We are independent & ad-supported. We may earn a commission for purchases made through our links.
Advertiser Disclosure
Our website is an independent, advertising-supported platform. We provide our content free of charge to our readers, and to keep it that way, we rely on revenue generated through advertisements and affiliate partnerships. This means that when you click on certain links on our site and make a purchase, we may earn a commission. Learn more.
How We Make Money
We sustain our operations through affiliate commissions and advertising. If you click on an affiliate link and make a purchase, we may receive a commission from the merchant at no additional cost to you. We also display advertisements on our website, which help generate revenue to support our work and keep our content free for readers. Our editorial team operates independently of our advertising and affiliate partnerships to ensure that our content remains unbiased and focused on providing you with the best information and recommendations based on thorough research and honest evaluations. To remain transparent, we’ve provided a list of our current affiliate partners here.
Hardware

Our Promise to you

Founded in 2002, our company has been a trusted resource for readers seeking informative and engaging content. Our dedication to quality remains unwavering—and will never change. We follow a strict editorial policy, ensuring that our content is authored by highly qualified professionals and edited by subject matter experts. This guarantees that everything we publish is objective, accurate, and trustworthy.

Over the years, we've refined our approach to cover a wide range of topics, providing readers with reliable and practical advice to enhance their knowledge and skills. That's why millions of readers turn to us each year. Join us in celebrating the joy of learning, guided by standards you can trust.

How Do I Write a Fax Cover Sheet?

By Rebecca Mecomber
Updated: May 16, 2024
Views: 14,473
Share

A fax is the shortened slang word for "facsimile." It is a document transmitted by a fax machine across telephone lines. Due to the data-compressing nature of the fax format, the fax cover sheet should be textual, clearly and succinctly written, and include the most basic important information about the fax. You can use a word processing program on a computer to create a custom fax cover sheet, or take advantage of the numerous templates available on the Internet.

A fax is scanned through your fax machine and transmitted to your correspondent's fax machine. For example, you may be sending a fax to a large company, where a number of employees probably share the same fax machine in the office. The fax cover sheet is extremely important, therefore, in detailing who should receive the fax and summarizing the contents of the fax. This ensures that the fax is distributed to appropriate party on the receiving end.

Anyone can scrawl a handwritten note on a sheet of paper and send it as a fax cover sheet. A professional-looking fax cover sheet, however, uses a typewriter or the computer's word processor to type out a neat and organized cover sheet. Information should be short and precise with few or no images or extraneous graphics that delay the transmission time. The top of the cover letter under "From" typically states the sender's information, such as the name, address, email address, telephone number and fax number. This data appears much like the return address on an envelope, stacked with the sender's name on the first line, the address on the second and third lines, and so forth.

Below the "From" information is the data displaying the fax recipient's information, usually listed as "To" or as "Recipient." Similar to the "From" information, the "Recipient" information should include the recipient's full name, address, email address, telephone and fax numbers as well as any other relevant contact information. It is important to include the recipient's full name and, if possible, other identifying information, such as office department or extension. This avoids confusion on the recipients' end if the company has, for example, three John Browns working in the same office. Including the office department and other identifying information helps the office more accurately determine the recipient and helps to ensure that your fax is received by the correct person without delays.

Finally, the fax cover letter should contain a very brief summary of relevant details included in the body of the fax. If the fax contains information about an electronic order of service parts for a lawn mower, the fax cover letter should concisely state that in the purpose of the fax and the general information. Most fax cover sheets and templates allow a space for this information, under "Details" or "Message." Information in this section is usually limited to one or two sentences and should be as succinct as possible.

Once the fax cover sheet is typed, print the sheet on the computer printer. The fax sheets are then correlated with the fax cover sheet on top. When it is time to send a fax, send the fax cover letter first and the detailed fax sheets in order following the cover sheet.

Share
EasyTechJunkie is dedicated to providing accurate and trustworthy information. We carefully select reputable sources and employ a rigorous fact-checking process to maintain the highest standards. To learn more about our commitment to accuracy, read our editorial process.
Discussion Comments
Share
https://www.easytechjunkie.com/how-do-i-write-a-fax-cover-sheet.htm
Copy this link
EasyTechJunkie, in your inbox

Our latest articles, guides, and more, delivered daily.

EasyTechJunkie, in your inbox

Our latest articles, guides, and more, delivered daily.