how to write cover letter for fax

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• Fax Cover Sheets

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How to Write a Fax Cover Letter

A fax cover letter or fax cover sheet is a must to protect sensitive documents from accidental disclosure. Without it, you risk exposing confidential information, especially if you regularly send faxes to healthcare, legal, and financial institutions.

Depending on the severity of the situation, you may face severe consequences, such as paying hefty fines for noncompliance. You also risk losing your client’s trust, which could negatively affect your sales and business reputation.

Luckily, learning how to write a fax cover letter is relatively easy. Here’s what you need to do.

What to put on a fax cover sheet?

A fax cover sheet typically includes the recipient’s name and fax number, the sender’s name and fax number, the number of pages being sent, and a brief message or subject line. It may also include the date, the fax machine’s phone number, and any additional information or instructions.

Table of Contents

Is a Fax Cover Letter Necessary?

• What Should a Cover Sheet Include?

Fax Cover Letter Example

Yes, including a fax cover letter is essential. For one thing, it tells your recipient who you are and your purpose for faxing. If your fax contains confidential information, the person who receives it can forward the document to the correct recipient using the information provided in the cover sheet.

Besides, you can’t always guarantee a successful transmission. What if you entered the wrong fax number? The office you’re trying to send your fax probably has a shared fax machine, so there’s a possibility that your document could fall into the wrong hands.

There’s no telling when things could go wrong, so including a cover letter can help secure your faxes . It also helps your business stay compliant, especially if there are privacy and confidentiality standards like HIPAA , GDPR, GLBA, and UETA that you need to uphold.

What Should a Fax Cover Sheet Include?

The first step in writing a fax cover letter is knowing what information to include. Make sure it contains the following:

Sender’s name and contact information

This section should include your name, office address, fax number, email, and mobile number. Displaying these details on the cover sheet will make it easier for recipients to contact you. An excellent example would be when you are broadcasting promotional messages. You can have recipients send their replies via email or a toll-free fax number .

Sender’s company name and logo

For business fax cover letters, it’s a must to include your company name and logo. Even if your fax might be treated as spam, your recipients can tell at first glance whether the fax comes from a trusted and reliable source. They simply need to see the cover letter logo.

Date and time of fax transmission

This is crucial if you’re sending faxes with time-sensitive information. You can refer to the time and date shown on the cover sheet to verify the validity of a transaction. It also serves as proof in case there’s a need to confirm the document’s authenticity or double-check whether the fax has been successfully delivered.

Total number of faxed pages

Displaying this information can help recipients verify whether there are missing pages. When showing the total number of pages, you should always include the fax cover sheet in the count. For example, the total page count should be six when faxing a five-page membership form.

Recipient’s name and contact information

Including this information is a must whether you are faxing documents to single or multiple recipients. This way, the person or department can quickly identify the document’s addressee. If you cannot provide a specific name, you can indicate your recipient’s job position or title. For example, you can address your fax to the head of marketing or external relations officer.

Confidentiality notice

A confidentiality or privacy notice is necessary to warn recipients about the prohibited use of confidential information. You must include this notice every time you fax a document that contains private information, like a laboratory request or financial report. You can also include a notice asking the recipient to destroy the document copy in case they receive it by mistake.

Summary or description

When applicable, you can also write a summary or overview of your fax message. This way, your recipient will have a general idea of what your fax message is about. You can also include a list of all the documents attached.

Relevant notes

Adding relevant notes can help identify whether your fax message requires urgent attention. It can be as simple as a checklist displaying the actions that you’d like your recipient to do. Here are a few examples of the options you can include in your relevant notes:

• Please reply
• Please comment
• Please review

As long as you keep these pointers in mind, you’ll learn how to write a fax cover sheet or letter in no time.

Below is a fax cover letter sample that you can use as a reference.

No time to write a personalized fax cover letter ? There are professionally designed fax cover sheet templates that you can customize to suit your needs and preferences. With templates, you can spend less time writing and more time faxing.

Effortlessly Create Fax Cover Letters With iFax

With iFax , you can save yourself from the hassle of creating fax cover letters from scratch. All you need to do is send a fax, then choose a cover page from the menu. You may also customize it to suit your needs and preferences.

To add a cover letter to your fax, you simply need to:

• Log in to your iFax web dashboard.
• Click New Fax > Compose Fax.
• Select a cover letter by scrolling through the menu.
• Remember to add the receiver’s information, sender’s information, privacy notice, and relevant notes.
• To add your company logo, click the three dots icon at the top-right of the compose window. Select Add Logo, then upload your logo. Click Save.
• Add the documents you want to fax and click Send.

Try it yourself and see how easy it is to fax with professionally designed fax cover letters.

Create an account for free or request a demo .

Kent is a content strategist currently specializing in HIPAA-compliant online fax. Her expertise in this field allows her to provide valuable insights to clients seeking a secure and efficient online fax solution.

HIPAA-compliant and lightning-fast.

Learn how to fax multiple pages without frustration with our practical tips and tricks.

If you want an easy yet secure way to fax Word documents online, check out this comprehensive guide.

In this post, you will learn how the "forward fax to email" function works and take advantage of the benefits…

Fax Cover Letter

Fax cover letter template.

Author : Brent Weight and Jon Wittwer

License : Limited Use

Fax Cover Letter vs. Fax Cover Sheet

There is a difference between a fax cover letter and a fax cover sheet . The cover letter is a more personal detailed informative page whereas the cover sheet is less personal and usually includes much less information. A cover letter usually is sent along with resumes and other business reports to non-familiar entities. A cover sheet usually accompanies a document where the correspondents are somewhat familiar with each other. For a cover sheet, you can download our Fax Cover Sheet Template .

Tips for Fax Cover Letters

• Keep it simple. Too much information will quickly throw off your recipient and make them less likely to care about what's in the rest of your fax.
• Keep it neat and clean. Your fax cover letter is a representation of what your recipient will see in the rest of your transmission. Use clean and concise language. Just because you understand a word does not mean the recipient will, so avoid using slang terms and technical jargon.
• Give as much information as necessary to keep the recipient wanting to read through the rest of the fax. If you give them too much information, the recipient will think they have read enough to get the gist of it.
• Pay attention to the recipient's business hours. Some businesses may be open until 8 or 9 but they only want to get faxes between the hours of 8 to 6. If received later, the information may be marked as received the following business day.
• Long letters are less likely to be read, so keep your fax cover to one page.
• Make sure a fax cover letter is marked as CONFIDENTIAL if the accompanying documents are confidential.

Sample Fax Cover Letters

Example 1 - fax containing documents to sign.

The ABC Barn 123 S. 1000 E. Ste. 1 Business Town, Business State 12345 (123) 456-7890 www.abcbarn.com

TO: C.E.O. Gary Fischer (987) 654-3210

FROM: C.E.O Sarah Tobler (123) 456-7890

DATE: 1/1/15 Pages: 5 (Including cover letter)

The following pages contain the summary of our plans to incorporate your recently acquired company into our business circle and will outline what we plan to do with everyone that worked for you. Also included is a copy of the purchase agreement that we have both signed as part of this merge.

I am sending this fax to you so that you and I both have a copy of the plans and an extra copy of the purchase agreement and I would appreciate it if you could send me back a signed copy so that I know that you received my fax and that you are ok to proceed with our company's plans.

Example 2 - Fax Cover Letter for Submitting a Resume

James Henry III 1 Fiji Way Your Town, Your State 98765 568 974-2013 www.myresume.com

TO: Taco Tower H.R. (987) 654-3210

FROM: James Henry III (123) 456-7890

DATE: 1/1/15 Pages: 3 (Not including cover page)

This fax contains my Resume and the accompanying cover letter for the position as Assistant Manager at your 2398 Kings Way location.

I am sending this fax in response to the ad I found on craigslist advertising for the Assistant Manager position and, once you read the contents of this fax, you will see that with my background I am extremely qualified for the job and I hope to hear back from you soon.

References and Resources

• Microsoft Template Gallery - templates.office.com - Includes a few Fax Cover templates.
• The Scanner-Friendly Resume - www.njit.edu - Provides tips for making a resume that can be easily and correctly read by a scanner.
• Choosing an Online Fax Service - labnol.org - This article can help you figure out what to do when you need to send a fax without access to a fax machine.
• How to Make a Simple Cover Letter - yourbusiness.azcentral.com - A step-by-step guide to making a fax cover letter using different computer programs.

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How to fill out a fax cover sheet

Keith Rabkin Chief Revenue Officer for PandaDoc

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Companies sending and receiving documents containing sensitive data must include a cover sheet.

This addition makes your documents more professional and acts as a stamp of approval.

Similarly, you need a cover sheet when sending your resume in order to make sure your file doesn’t get lost in a pile of paperwork.

You can find templates online, after which you can model your own — or you can create one from scratch.

In this article, we will show you how to fill out fax cover sheets. But first, let’s find out more about them.

What is a fax cover sheet?

A fax cover sheet is a document used to identify the sender and recipient of the document for easy classification.

It also outlines the purpose of faxing professional documents.

Standard cover sheets contain header information like address, phone number, fax number , and number of pages.

It also secures your data from unauthorized access, especially when the recipient has to share a fax machine with others.

Knowing what to write on a fax cover sheet will help you label and direct the contents of the transmission to the right person.

A standard cover sheet should precede your resume when looking for a job. It can make a real difference when, after writing or updating your CV , it’s time to start sending it out.

Before you fax your documents, you need to understand how to address a fax using a “mock” cover sheet.

You can find templates online to practice on.

Types of fax cover sheets

You need a proper fax cover sheet template for generic purposes. But here are some of the templates available:

• Blank cover pages: It has a clear-cut layout to carry information visible to the recipient. Blank cover sheets are downloadable in PDF, PSD, and Word formats.
• Business cover pages: This page is an official cover page that summarizes essential details about a business deal, contract, or proposal. What should be on a fax cover sheet differs by industry and purpose.
• Confidential pages : This works best when sending a fax containing highly sensitive data . It acts as a “for your eyes only” label to keep unauthorized and prying eyes away.
• Professional cover pages: This page lets you add your company’s name, logo, and website address. It gives your business a professional look and helps create awareness for your brand.
• Resume covers: This introductory page directs your resume to the appropriate recipients, such as hiring managers. HR teams can use it as a reference for future correspondence.

What goes on a fax cover sheet?

At the very least, a solid fax cover sheet template should include a summary of essential details contained within the fax.

This section describes what goes on a cover page. They include:

• Sender’s and receiver’s contact info — name, company, email address, phone number, and location.
• The number of pages to help the recipient know how many fax pages you are sending.
• The purpose of sending the documents.
• Relevant notes to convey additional information such as “Urgent” or “For review.”

How to fill out and send a fax cover sheet

Filling out a cover sheet can be a breeze if you are able to find a template first.

After getting a suitable template , you must determine what to put on a fax cover sheet. Here are the steps to follow:

1. Provide all personal details

Add all your details to the page, including your first name, last name, and phone number.

You should also write down your recipient’s details on the same sheet.

You can also include signatures, stamps, or other unique identifiers to personalize the page.

2. Add additional details

When sending a document with more than two pages, you need to include the number of pages you are sending on the sheet.

You can also add other short messages and directions for the intended recipient.

Don’t forget to specify the reason for sending the documents in the subject field.

Use short, descriptive labels to convey the information.

For instance, any fax cover sheet with a confidentiality statement will be treated with extra reverence.

3. Select a legible font

Use legible fonts when creating the page to ensure the recipient can read it easily — you can never go wrong with Arial.

Although some people prefer handwritten covers, you don’t have to go through the stress of writing everything by hand.

4. Choose how to send the fax

You can choose between using a fax machine or an online fax service .

If you are using a fax machine, you will send the page as a separate document.

But if you are sending the document using an online service, you can add the page to the PDF or DOC file.

A cover sheet contains relevant information about the sender, recipient, and purpose.

It also ensures a confidentiality notice for faxes until they reach the right hands.

If you send official documents regularly, you should learn how to make a cover page for faxes.

It makes your transmissions more professional and encourages your recipient to contact you when necessary.

You can also use online faxing solutions to simplify the process of creating, editing, and sending.

PandDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

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Home » 7 Best Fax Cover Letter Samples [Free]

7 Best Fax Cover Letter Samples [Free]

Want to write a Fax cover Letter When sending a fax, it is always best to include a cover letters. This helps the recipient to understand what the fax is about, and who it is from. It also helps to ensure that the fax is received and reviewed in a timely manner. There are many different ways to write a fax cover letters, but there are some essential elements that should always be included.

The first element is the sender’s information. This should include the sender’s name, address, and phone number. The second element is the recipient’s information. This should include the recipient’s name, address, and fax number. The third element is the date. The fourth element is a short description of the document or documents being sent. The fifth element is any additional information that might be helpful to the recipient, such as “urgent” or “confidential”.

By including all of these elements, you can be sure that your fax will be properly received and reviewed. Additionally, using one of the seven best fax cover letter samples below can help you to create a professional and effective fax cover letter.

Table of Contents

How To Write a Fax Cover Letter

A fax cover letter is an important part of sending a fax. It is a sheet that gives the recipient of the fax important information about who is sending the fax and what it is for. A fax cover letters also serve as a way to introduce the sender and can help to build rapport between the sender and recipient. There are many different types of fax cover letters, but there are 7 that stand out as the best.

The first type of fax cover letter is the standard cover letter. This type of cover letter is perfect for when you need to send basic, no-frills fax. It includes all of the essential information, such as the sender’s name and contact information, the date, and the recipient’s name and contact information.

The second type of letter is the customized fax cover letter. This type of letter allows you to include more personal information about yourself and your company. It can also use to include a logo or other branding elements.

The third type of letter is the short fax cover letter. This type of letter is perfect for when you need to send short fax – one that is less than one page in length. It includes all of the same essential information as a standard letter, but it takes up less space.

The fourth type of fax cover letter is the long fax cover letter. This type of fax cover letter is perfect for when you need to send long fax – one that is more than one page in length. It includes all of the same essential information as a standard fax cover letter, but it allows you to include more detailed information about yourself and your company.

Related: How To Write a Cover Letter (And Get Hired in 2022!)

Fax Cover Letter

To Whom It May Concern,

I am sending you this fax in regards to (insert issue here). I have enclosed (type of document) for your review. If you have any questions, please do not hesitate to contact me at (insert contact information here).

Thank you for your time,

Related: Finance Cover Letter: 07 Samples & Examples ideas

Fax Cover Sheet Example

I am sending a fax to ____________ (name/department) at ___________ (company name). The document is _____ pages long, including this cover sheet. Please let me know if you have any questions or problems receiving the fax.

Contact Information (phone number

Related: Administrative Assistant Cover Letter: 15 Examples & Templates Included

Fax Cover Sheet Printable

Please find attached a printable fax cover sheet. This can use for sending important information or documents quickly and easily.

(Your name)

Related: 7+ Best Art Director Cover Letter Examples

Fax Cover Letter Template

I am sending you this fax in regards to (name of issue). This is a very important matter that needs to address as soon as possible. I have included all of the relevant documentation and information regarding this issue in this fax.

Please review the information and get back to me at your earliest convenience. Thank you for your time and attention to this matter.

(Your contact information)

Related: 9+ Best Mechanic Cover Letter Samples & Templates

Generic Fax Cover Sheet

I am sending you this fax in regards to ___________________________. Enclosed, you will find ____________________________. If you have any questions, please do not hesitate to contact me at _____________________.

Your name here

Related: Generic Cover Letter: 09 Samples & Examples

5 Things to Include In a Fax Cover Letter

• The fax cover letters should include the name and address of the sender, as well as the name and address of the recipient.
• The fax cover letters should also include the date on which the fax will be sent.
• The fax cover letters should briefly describe the contents of the fax.
• The fax cover letters should indicate whether or not the recipient is expected to reply to the faxs.
• Finally, the fax cover letters should include a daytime telephone number in case the recipient needs to contact the sender. By following these simple guidelines, you can be sure that your fax will be received and understood by its intended recipient.

Related: What is Cover Letter? Complete Guide To Get any Job.

The best way to get started with fax cover letters is to find some samples online. There are plenty of sites that offer free fax cover letter templates, and you can easily find one that suits your needs. Once you have found a template, simply fill in your contact information and message. Be sure to include your name, address, and phone number so that the recipient can easily get in touch with you. You may also want to include a brief message about why you are sending the fax.

For example, you might say that you are sending a resume or application for a job. Keep your message clear and concise, and be sure to proofread it before sending it. With a little bit of effort, you can easily create professional fax cover letters that will help to improve your chances of getting your application noticed.

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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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• 📠 Guide: Fax Cover Sheet (with template)

Guide: Fax Cover Sheet (with template)

Fax cover sheet template.

Faxes are used worldwide for many purposes to send fax messages or submit paperwork. Regardless of why you are faxing, you need to include a fax cover sheet, so your fax message gets to the intended recipient. To make things easy, we have created a fax cover sheet template, so all you have to do is print it, fill it out, and fax away.

A good fax template makes it easy to assemble your actual fax message, the fax cover page, fax sheet and accompanying documents, and then all that is left if the fax transmission itself.

What is a Fax Transmission?

A fax message works by the sender feeding a document into a fax machine which scans the content and digitizes it. The data is then sent through phone lines and received on the other end by another fax machine. The receiving machine interprets the data and prints a duplicate copy of the original. Fax technology really is quite miraculous when you think about it.

Quick Fax Machine History

The fax machine was invented by Scottish mechanic and inventor Alexander Bain in 1843. He designed his fax machine using the technology from a telegraph machine. His rudimentary version evolved over time, and by the 1980s, faxing became the most popular way to transmit data. High-end models could save and store the last few faxes. Therefore, if you got a paper jam while your fax message was printing, you could re-print it easily.

With email, scanning, and texting, however, faxing has morphed into a virtual process using wireless technology and moving away from phone lines. The original fax message process is much more secure, however, and cannot be hacked, whereas email, texting, and sending fax messages over the internet can be. Either way, you still need a cover sheet template.

Fax Cover Sheet Basics

When thinking about sending a fax message using a fax cover sheet template, you may be wondering:

How do I make a fax cover sheet?

What should a fax cover sheet include?

Where can I get a fax cover sheet?

Do all faxes need a cover sheet?

Should I include a blank page in my cover sheet?

Does the number of pages include the fax cover sheet?

Rest assured, we will answer all of these questions about fax cover sheet templates and more. We have even provided a couple of examples for you to use for free.

Although your fax message does not require a fax cover sheet, it is important to include one. You need to make sure whoever receives the fax routes it to the intended party, and they know who the sender is. The fax cover sheet template does all of this for you.

You can easily create your own fax cover sheet using Word. Microsoft Word includes a bunch of fax cover sheet templates in their collection. You can also create one from scratch or use our free fax cover sheet template and customize it for your own use.

What is Included on a Fax Cover Sheet?

The next big question is what information needs to be included in your fax cover sheet. As the very least you should have:

From: (your name).

Fax: (your fax number).

Phone: (your phone number).

To: (the company or person who is receiving the fax message).

Attn: (the specific person who needs to get the fax).

Fax: (their fax number).

Phone: (their phone number).

Date: (the date you are sending the fax message).

Re: (in regard to, or what the fax message is referencing).

Pages: (number of pages including the fax cover sheet).

Subject/Message: (a note or message to go with the fax explaining the material - think of this section as your fax cover letter).

The top portion of your fax cover sheet should include information about who the fax message is going to and then who the fax is from. You should also include the total number of pages, so the person on the other end knows they received the entire fax and all pages. You should also include a note to explain the fax message and add any additional details necessary to get your message across.

Always place your fax cover sheet template as the first page of a fax so the recipient sees it on top. Do not include any blank pages. Think of your fax cover sheet as a cover letter. You should always use a fax cover sheet when sending fax messages. Not only is it proper protocol, but it also helps your message get to the right person.

Where Can I Get a Fax Cover Sheet Template?

There are many sources online where you can get free downloadable fax cover sheet templates. We have provided two printable fax cover sheet templates in PDF form to make your life easier. It is important to use a fax cover sheet template whenever sending a fax message. You shouldn’t have any trouble locating a fax cover page to use that suits your needs.

What Does a Fax Cover Sheet Look Like?

A fax cover sheet can be plain or fancy. Depending on where you download your free fax cover sheet template, it may include different features. It should at least have the information we listed above on it. It makes sense to split the information up in boxes or sections to make the fax cover sheet as easy to understand as possible.

Many companies like to print their fax cover sheet on letterhead, so it includes their logo and any tag lines. It also makes it easier for the recipient of the fax message to know where it came from.

Additionally, you can include check-off boxes for things like:

Please recycle.

For review.

Please respond.

Please comment.

Please reply.

Types of Fax Cover Sheets

Online you can find a fax cover sheet template for just about any purpose. Some popular ones include:

Basic cover sheet - a plain fax template.

Medical fax cover sheet template - this fax cover sheet is used for sending medical information to or from healthcare providers or between doctors.

Professional fax cover sheet - this is a generic fax cover sheet for a business to use in a professional context.

Army fax cover sheet - a specific cover page to be used when faxing with someone in the Army.

Military fax cover sheet - this one is intended to be used for any military personnel with another person in the Armed Forces.

Confidential fax cover sheet - this sheet template tells the recipient that the content is private for their eyes only.

Business fax cover sheet - for business use.

PDF fax cover sheet - a PDF format of a fax cover sheet (may be editable or non-editable).

Printable fax cover sheet - a printable format of a fax cover sheet letter.

Blank fax cover sheet - a very basic fax cover sheet with very little content; it could be a printable cover sheet or not.

Generic fax cover sheet - for generic use.

Sample fax cover sheet - a fax cover sheet that is filled out to show you a sample of how you could use one.

Downloadable fax cover sheets - a link to download fax cover sheets.

Free fax cover sheet - a fax cover sheet that you can use for free without paying any fees.

Fax cover letter - a sample cover letter to use with a fax message.

Free fax cover letter - a free fax cover letter you can copy or use with your own fax message.

Printable fax cover sheet - a fax cover sheet you can print and use.

Fax cover letter template - a template to be used and reused when you fax.

Google Docs fax cover sheet template - a fax cover sheet template either stored in Google Docs or to be used with Gmail.

Our free downloadable fax cover sheet templates should be enough to get you started.

How to Fill out a Fax Cover Sheet Template

A fax cover sheet template and fax cover letter are both very easy to fill out. Using a handy fax cover sheet template, you just fill in the blanks and send it with your fax message. Some tips when filling out a fax cover sheet template are:

Always address your fax cover sheet directly to your intended fax message recipient.

Be sure to date it so they know when it was sent.

Fill in the fields with your contact information, including your name, fax number (in case they need to respond to your fax message), and phone number so they can call you with any questions.

Write a detailed fax cover letter with any notes, additional details or information they need to go with your fax.

Provide a subject, so they know what the documents pertain to.

Make sure you count the number of pages and note it on the fax cover sheet (count the fax cover sheet template as a page also).

Check off any boxes, so your recipient knows to respond, contact you back, or keep the fax confidential.

You can fill out a fax cover sheet template and then also send a fax cover letter separately, but in many cases, they will be combined into a single fax cover.

Modern Ways to Fax Messages

Nowadays you don’t even need a fax machine to send a fax message. There are dozens of fax messaging services built into existing technologies. For example, a mobile device app can scan a letter or many pages and fax them all at once. Did you know you could also send a fax through email?

Can you send a fax from Gmail?

Absolutely. Gmail is just an email service, and like any other, you can fax using Gmail. You will need to obtain an online fax number and use a fax messaging service such as RingCentral.

When filling out the email, instead of an email address, use your recipient’s fax number with an @sign and the service you are using. For example, using RingCentral, you would use something like below:

[email protected] . The phone number of the person you are faxing and then @rcfax.com (the fax messaging service you are using). Verify with your fax messaging company what to use here.

Enter your fax cover letter message in the body of the email and then attach any documents you want in DOC, PDF, JPG, or TXT format. When you hit send, your fax message will be transmitted through your fax messaging service to the number you sent it to.

How can I send a fax via email?

Using the process, we outlined above, you can fax using email the same exact way. Your email client or service may be slightly different, but as long as you use the fax number instead of an email address and use the right fax messaging service suffix (e.g., @rcfax.com), your online fax should be sent correctly. Be sure to use the message part of your email template to create a fax cover letter, so your recipient knows what the fax is about. If you want, you can attach your entire fax, including a fax cover letter in PDF format. Because email is not always secure, you don’t want anyone reading your fax cover letter message.

Scan and Send a Fax Message

Another great way to send faxes now digitally is through a scanning program. Many apps that work on iPhone or Android will scan a document or batches of documents, and from there, you can fax them seamlessly.

In some cases, you might need to sign up with a fax messaging service such as FaxFile. Some services allow you to fax for free (for a limited time), then you can buy credits to fax whenever you need it. You can purchase as much fax time or as little as you want.

Using a cover sheet template, you can type up your actual fax message along with your basic cover sheet in minutes, scan them, and send it.

Sample Fax Cover Sheet Template #1

Below is our sample fax cover sheet template that you can print, download, and use for free. Our free sample fax cover sheet template has all the fields you need to create your cover letter and fax quickly. We have separated the sender and recipient information into two columns and added some color for style. We have included both DOC and PDF formats for you. This professional fax cover sheet was modeled after a Microsoft Word fax sheet template with some changes.

Sample Fax Cover Sheet Template #2

Here is our second sample fax cover sheet template that you can download, print, or use however you like. We have included both an Excel and PDF fax sheet format so you can print the cover page or fill in the fax cover page and print the sheet yourself. Use this blank fax cover sheet as your starting point and go from there. This one is a basic fax cover sheet without a lot of fanfare. You can use it for a single page or many pages. It is versatile enough also to be a printable cover sheet.

Regardless of which fax cover sheet template you use, be sure to fill in all the standard fax cover sheet information, so your fax intended recipient knows who the fax sheet is from and what it is about. A fax cover page is just as crucial as the fax sheet document itself.

Andrew Logemann

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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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How to Write a Fax Cover Sheet

Effectively sending a fax takes more than just transmitting the pages of the actual document. Without also including a fax cover sheet as page one, you expose yourself to a few easily avoidable risks, like disclosing confidential information, creating uncertainty about the intended recipient or document purpose, or simply appearing unprofessional. 

Luckily, it’s easy to create a fax cover sheet and include one with every fax you send. We’ll show you how.

Write Your Fax Cover Sheet in 3 Easy Steps

If you’re going to send a fax, you want to make sure to include a fax cover sheet with every transmission. The cover sheet makes the who, what, and why about your fax crystal clear to the receiver. A fax cover sheet also serves as a layer of protection for confidential or sensitive documents.

Fax cover sheets are easy to create, and it takes just three steps.

• Decide How You Want to Send Your Fax
• Identify All Essential Cover Sheet Information
• Create A Fax Cover Sheet Template

Ready to level up your faxing game? Let’s get to it.

1. Decide How You Want to Send Your Fax

Today, you have options when it comes to faxing documents. The option you choose dictates how you’ll create a fax cover sheet. 

Use a Traditional Fax Machine

Readers of a certain age surely remember fax machines of old. These are standalone units where you manually type in the recipient’s fax machine telephone number on a keypad, then listen to ringing and the random beeps and hums until your call is connected to the recipient’s fax machine. 

If you haven’t had to fax anything since the early 2000s, you might think those old-fashioned fax machines are obsolete. But you’d be wrong. There are many businesses and organizations that still rely on traditional fax machines to send important documents.

Why? Fax machines can be used without any internet connection, you just need a working telephone line. If your internet connection goes down, you can still fax. Plus, with a traditional fax machine, you don’t have to worry about your physical fax being sent to someone’s spam email folder where it is overlooked. 

Likewise, your faxed documents don’t become part of internet traffic. This eliminates the risk of being intercepted during transmission. And you’ll never question whether your fax was successfully sent, since the confirmation page that prints out at the end offers proof of when, where, and to whom your fax was sent. 

So don’t write off using a traditional fax machine. Depending on your business needs, it may be the preferable way to share important documents with third parties.

Subscribe to an Online Fax Services

Of course, there’s a higher-tech solution for faxing, too. With the advent of online fax services, you can leverage the power of your computer or smartphone to share documents with others–no fax machine or dedicated telephone line needed.

Online fax services offer a number of other benefits, too. They keep all your faxes digitally organized in a single location. They also secure your faxes with 256-bit SSL encryption, the most secure protection publicly available, to keep your information protected as it moves through the cloud.

But one of the biggest features is convenience. With an online fax service, you can send and receive faxes from your computer, tablet, mobile device, and even a fax machine. Yes, that’s right–if you do have a traditional fax machine, it can be incorporated into your online fax service, giving you even more flexibility.

Best of all, online fax services include the option to automatically include a fax cover sheet with every fax you send. You set up your preferred cover sheet options once, and the service takes care of it after that. A fax cover sheet is automatically created for you every time you use the service.

If this type of convenience sounds good to you, check out our comparison guide to the best online fax services . Whether you send just a few faxes each month or are a power faxer, there’s a service that’s perfect for you.

2. Include All Essential Cover Sheet Information

As you create your fax cover sheet, keep in mind that its purpose is to make things crystal clear for the recipient. The more information you include, the better the chance of your document getting to the right person right away.

The information you include also depends on the nature of what you’re sending. Private documents, business contracts, and employment agreements are just a few things that demand a specialized fax cover letter noting the confidential nature of the documents. In some cases, like medical records, specific disclaimer language is required by law.

Basic Information to Include on Every Fax Cover Sheet

No matter what you’re sending, at a minimum your fax cover sheet should include the following:

• Sender’s company info : Display this information clearly to make it easier for the recipient to recognize your fax as a legitimate business communication. 
• Sender’s direct contact information : Include a direct dial telephone number or extension for the fax sender, so they can be quickly contacted with questions or issues related to the fax transmission. 
• Recipient’s name and fax number : Note this on the cover sheet so the fax can be easily sent by anyone and quickly delivered to the correct recipient upon arrival.
• Number of total pages : Include the fax cover page in your total page count so the recipient can verify they received all pages.
• Date of transmission : Include the date you sent the fax so the recipient can easily see when you sent it, no matter when they personally receive it.
• Short message : Explain the purpose of the fax and any special instructions, so the recipient knows why they received it and what they need to do next.

Special Requirements for Confidential Fax Cover Sheets

If you’re faxing anything that contains sensitive or confidential information, you’ll want to be sure that it is clearly noted on your fax cover sheet. While such a notice won’t eliminate the possibility that someone other than your intended recipient will view the information, it does provide a warning, which is the best you can do when sending a fax.

In addition to all the basic information listed above, there are two additional things to include when sending private documents. 

The word CONFIDENTIAL should be prominently displayed on the fax cover sheet. Use a large font and capitalize all letters for maximum impact. The point is to make it easily known that the pages that follow are intended only for the named recipient’s eyes.

A confidentiality clause should also be included, usually at the bottom of the page in smaller font. Again, it isn’t going to eliminate the chance that your fax is viewed by someone other than the receiver, but it at least explains the importance of the confidential materials. You can find many examples of confidentiality clauses, like the one in the example below, by doing a basic Google search.

As a general best practice, you can create a single fax cover sheet that includes these confidentiality notations, and then use the same cover sheet no matter what you fax–confidential or not. Here’s an example of what such a multipurpose sheet might look like.

HIPAA-Compliant Fax Cover Sheets

There’s a separate category of faxes that have special legal requirements for their cover sheets. Any time you transmit a patient’s healthcare information via fax, you’re governed by the Health Insurance Portability and Accountability Act of 1996. This set of U.S. laws is more commonly known as HIPAA.

It’s very important to be HIPAA compliant when sending faxed medical records. Violating HIPAA can result in large fines.

While HIPAA laws themselves don’t spell out exactly how to design a compliant fax cover sheet, there are basic elements that must be included. In addition to the bullet list above, a HIPAA-specific disclaimer is required. This can replace or be in addition to the general confidentiality disclaimer discussed above. 

Here’s an example of what a HIPAA-compliant fax cover sheet might look like.

Now that you know what to include on your fax cover sheet, it’s time to create your own. 

3. Create A Fax Cover Sheet Template

Let me help you streamline all your future faxes. The best way to do that is with a template.

A template helps you avoid reinventing the wheel every time you send a fax and saves you cumulative time and effort.

If you choose to use an online fax service, it should provide a template you can customize. The service will walk you through the process to create your fax cover sheet when you sign up for a plan.

But even if you intend to send most of your faxes through the online service, there still might be an occasion when you need to send something manually on a fax machine. For those situations, you’ll still want to have a fax cover sheet available. 

And if you’re not using an online fax service, you’ll need to create a fax cover sheet on your own. So no matter what, it’s a good idea to design and keep a fax cover sheet template on hand.

Using Google Docs, Microsoft Word, or other word processing software is the fastest and easiest way to create a fax cover sheet template that you can use again and again. You can find and modify these templates in the software’s template library or import a template from a third-party source.

We picked Microsoft Word for this example since they have a very robust library of fax cover letter templates. Here’s how to create a personalized fax cover sheet template.

From the Word main menu, select File > New from Template .

In the search bar, type in Fax to display all the available fax cover sheet templates.

Select the template you prefer, then choose Create .

Edit the template to your specifications, then click File > Save as Template .

Name your new template , then click Save . Note: The default location will be Word’s template directory, and the default file extension will be .dotx . Do not change either of these settings.

Your new template should now appear at the top of the screen anytime you visit the Word start screen, as shown below.

And that’s all there is to it. Once you create a new fax cover sheet template, it will be ready to electronically fill in anytime you need it. Alternatively, you can print a few and keep them close to the fax machine for those last-minute transmissions. 

Final Thoughts About Writing a Fax Cover Sheet

Whether you use an online fax service or still rely on your trusty fax machine, a fax cover letter is an essential part of the faxing process. They’re easy to create and should be included with every transmission you send.

Make sure you include key information on your fax cover sheet and that it is the first page of your fax. This way the person on the receiving end knows exactly what and why they’re getting something from you.

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Free Fax Cover Sheet

How To Make a Simple Cover Letter For Fax [Step By Step]

In today’s digital era, the Simple Cover Letter For Fax machine might seem like a relic of the past, overshadowed by the convenience of email and cloud-based document sharing. However, it’s essential to recognize that the fax machine continues to hold its ground in specific industries and scenarios, where security, authenticity, and compliance are paramount.

• How To Send Fax From iPad
• Basic Fax Cover Sheet
• Professional Fax Cover Sheet
• Confidential Fax Cover Sheet
• Personal Fax Cover Sheet
• Google Docs Fax Cover Sheet
• Make a Simple Cover Letter For Fax

Whether you’re navigating the intricacies of healthcare, dealing with legal documentation, or communicating with government agencies, faxing remains a trusted means of transmitting sensitive information.

What makes faxing persist in this digital age? The answer lies in its unique attributes. Faxes provide physical, hardcopy records of document transmissions, offering a level of assurance and permanence that digital methods often lack. Moreover, faxes are considered more secure than email, as they operate on dedicated phone lines, reducing the risk of data breaches.

In these contexts, the fax cover letter emerges as a critical component of the faxing process. It serves as a formal introduction to your transmitted documents, providing essential information about the sender, clarifying the fax’s purpose, and furnishing any specific instructions necessary for the recipient’s understanding.

This guide is your comprehensive resource for mastering the art of crafting a simple yet effective fax cover letter. Whether you’re a seasoned professional or new to the world of faxing, you’ll discover valuable insights to create a fax cover letter that not only conveys professionalism but also enhances the clarity and efficiency of your fax communications.

Fax Cover Letter

In the digital age, where emails, cloud storage, and instant messaging dominate our communication landscape, the fax machine may appear as a relic from a bygone era. However, it’s crucial to acknowledge that in specific industries and situations, faxing remains a steadfast and indispensable method for transmitting documents.

Whether you’re dealing with confidential medical records, legal contracts, or sensitive financial information, the fax machine continues to play a pivotal role in ensuring secure and authenticated document exchange.

Why, you might ask, does faxing persist when more modern alternatives are readily available? The answer lies in its unique qualities. Fax machines provide a tangible, hardcopy record of document transmissions, a feature especially prized in fields where legal and regulatory compliance is paramount. Additionally, faxes are often deemed more secure than email, as they operate over dedicated phone lines, reducing the risks associated with digital communication.

At the heart of the faxing process is the fax cover letter, a document often underestimated in its significance. It serves as the gateway to your transmitted documents, offering critical information about the sender, clarifying the fax’s purpose, and providing specific instructions for the recipient.

In this guide, we will delve into the art of crafting a simple yet effective fax cover letter, whether you are a seasoned professional or a newcomer to the world of fax communication.

How To Make a Simple Cover Letter For a Fax

In an increasingly digital world, the fax machine might seem like a relic of a bygone era. However, it remains a relevant and necessary tool in various professional contexts. 

In these sectors, where sensitive information and compliance with regulations are paramount, faxing offers a level of security and authenticity that digital methods often struggle to match.

The Simple Cover Letter For Fax is a fundamental element of this traditional yet enduring communication method. It serves as an introduction to the documents being transmitted and provides essential context for the recipient.

Beyond basic identification of the sender and recipient, a well-constructed fax cover letter can clarify the purpose of the fax, highlight any urgent or critical information, and specify actions the recipient should take upon receiving the documents.

This guide is designed to help you navigate the process of creating a simple yet effective Simple Cover Letter For Fax. Whether you’re a seasoned professional or new to faxing, these insights will enable you to craft a cover letter that not only conveys professionalism but also enhances the clarity and efficiency of your fax communications, ensuring that your important documents reach their destination securely and with precision.

Simple Cover Letter For Fax

In an age where electronic communication has taken center stage, the fax machine might seem like an outdated technology. However, it’s important to acknowledge that in various professional sectors, faxing remains an essential means of transmitting documents.

Industries such as healthcare, legal services, and finance rely on faxes for secure and authenticated document exchange. Faxing offers a level of tangible, hardcopy security that digital methods often cannot replicate.

When it comes to sending a fax, the fax cover letter is an often underestimated but crucial component. It acts as a window into your transmitted documents, offering vital information about the sender, clarifying the purpose of the fax, and providing any specific instructions necessary for the recipient’s understanding. A well-constructed fax cover letter not only conveys professionalism but also enhances the clarity and efficiency of your fax communication.

Creating a simple yet effective Simple Cover Letter For Fax is a valuable skill, even in our digital age. In this guide, we will walk you through the steps to craft a fax cover letter that ensures your documents are not only securely transmitted but also clearly understood by the recipient.

Whether you’re a seasoned professional or new to faxing, these insights will help you make the most of this traditional yet enduring method of document transmission, ensuring that your important documents reach their destination securely and with precision.

• Creative Letter
• Cover Letter
• Cover Letter for Fax Examples

In today's digital world, sending faxes may seem outdated, but there are still situations where a faxed document is necessary. When sending a fax, it is important to include a cover letter to provide context and important details about the faxed document. In this article, we will provide examples of cover letters for fax, along with some suggestions on what to include in them.

Whether you are applying for a job, submitting important documents, or sending a formal request, a well-written cover letter can make a difference. It shows professionalism and attention to detail, while also providing the recipient with a clear understanding of the contents of the fax. Let's explore some examples of cover letters for various situations.

Letter Example 1: Job Application

Letter example 2: request for proposal, letter example 3: legal document submission, letter example 4: follow-up to a previous communication, suggestions for {title}, conclusions, q: do i need to include a cover letter when sending a fax, q: how should i address the recipient in a cover letter for a fax, q: what should i include in the body of the cover letter, q: how should i end the cover letter for a fax, examples of cover letters for fax.

Dear Hiring Manager,

I am writing to apply for the position of [position title] at [company name]. Please find attached my resume and supporting documents for your consideration. I believe my skills and experience make me a strong candidate for this role.

Thank you for your time and consideration. I look forward to the opportunity to discuss my qualifications further.

Sincerely, [Your Name]

Dear [Recipient's Name],

I am writing to formally request a proposal for [specific item or service]. Please find attached the details of our requirements and specifications. We would appreciate receiving your proposal by [deadline].

If you have any questions or need further clarification, please do not hesitate to contact me. Thank you for your attention to this matter.

Best regards, [Your Name]

To Whom It May Concern,

Please find enclosed the signed copy of the [document title]. This document is being submitted for [purpose]. If you require any additional information or have any questions, please feel free to contact me.

Thank you for your prompt attention to this matter.

Yours sincerely, [Your Name]

I am following up on our recent conversation regarding [subject]. As promised, I am sending you the requested information via fax. Please review the attached documents and let me know if you need any further assistance or clarification.

Thank you for your attention to this matter. I look forward to hearing from you soon.

When writing a cover letter for a fax, there are a few suggestions to keep in mind:

• Include a clear and concise subject line to indicate the purpose of the fax.
• Address the recipient by name, if possible.
• Provide a brief introduction and explanation of the faxed document.
• Highlight any important details or deadlines.
• End the letter with a polite farewell and your contact information.

Writing a cover letter for a fax may seem like a small detail, but it can greatly enhance your professionalism and effectiveness in communication. By following the examples and suggestions provided in this article, you can create well-crafted cover letters for various faxing situations.

A: While it may not always be necessary, including a cover letter can provide important context and details about the faxed document. It shows professionalism and attention to detail.

A: If possible, address the recipient by name. If you are unsure of the recipient's name, you can use a generic salutation such as "Dear Sir or Madam" or "To Whom It May Concern."

A: In the body of the cover letter, provide a brief introduction and explanation of the faxed document. Highlight any important details or deadlines and offer assistance or clarification if needed.

A: End the cover letter with a polite farewell, such as "Sincerely" or "Best regards," followed by your name and contact information.

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How to Write a Cover Letter for Fax – A Step-By-Step Guide

You can create a distinctive cover page that mixes style and content, whether sending out an invitation or an important document. Add sender and recipient information, a concise subject line, and a brief message.

This helps anyone handling the fax quickly identify the document’s purpose. It also increases accountability by providing a clear audit trail.

The header may contain the sender’s name or fax number, depending on the template. It may also have a short message or instructions. Make sure that this information is evident. This is especially important since fax transmission can be blurry, or the recipient may need a better-quality printer.

Think of a  printable cover letter for fax  as a digital handshake. It sets the tone for your message and makes an excellent first impression on the recipient. Imagine your fax arriving at a busy desk, competing for attention among other documents. A well-crafted cover sheet can distinguish between your message being read immediately or getting lost in the shuffle. Ensure it includes the recipient’s information, date of transmission, and a concise subject line that summarizes the purpose of your fax.

Another critical information that should be mentioned on the fax is the total number of pages. This will help the receiver verify that they have received all the intended pages and save them from any confusion or miscommunication due to a missing page. It’s also a good idea to include any additional comments or special handling requests you want to mention.

The Recipient’s Information

This section of the fax cover letter includes the recipient’s name, address, and phone and fax number. This information helps the recipient identify the sender and the purpose of the fax. It also allows the recipient to review the document and quickly provide additional comments or instructions.

The first line should contain the sender’s name and company details, followed by the date. The next line should include the recipient’s fax number. Lastly, write a brief description of the documents being sent to help the receiver determine the contents at a glance.

If the fax is for a business, the sender’s contact information should be listed at the top of the sheet, along with the business name and logo. After this, the company’s street address, ZIP code, email, phone, and fax numbers should be included. This information should be labeled and incorporated as the first item on the fax cover sheet. Only their details should be included if the fax is for an individual. This ensures that no one can read private information, such as health records or legal documents, by accident.

The Subject Line

A fax cover sheet is an integral part of the faxing process and helps ensure that all documents reach their destination. It also allows the recipient to identify and prioritize the fax.

The fax cover sheet should include the name and fax number of the sender as well as the recipient. It should also have a subject line for the main document being sent. The fax cover sheet should also specify whether the document is urgent or requires a response. It should also state if the document is confidential and to whom it’s being sent.

A fax cover sheet should also contain a description box for all the documents included in the fax. This is a place to write the title of the papers, their number and size, and any other relevant information. A fax cover sheet should also include a field for comments that can be used to clarify any of the details in the fax. This is particularly important if the fax contains multiple pages or has been printed on different paper types.

The Message

There are several different ways to format a fax cover sheet. For example, some people like to write a short paragraph explaining why they are sending the document or add a note with important information. Others prefer a plain fax template with only the necessary fields. This includes the To, From, Fax number, and phone number fields and a comment section for any special instructions or CC information.

This is especially important if you’re sending a fax with confidential documents. Including this information helps to ensure that the correct person will receive your fax and that it will be in the right hands.

If you’re using a template with a fax header, ensure it has the date and number of pages, along with your name, fax number, and address. Most templates will also include a space for a brief message and a logo. This is a great way to make your document look professional and official.

The Signature

When writing a cover sheet for a fax, include  your signature . This can be done by typing your full name or writing it out by hand. Be sure to leave a few spaces between your closing phrase and your full name so you have room to sign it after you print it out.

If your fax contains confidential information, you can also add a statement indicating that the contents are for the recipient’s eyes only. This will help to prevent the document from being seen by unauthorized people or companies.

Finally, you should list the details of any documents or attachments that are included in the fax. Doing this lets you ensure the receiver knows exactly what they are getting and what to anticipate. It will also lessen the possibility of misunderstandings. This is especially important if your fax includes multiple pages or attachments or if the original fax needs to be recovered or misplaced during transmission. This is why constantly reviewing your fax before sending it is a good idea.

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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 .

How to Write Fax Cover Sheet A Simple Step By Step Guide

How to write Fax cover sheet : Everyone is aware of the fact that we have grown with very high technological advancements. But even today, fax machines remain an important method of disseminating documents.

Here we are going to guide you on how to write Fax cover sheet. But before this, it is important to know that what exactly a fax cover sheet is. A fax cover sheet is that kind of sheet that is sent to your recipient before the actual document is faxed.

As you know that Fax machines are useful for submitting paperwork, providing required information and sharing business data. When you send a fax , the recipient gets a hard copy of the same documents you have, making it easier to share information and collaborate on projects.

There are a few important points of etiquette to keep in mind when sending a fax. Faxes are concerned with business communication, and they are subject to the same rules as letters, memos and other official correspondence.

How to write a fax cover sheet?

Before using the fax machine, we should know that how to write fax cover sheet?

Writing and setting up a fax cover sheet is very simple. Once it is set up, you can re-use it again and again.

• Firstly, add a letterhead to the top of the fax cover sheet.
• The letterhead can be for an organization or for an individual.
• The letterhead must include the company name, address, telephone number, fax number, and email address.
• List the data in a couple of lines down from the letterhead.

• Write the company name followed by a colon.
• Then you can write down the name of the company where you are sending the fax.
• Write “To” followed by a colon a couple of lines down.
• Fill the name of the person who is going to receive the fax.
• In the next step, Write ‘From’ and then a colon on the next line. List the sender name.
• Write recipient fax number and then a colon.
• Fill in this line with the right fax number where you are sending the fax.
• After that write down the number of pages of the fax including the fax cover sheet, followed by a colon.

Count the number of pages that you are faxing and add one of the fax cover sheets. Enter the number on this line. This helps the recipient to make sure that any of the pages is not missing. Write Notes and then a colon. Enter any additional information that may be needed.

Making of Fax cover sheet

In this section, we will discuss how to make a Fax cover sheet. Compared faxing and emailing is a more easy method of getting information from one point to another. But you should also remember that fax machine is also that much essential than any other communication device.

There are some worthwhile benefits of using fax machine such as larger documents can be sent.

Some people view them as a more professional form of business communication and signed signature on fax messages are considered very legitimate.

It is very helpful while making a professional fax cover sheet

You can simply start writing the basic fax cover sheet with the name of the recipient and sender of the fax in the ‘To’ and ‘From’ sections of the fax cover sheet. Also, write the phone number in the relevant fax and phone number fields.

Insert the total number of pages included in the faxes, adding the cover sheet in the total number of pages of the cover sheet. In the next step, write down the one to three words describing the purpose of the fax in the RE section of the cover sheet. Include a reference number if applicable in the cover sheet.

Fill in the concerned box or circle the appropriate word description indicating the urgency of the fax or your response wishes from the recipient.

Most faxes consist response descriptions such as ‘For’ review, Please comment, Urgent, confidential or please reply. This is also used in the making of confidential fax cover sheet .

Write down any additional notes that you want to the recipient to read it to be aware in the blank bottom section of fax cover sheet.

Insert the date you are sending the fax at the top of the sheet and after reviewing the fax and ensuring that all relevant sections of the cover sheet are complete.

Some important points to remember while writing the cover sheet.

Always print clearly and legibly to make sure the cover sheet is readable. Use black or blue ink in case the cover sheet is scanned or photocopied. You can directly find the readymade Fax cover sheet templates in PDF on many websites.

Sending the fax cover sheet over the fax machine

A complete step by step process:

• Create a fax cover sheet for transmission. Most business companies use a standard cover page with the company logo and space for the number of pages to be transmitted, including the cover page.
• Include contact information of the sender in case there is a transmission problem, and recipient information so the document can be delivered to the right person.
• Place the page on the tray so that the cover page will transmit first. Most of the fax machines have an input tray or slot to receive the document to be transmitted.
• Be always sure you orient the document according to the instructions that are mainly found on the machine.
• Enter the phone number of the destination fax machine on the fax machine keypad. Your business phone system may need you to enter a number to acquire an outside line, so make sure follow your internal procedure for phone calls.
• Press the start button to be the transmission. The fax machine scans the document, dials the destination number and transmits the documents. While completing the process, it prints a transmission status page with either an Ok or a transmission failed message. If the latter is the case, again repeat this process.

Now after discussing all these important aspects of fax cover sheet, we will move to our next section FAQ about fax cover sheet. You have understood how we will use the fax machine and how to make fax cover sheet. Now you may be thinking how do I make a fax cover sheet in Word? So here is the answer:

1) Launch MS Word. Click the File tab. Then click New.

2) Double click the faxes button. Scroll through the fax templates and double-click one that will be right for your own template.

3) Highlights the first placeholder text on the fax cover sheet, which may be Name or sender and the placement text will differ on the template is chosen. Type over it with your own name or information and write down the relevant information. 4) Replace the other template details with the information you will want to use on your fax template. Add an image as a company logo by clicking the Insert tab.

5) Click the File tab. Click Save As. Enter a name such as Fax Template o0kthe file name box. Click Save.

6) In the last step, reopen the template each time you are ready to fax. Fill out the information on the cover sheet then resave the document with a new name such as Fax Template so your template is always in its original form ready to use.

Now I think you have learned about how to write a fax cover sheet. This is a very important technique to send effective fax for a better communication. If you have liked this article, you can share it with your colleagues and it will help them also to send effective faxes.

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