How to Fill Out a Fax Cover Sheet

Confused about how to fill out a fax cover sheet? Don't worry we've got you covered!  Whether you are new or just need a quick refresher, knowing how to correctly fill a fax cover sheet is crucial. 

The fax cover sheet is meant to be sent as the first page whenever you send fax through Gmail or through your online fax portal.  You include a fax cover page to act as a guide for the recipient and provide useful information regarding the document contents and sender, so it can reach the hands of the correct individual.

Why Use a Fax Cover Page?

A fax cover sheet serves specific purposes. The first one is identification.  It helps to clearly identify who is sending the fax, to whom it should arrive. 

The second is security.  Because by having all the information about the fax it can reach the correct hands and avoid being misplaced.

Finally, using a fax cover will instantly boost the professionalism of your communications.  If you are integrating fax on your business, you can include a cover page with your logo and company information.

How to Create a Fax Cover Sheet: Step-by-Step

Now, let’s get into the nitty-gritty of how to write a fax cover sheet. Here’s a step-by-step guide of elements to include:

1. Contact Information

Start with the sender's and recipient's contact information. This typically includes:

• Sender's Name: Your full name or the name of your organization.
• Sender's Fax Number: Your fax number for any return correspondence.
• Recipient's Name: The full name of the person or department intended to receive the fax.
• Recipient's Fax Number: The destination fax number.

2. Date

Include the date you are sending the fax. This helps in record-keeping and ensures the recipient knows when the fax was sent.

3. Subject Line

A brief subject line summarizing the fax's content. For example, "Monthly Sales Report" or "Job Request."

4. Number of Pages

State the total number of pages included in the fax, including the cover sheet. This helps the recipient confirm that they have received all the pages.

5. Message

Add a brief message or note. This can be a short explanation of the fax's purpose or any specific instructions for the recipient. For example: "Please review the attached contract and provide your feedback by Friday."

What Does a Fax Cover Letter Template Look Like?

Visually, a fax cover letter should be clean and well-organized. Here’s a simple template to follow:

Tips for Filling Out a Fax Cover Sheet

1. Be Concise: Keep the information brief and to the point whenever you send a fax.
2. Use Clear Fonts: Ensure the text is optimized for a readable fax transmission.
3. Double-Check Information: Verify all contact details to prevent misrouting.
4. Add Confidentiality Notices: If the fax contains sensitive information, include a confidentiality statement.

Conclusion

Knowing the correct way to fill out a fax cover sheet is a small, yet very important skill to improve your communications and make them look professional.  It serves the important role of ensuring your documents arrive the the right recipient securely, avoid misplacement and confusion.