Fax Cover Letter Template

A D V E R T I S E M E N T

Technology has made it possible to send files and documents in digital or in hard copy form as easy as counting 1, 2, 3.  Faxing documents is a great way to send another person a copy of files needed for recording important information.

A fax cover letter template is needed to help in summarizing what the faxed information is. It contains important details about the sender, receiver, and the kind of files being sent. Using a fax cover letter is essential especially for inter-office record-keeping purposes, or for sending files from one company to another.

A fax cover letter template contains easy to fill out spaces for the sender to notify the receiver of what the documents are, who they are for, and just exactly how many pages there are for each fax sent. Below are the basic contents of a fax cover letter template.

Sender information:

  • Name
  • Contact number
  • Fax
  • Address
  • Date

Receiver information:

  • Name
  • Fax number
  • Number of pages
  • Additional notes or messages

The sender is primarily responsible for sending this template to properly inform the receiver about information related to the documents. The Fax Cover Letter Templatename may feature the name of the sender himself, his position in a company, the company name and department, or all of these pieces of information.

Under the contact number or fax number, necessary numbers needed for communication should be listed. All possible numbers for contact should be included in case there are missing files or there is an error at the receiver’s end. The address of the sender is usually included while it can be an optional entry for the receiver.

Including the date and number of pages is essential for record-keeping purposes and keeping track of when documents are sent and received. If there are additional instructions, it should be mentioned by the sender for the receiver to read. Templates for the cover letter are usually short but full of essential information for both parties.

A D V E R T I S E M E N T

If your fax messages have sensitive information, including a disclaimer is advised. In the disclaimer, indicate that the messages delivered are for the sole use of the intended recipient and that making copies or distributing the said information is prohibited. Include a contact number and notify that if the recipient received the messages because of an error, they should contact you immediately and either return the messages by mail or destroy the copy they have received. Should the number of pages intended to be received are incomplete, have them call the sender for resending purposes.

Leave a Reply