cover letter for fax sample

Fax cover templates

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

Fax cover page template surrounded by 3D design elements

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 .

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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Fax Cover Sheets

HIPAA fax, reimagined.

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.

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.