Fax Cover Sheet Template

The fax cover sheet is one of the most important documents in your transmission. Not only does it include both your contact information and that of your recipient's, it contains the number of pages in the transmission, and a brief summary of its nature. If it applies to the situation, the cover sheet should also include succinct instructions as to how the transmission is to be used, to whom it should be distributed, and so forth. The cover sheet also acts as a barrier to prying eyes; when stacked and stapled, it is the only page of the entire transmission anyone can see, and it contains no personal or secure information as a rule, so the nature of your communications will not be compromised. Because the cover sheet is included with every transmission, a fax cover sheet template saves time.

A professional fax cover sheet template leaves a lasting impression on the recipient, so it should be attractive and well-organized. Fax cover sheets should always be printed on white paper with black ink. While an informal fax cover sheet template might use a playful color, it can make the text hard to read and also strain the recipient's ink supply and should never be used for formal transmissions. The cover sheet should also be typed, not handwritten. If your organization has a logo, it should be included somewhere on the cover sheet, as well.

The recipient's information comes first, is preceded by "To:" or "Attention:" and should include:

1. The recipient's name and title. If possible, this needs to be specific, otherwise your transmission could be routed to the wrong person or otherwise be misplaced.
2. The recipient's company or organization name.
3. The recipient's fax number.

The personal information on your fax cover sheet follows that of the recipient's and should include:

1. Your name, as well as the name of your business or organization.
2. Your contact information (street address, e-mail address, and/or phone number), as applicable.
3. Your fax number.

The date of transmission and total number of pages in the transmission also need to appear somewhere on your cover sheet. Some people prefer it following your personal information or preceding the summary and instructions, while others suggest placing it in one of the upper corners of the document. Most fax programs can be set to automatically include this information, but if you are using a fax cover sheet template of your own design and/or a dedicated fax machine, you need to remember to include this.

Finally, you should include a short message indicating the nature of the transmission. Usually, a title explains the communication's purpose, followed by a short salutation or explanation and any instructions. Do not make it too generic, but keep it formal. For example:

COMPANY INSURANCE
Re: Your request for plans which fit your company's needs. Please call with questions.

All of this must fit on a single page, which is a good reason to develop a fax cover sheet template to use for all transmissions. Branding is another good reason for having a fax cover sheet template; while only the recipient should view the full transmission, everyone who sees it will view the cover page.

Remember not to include any information more personal than this. You do not want to include highly-sensitive information on your fax cover sheet, as it will be visible to anyone who handles the transmission after it has been stacked and stapled. Because the cover sheet is so important and all of these criteria must be met, and it is included with every transmission, a fax cover sheet template saves time and keeps your fax transmissions professional.