Companies sending and receiving documents containing sensitive data must include a cover sheet.
This addition makes your documents more professional and acts as a stamp of approval.
Similarly, you need a cover sheet when sending your resume in order to make sure your file doesn’t get lost in a pile of paperwork.
You can find templates online, after which you can model your own — or you can create one from scratch.
In this article, we will show you how to fill out fax cover sheets. But first, let’s find out more about them.
What is a fax cover sheet?
A fax cover sheet is a document used to identify the sender and recipient of the document for easy classification.
It also outlines the purpose of faxing professional documents.
Standard cover sheets contain header information like address, phone number, fax number, and number of pages.
It also secures your data from unauthorized access, especially when the recipient has to share a fax machine with others.
Knowing what to write on a fax cover sheet will help you label and direct the contents of the transmission to the right person.
A standard cover sheet should precede your resume when looking for a job. It can make a real difference when, after writing or updating your CV, it’s time to start sending it out.
Before you fax your documents, you need to understand how to address a fax using a “mock” cover sheet.
You can find templates online to practice on.
Types of fax cover sheets
You need a proper fax cover sheet template for generic purposes. But here are some of the templates available:
- Blank cover pages: It has a clear-cut layout to carry information visible to the recipient. Blank cover sheets are downloadable in PDF, PSD, and Word formats.
- Business cover pages: This page is an official cover page that summarizes essential details about a business deal, contract, or proposal. What should be on a fax cover sheet differs by industry and purpose.
- Confidential pages: This works best when sending a fax containing highly sensitive data. It acts as a “for your eyes only” label to keep unauthorized and prying eyes away.
- Professional cover pages: This page lets you add your company’s name, logo, and website address. It gives your business a professional look and helps create awareness for your brand.
- Resume covers: This introductory page directs your resume to the appropriate recipients, such as hiring managers. HR teams can use it as a reference for future correspondence.
What goes on a fax cover sheet?
At the very least, a solid fax cover sheet template should include a summary of essential details contained within the fax.
This section describes what goes on a cover page. They include:
- Sender’s and receiver’s contact info — name, company, email address, phone number, and location.
- The number of pages to help the recipient know how many fax pages you are sending.
- The purpose of sending the documents.
- Relevant notes to convey additional information such as “Urgent” or “For review.”
How to fill out and send a fax cover sheet
Filling out a cover sheet can be a breeze if you are able to find a template first.
After getting a suitable template, you must determine what to put on a fax cover sheet. Here are the steps to follow:
1. Provide all personal details
Add all your details to the page, including your first name, last name, and phone number.
You should also write down your recipient’s details on the same sheet.
You can also include signatures, stamps, or other unique identifiers to personalize the page.
2. Add additional details
When sending a document with more than two pages, you need to include the number of pages you are sending on the sheet.
You can also add other short messages and directions for the intended recipient.
Don’t forget to specify the reason for sending the documents in the subject field.
Use short, descriptive labels to convey the information.
For instance, any fax cover sheet with a confidentiality statement will be treated with extra reverence.
3. Select a legible font
Use legible fonts when creating the page to ensure the recipient can read it easily — you can never go wrong with Arial.
Although some people prefer handwritten covers, you don’t have to go through the stress of writing everything by hand.
4. Choose how to send the fax
You can choose between using a fax machine or an online fax service.
If you are using a fax machine, you will send the page as a separate document.
But if you are sending the document using an online service, you can add the page to the PDF or DOC file.
Conclusion
A cover sheet contains relevant information about the sender, recipient, and purpose.
It also ensures a confidentiality notice for faxes until they reach the right hands.
If you send official documents regularly, you should learn how to make a cover page for faxes.
It makes your transmissions more professional and encourages your recipient to contact you when necessary.
You can also use online faxing solutions to simplify the process of creating, editing, and sending.
Disclaimer
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