The ultimate guide to writing a great fax cover letter

Benefits of using a fax cover sheet

One of the main benefits of using a fax cover sheet is instant identification. If a fax transmission is unexpected, the cover sheet allows the recipient to identify the sender. It also enables the sender to specify who the document is for, which is helpful in offices with shared machines.

A fax cover letter additionally assists in maintaining confidentiality for sensitive information. This is because sending the cover sheet first can shield the rest of the document from view.

Using a fax cover sheet makes communication appear to be more formal. If you’re a job seeker sending your resume or cover letter using a fax transmission, having a cover sheet makes your application come across as highly professional.

Finally, your cover letter for fax transmissions doesn’t have to be static; you can customize it to fit any purpose you may need it for. The fact that they are dynamic documents that can fit individual needs and preferences makes them beneficial for professional use in any industry.

Types of fax cover sheets

Just like resume and cover letter examples, fax cover sheets come in different formats, each with its own distinct set of use cases. The different fax cover letter templates you may need to use include:

• Basic: A straightforward template with minimal information that can be modified for any intended purpose
• Professional: A generic template used in a business context that includes a company name, subject line, and compliance information
• Medical: A special template used in the medical industry to allow healthcare professionals to share sensitive patient data while adhering to security standards
• Confidential: A general template that includes a clause advising recipients of the sensitive and private nature of the information to follow
• Business: A template used across organizations that allows anyone to send an appropriate message to another employee

When deciding which fax cover letter templates to use, it’s important that you think about the industry you’re in (or trying to break into), as well as your purpose for sending the fax. Doing so will ensure you choose the right format and include the critical elements you need for a professional transmission.

Creating a fax cover sheet

When it comes to creating a cover letter, fax transmissions with different purposes will use varying formats. However, there are some common elements that should be included in most professional faxes.

Contact information

The fax should start with the sender’s contact information, including a name and phone number. Some business letterheads may also include an address. The top of the fax cover sheet should have the recipient’s name and fax number as well so that the person receiving the fax knows it has reached the correct destination.

Date and time

Just like a professional letter arriving in the mail, your fax cover letter should include the date and time of transmission. This detail is crucial for maintaining accurate communication records or confirming that a fax arrived in time to meet a deadline. In some cases, the date on a fax cover sheet can also be used as legal evidence.

Number of pages

Make sure to indicate the number of total faxed pages in your cover letter for fax transmissions. This lets the recipient know whether they are missing any pages of the document.

Subject line

Always let the recipient know what the fax is about. Including a subject line helps them understand what to expect in regard to the nature of the information contained in the document.

Priority level

Including a priority level on your fax cover sheet helps the recipient respond appropriately to your communication. They’ll know whether they need to drop what they’re doing to get back to you or if it can wait until they have more time in their schedule.

Comments and notes

In this section, you might include important information that didn’t make it into the document that will follow the cover sheet. This can be especially helpful for including relevant details of a past conversation or additional information about your professional background when sending your resume to a recruiter or hiring manager.

Confidentiality notice

Sometimes, a confidentiality notice is required, such as when sending sensitive health information. In other cases, you may want to include one to ensure that others using a shared fax machine won’t read information that’s intended only for your recipient.

Fax cover sheet examples

Writing a fax cover letter can be as simple as tweaking a resume sample when you know the right format to use. Consider these fax cover letter examples the next time you need to send a professional document.

Sample fax cover sheet template #1

Sample fax cover sheet template #2

Best practices for fax cover sheet writing

When writing a fax cover sheet, it’s essential to incorporate these best practices to ensure your transmission stays professional and protected:

• Use the format that’s most appropriate for your role and industry
• Include all necessary information and avoid leaving fields blank
• Maintain a professional tone throughout the comments section
• Use a standard font and layout to avoid confusion
• Use a clean layout to ensure a printable fax cover letter that will transmit clearly
• Proofread your fax cover sheet and document for errors
• Include a confidentiality notice if one is required by law

By keeping these tips in mind, you’ll ensure a smoother fax transmission process.

"When deciding which fax cover letter templates to use, it’s important that you think about the industry you’re in (or trying to break into), as well as your purpose for sending the fax."

Choosing the right fax cover sheet highlights your sense of professionalism

Fax cover sheets are important for conveying essential information about fax transmissions. Choosing the right one for the purpose and setting ensures greater professionalism and, if necessary, confidentiality. With the right template, you’ll be able to transmit your next fax with confidence and ease.

Frequently asked questions

What is a fax cover sheet?

A fax cover sheet is a document that precedes a fax transmission. It provides information about the sender, recipient, and nature of the fax.

Why use a fax cover sheet?

A fax cover sheet helps identify the sender and the purpose of the fax, as well as its intended recipient. It also formalizes communication and can provide notice of confidentiality for sensitive information.

What types of fax cover sheets are available?

Business and professional fax cover sheets are available for use throughout offices. Medical fax cover sheets are available for the healthcare industry, while confidential cover sheets are designed for other settings that regularly transmit sensitive information. Finally, a basic cover sheet can serve personal and professional purposes.

How do I create a fax cover sheet?

Just like a job seeker might use a resume template, starting with a sample fax cover sheet can help you create a professional document in no time. If you want to start from scratch, you can use a word processor to type in all the necessary fields and information. Then, just print and send your cover sheet with your document.