Faxes are considered traditional means of communication but are still one of the most reliable ways businesses send information. The use of faxes is preferred by businesses when sharing professional documents like signed contracts or resumes.
Businesses that rely on faxing must understand how to use the cover sheet. It provides essential information on the business, including details of the intended recipient and the fax’s content before it is sent. It can be used to provide more information about the intended recipient and protect the content of the fax message. Furthermore, cover sheets can help the sender keep their information organized. They are preferred because they can be used to send information to multiple people quickly.
This article guides you on a fax cover sheet and its importance. It also discusses what you should include and how to create it using MS Word.
What is a Fax Cover Sheet?
A cover sheet is a document sent via fax before the original documents.
It provides pertinent information on the documents, like the urgency, nature, and number of pages. The information helps the recipient understand how to classify and attend to the documents. The cover sheet is convenient for companies dealing with many clients or businesses because it helps them ensure the relevant department acts according to the information given in documents. It is also helpful in identifying the recipients of a fax for companies where many employees share a few fax machines.
Importance of the Cover Sheet
The cover sheet identifies the purpose and content of the fax document to the recipient, which results in an effective workflow. The recipients can then assign the documents to the correct department. In addition, adequately written cover sheets help the recipient understand the urgency of the documents to ensure they are dealt with in time. Consequently, businesses can ensure urgent matters are addressed immediately, resulting in increased output.
Cover sheets protect confidential documents. Since they are attached as the first page with faxed documents, the recipient can easily understand that the information is private and deal with it as instructed. This confidentiality is vital for confidential documents like medical records. While indicating that the documents contain confidential information does not mean they are safe, it ensures the recipient understands that the documents are essential and should be handled with care.
A typical cover sheet contains the sender’s and recipient’s contact details. This information helps the recipient know who and how to contact in case they need clarification on the documents sent. This system makes it easier to clarify information and correct mistakes, leading to the efficient performance of specific tasks in a business. Among the details provided on the fax cover sheet are the number of pages of each document. It is considered one of the essentials as it makes it easy for the recipient to count the pages and confirm if any page is missing from the number indicated on the cover sheet.
Information to Include
The cover sheet should only contain essential information. Most cover sheets are one page long and contain significant information. You may also include optional information like the documents’ urgency or confidentiality. Typically, they should also contain a summary of the documents.
The following information should be included in your cover sheet:
Sender and recipient information
The cover sheet should contain the sender and recipient’s names; this ensures there is no confusion about who needs to attend to the documents. The information may include addresses and company names.
Fax number
The fax number is essential for reference purposes. Since the instructions being sent will be acted upon, the recipient will use the fax number as a reference when sending a response to the sender or keeping records of the documents sent. Therefore, the cover sheet should include the sender’s and recipient’s fax numbers. The recipient’s fax number must be included in the cover sheet, while the sender’s number may be included on the header of the cover sheet.
Contact details
Contact details can help the recipient verify the sender’s information. Often, the sender should include their phone number and that of the recipient. Phone numbers are preferred because they offer a direct line of communication in emergencies.
Number of pages
Fax machines are liable to technical hitches, including the number of pages that makes it easy for the recipient to identify missing pages in the documents. Further, the recipient can also identify the pages that stick together when printed. The cover page should be counted as one of the documents and included in the total number of pages.
Fax subject
The fax subject is a summary of the fax’s content. It gives the recipient an idea of the documents they have received. A good subject line increases the recipient’s chances of responding to your fax.
Date and time
The date and time show when the fax was sent; they are essential for record-keeping purposes and can be used to determine the deadlines for the faxed documents to be dealt with. Indicating the date and time also helps to identify when documents were sent if the fax machine experiences a delay in receiving or printing documents.
Instructions
Instructions help the recipient identify what to do with the document. They help communicate to the recipient whether they need to review, comment or reply to the document within a particular time. Practical instructions aid in the efficient completion of the task.
Some instructions used in a cover sheet include:
- Urgent: A cover sheet with this instruction requires you to work on the documents as soon as possible.
- Review: When the recipient is requested to review, they should revise the documents and provide feedback.
- Comment: When the recipient is required to comment, they need to give more specific feedback on the document with further instructions on actions to be taken.
- Reply: A cover letter requiring to reply to the fax is often a question requiring detailed information.
Comments
The comment section provides additional and valuable information that may not be included in the instructions or subject of the cover sheet. In addition, the comments may contextualize the information to the recipient by clarifying that the documents are an addition to previous communication or used at a meeting. The comment should mention the recipient’s name, the fax’s content, and why the fax is being sent. It should then be signed.
For example:
Dear Mr. Ingles,
I am writing this following our conversation on computer hardware solutions. I have included some of our offers, discounts, and recommendations.
You can contact the Head of Operations through [email protected] or 555-77534 for further information or clarification.
Sincerely,
Beau Simmons
Fax Cover Sheet Templates
Cover sheets are simple documents as they do not require many details. However, if you work in a business that constantly uses fax communication, creating a fax cover sheet template from scratch whenever you need it may be tedious. In such instances, you should use a template. Templates provide a basic outline of the information you need to include in your cover sheet and can be edited to fit your needs when sending documents. We provide free downloadable and customizable fax cover sheet templates for this use.
How to Make a Fax Cover Sheet in MS Word?
You can make your fax cover sheet on your computer using online-generated templates. MS Word contains various templates you can use to customize your fax cover letter.
The process is explained below:
Open MS Word
Click on the Windows icon of your computer and search for MS Word on your search bar. The search should direct you to the Word application. Click on it to open.
Search templates
Once you open MS Word, you should search ‘fax cover sheet template’ online. The search bar will bring up different types and designs of templates that you can select depending on your preference.
Add images and designs
Once you select your template, you can add designs and images from your library or online stock libraries. To add the images, click on the ‘insert tab’ on the right in the top menu, select ‘pictures’ and select your preferred image; the image will be added to your template. The images should align with your business interests.
Adjust the layout
If satisfied with the template, you may add the business or company logo. You may also add colors and adjust the fonts to suit your brand. To adjust the font, highlight the text, right-click, and select your preferred font size. To adjust the colors, click on the part you want to adjust, tap on the home tab on the top menu, select the color tab and adjust to your preferred color.
Save the document
Once the cover sheet is complete, you can save it by tapping on the ‘save’ icon at the top left of the menu bar. In addition, you can name the document as a fax cover sheet template for ease of reference.
Tip: The fax cover sheet indicates the document’s sender and the recipient’s information; this ensures the fax is delivered to the right person. The cover sheet can also be written on paper by hand.
Frequently Asked Questions
Where can I get a fax cover sheet?
For online fax users, fax cover sheets can be obtained from online fax service providers. In addition, those using fax machines can download templates from online sources or customize them using word processors like MS Word.
Why use a custom fax cover sheet?
Custom fax cover sheets allow the users to add their logos, which communicate to the recipient who the sender is. Custom cover sheets are also considered professional.
Can I download my fax cover instantly?
Yes, you can download your fax as soon as you start designing it and at any other time when creating the cover sheet.
Can I make more than one fax cover?
Yes, you can make more than one fax cover. You can use the template you originally made and make others from it or start from scratch.