good idea to create a printable fax cover sheet template that you can easily customize, saving you time creating from scratch.

Here are a few tips to help you create your new cover sheet template and a free downloadable template to get you started.

Information to include in your printable fax cover sheet template.

You never know who might grab your fax off the printer unless you send it to a private fax machine. To make sure your fax goes to the right recipient, it’s important to include at least the following information on your fax cover sheet template:

• Your company name with logo
• Your name and contact information
• Date and time of when you sent the fax
• Total number of faxed pages
• Intended recipient’s name and contact information
• Confidentiality notice (if applicable)
• Description or summary of content
• Any relevant notes

As you build your template, be sure to leave spaces for each piece of content. That way, you can quickly fill out the sheet whenever you need to send a fax, making the faxing process much more efficient.

How to make a fax cover sheet template.

Your fax cover sheet template doesn’t have to be fancy. In fact, it shouldn’t be. These sheets are meant to be printed by a fax machine, so it’s best to avoid too many colors or design elements. The easier it is to print and read, the better.

Start by opening a new document and add your personal and business contact information at the top. This information will stay the same between faxes. Under your contact information, add a two-column table with as many rows as you have lines of information. If you follow the bullet points above, you’ll need six rows — since you already added your contact info.

In the left column, add the descriptors. For example, one column will say “Date and time,” the next will have “Total number of pages,” and so on. Leave the right column blank. This will be what you fill in before sending a new fax.

You can also download a fax cover sheet template for free online. Simply choose your favorite, download the PDF file, and customize it to fit your needs. You can edit PDFs online or convert a PDF to Word for even more control over the document layout.

Whenever you have your template the way you like, save it as a PDF to maintain your formatting. You can save your document as a PDF or convert Word to PDF online directly from your browser.

Frequently asked questions.

Is a fax cover sheet necessary.

Yes, a fax cover sheet is necessary whenever you send a fax. You never know who might get the fax off the printer, and the cover sheet ensures the document makes it to the correct recipient.

Can I handwrite a fax cover sheet?

Yes, you can handwrite a fax cover sheet. However, it’s always best to type it out. Typing is better for legibility and printing.

Where can I download a printable fax cover sheet template for free?

There are several free downloadable fax cover sheet templates available from Adobe Acrobat.

Keep exploring

Content as a Service - acrobat-hub - Wednesday, October 4, 2023 at 08:45

101 Letterhead Templates

Fax Cover Sheet

Free printable fax templates.

Choose a fax cover letter template from the selection below. There are a few different designs available. They can also be customized with your own details and/or company logo.

Replace the dummy text on the sample fax cover sheet with your own text. Upload a logo or image if you want.

Download the fax cover sheet in PDF format or as an image (png). You can also create a new fax cover letter for each fax that you send if you want to type the recipient’s name and details. Just bookmark the page so that you can open it when you need to create a custom fax cover.

If you are looking for something specific that you didn’t find here then please leave a comment below and we will try and create it for you.

Choose a Fax Cover Letter Template

Why do you need a fax cover sheet?

The fax cover lets you know who the fax is from and how many pages you should have received in order to ensure that all pages were received.

When you include your company name and logo it also looks more professional.

If you want to type the message then just click on “add text” and you can add additional text.

You can also upload images if you want to add an image.

Fax Cover Sheet PDF

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Free Fax Cover Sheet Template

Offices typically create a custom blank fax cover sheet and then print multiple copies to place by the fax machine. Because of this, we've designed our fax cover sheets with plenty of room for writing quick messages.

Printable Blank Fax Cover Sheet

The two PDF files below are similar except that the second one includes a place to write the company name. Note that in both it is clear that the # of pages includes the cover sheet as page 1. You can also download these for Microsoft Word.

Basic Fax Cover Sheet (.pdf)

Download for Word 2007+ (.docx)

Company Fax Cover Sheet (.pdf)

Fax Cover Sheet Template

Other versions.

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet" - by Jon Wittwer

Description

This free Fax Cover Sheet template for Excel provides a professional and concise format that you can use to create your own personal or company cover sheet.

Many offices choose to place multiple copies of a blank cover sheet right by the fax machine, so we've designed this template to have plenty of space to fill in the information by hand.

More Free Fax Cover Sheets

• Fax Covers by Microsoft - templates.office.com - A few free fax templates available from Microsoft's template gallery.
• Collection of Fax Cover Sheets - myfax.com - A very large collection of free fax cover sheets that you can browse and download for Microsoft Word. Many different styles and designs.

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Create a fax cover sheet in Word for the web

It's quick and easy to make a fax cover sheet like this while you're online.

Choose one of our fax templates , and open it in Word for the web to make it yours.

To print the fax cover sheet, press Ctrl+P, and wait for the Print dialog.

Note:  If you don't see a Print dialog box, click the link for opening a PDF version of your fax cover sheet. From there, use the PDF program's Print command.

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• Free Fax Cover Letter Template Examples (PDF, Word)

by faxcoversheet | Aug 28, 2023 | Blank | 0 comments

Fax cover letter comes in handy when it comes to sending important documents securely. Fax is still used as a mode of communication even though there are plenty of communication modes available.

If you have important or confidential documents to send for work, school, or personal matter then do check out the fax cover letter templates here and download a suitable one for your use.

There is a section on a cover sheet where messages, comments, or other important information can be added. Faxing is a part of government offices, medical sector, professional sector, and academic sector.

A fax cover letter is the very first thing that the recipient would see. The contact information of both sender & receiver, fax number, fax subject, etc is written on a cover letter.

Fax Cover Letter PDF Example

If you are wondering what’s written on a cover letter then please note that the date, number of fax pages, name & address of recipient, fax number, fax subject, a short messages is usually covered on a cover letter. For a business fax cover sheet, there is a section to include the name & logo of a company for branding purposes.

Download PDF

Free Fax Cover Letter Template Word

Check out the editable fax cover sheet template below. You can download this letter in .doc word format. You can make the necessary changes as per your work need or requirement.

Download Word

Blank Fax Cover Letter Sample

A blank fax cover page has empty fields where information can be added by a sender. The sample of blank fax cover sheet is shared below.

How to Make a Fax Cover Sheet

Making a fax cover sheet is no rocket science, you need to have a basic knowledge of using MS Word to create a fax cover sheet. Creating a cover letter from scratch may consume some time and efforts. In order to save the time & efforts of our users, here we have shared free fax cover sheet samples and examples, download or print any of the cover sheet from here and use it for your work requirement.

Many people wonders why faxing is still relevant? Faxing is one of the oldest and secure mode of communication specially when it comes to send confidential information.

You can see the use of fax machines in government offices, medical offices, and many companies as well. If you are a part of the organization or business where faxing is done then make sure to know about the cover sheet or letter, how to make it, how to properly fill it, and what’s the purpose of using it.

Free fax cover pages are shared on this page that can be used for both personal and professional work. For business or professional work, make sure to add logo and name of a company, use the formal font & design only. For personal work, you can choose to add whatever font or design you like. A variety of cover letters are available here, download any of the template, and print as many copies as you want.

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