Fax Cover Sheet: In the world of internet and e-mails, Fax still remains one of the most secure and confidential means of sending information across two remote locations. The secrecy and reliability of the Fax machines make it an ideal medium for information exchange between government bodies, a businessman and his client, between two business partners and much more. However, one must ensure that some etiquette is maintained in order to personalize the Fax message. One such norm is to send a fax cover letter before sending the actual Fax message.
What is a fax cover sheet?
A cover letter is an optional thing when it comes to sending Fax messages but it helps to send important pointers to the recipient of the message. If you want to understand it in a simple language, consider it to be the envelope of your Fax message which contains information like the information of the sender, information of the recipient, Fax number of the sender, contact number of the sender, and other crucial information such as whether the sender is expecting an urgent response or any other confidential data that only the two communicating parties can identify.
Fax Cover Sheet Sample with Example
There are different types of cover letters that can be used by the sender of a Fax in order to authenticate his/her Fax message. The structure and format of this template differ with the purpose of sending the cover sheet and it also depends on the actual Fax message that will be sent to the receiver once he confirms the receipt of the delivered cover letter. You can find a cover letter in PDF and word formats easily on the internet. However, you need to identify the template and format which suits your interaction and message perfectly in order to avoid any unnecessary confusion afterward.
Types of Fax Cover Sheet
Here are some of the most common types of cover letters for fax:
1) Free Basic Fax Cover Sheet
A basic cover letter for fax is what most of the individuals and businesses follow while sending a message. It contains the basic information of the sender and recipient along with the additional information that whether the information is urgent, has to be responded, etc. It does not contain any other vital information apart from this.
It is not hard to prepare a basic cover letter and you can also refer some sample cover letters that are readily available on many fax cover letter sites on the internet.
It also carries details such as e-mail, phone number and Fax number of the sender. It is more suited for business and professional faxes and contains checkboxes to specify whether the fax is urgent, meant for review or whether the receiver has to quickly reply. Also, there is abundant space for the sender to type any message which usually is personal in nature.
2) Generic Fax Cover Sheet
A generic fax letter is a typical cover letter you send to the recipient as the first document via fax. This holds true for both the traditional fax mode i.e. via a machine or through the online fax unit.
A generic cover letter must carry the title of the cover letter and the same as the sender or organization. It might also carry a logo of the organization which is about to send the fax message. Also, it can be used for sending any type of personal, business or professional message since it has a generic nature to it.
There are many samples of generic cover letters on the internet and you can download the PDF or word format of these samples either for your reference or for directly using it in your fax machine.
3) Personal Fax Cover Sheet
A personal fax letter also known as a personal information cover letter must be only used as a cover for personal fax messages. It is mandatory that it contains a message specifying that this message should be ignored or discarded if it appears on the wrong fax address. As a result, this document proves to be crucial for maintaining the secrecy or confidentiality of the message.
It also contains other relevant information such as date, name of the receiver followed by his/her fax number, name of the sender followed by his/her fax number and number of pages the fax message is likely to contain.
A note describing that the message should be ignored if it appears on an incorrect fax machine can be usually seen right at the bottom of the cover sheet. You can use it to convey a message to your lover, friend, relatives or any other personal contact. Some people might confuse this cover sheet with private fax template which are commonly used for legal or business purposes and which contains a message of confidentiality at the bottom of the cover letter.
4) Professional Fax Cover Sheet
A professional cover letter is a professionally designed fax cover template which is perfect for the use of corporate offices and business professionals. It contains the name of the organization and company, phone number, e-mail address or other details of the recipient on the left side of the cover sheet and name of the sender, date, total number of pages, sender’s fax number or other details on the right side of the letter.
It also contains the logo of the Sender Company or organization on the topmost left corner of the cover sheet. However, using it with a standard globe sphere is also a norm which is followed by most of the business organizations and companies.
There isn’t much difference between a basic cover letter and a professional cover letter. However, unlike the basic one, a professional letter can be used to send only professional pointers and alerts to the receiver of the fax message. The professional fax letter can also be used between individuals of the same company but who belong to different departments or between two professionals such as a media person and a cameraman or between a graphic designer to a content manager, etc.
5) Confidential Fax Cover Sheet
A confidential cover letter is also a type of professional cover sheet. However, the main difference between the two is that a confidential cover letter must strictly include a message of confidentiality at the bottom of the letter which specifies that the message should be kept totally confidential whereas the professional cover letter need not include this message or comment.
It is usually preferred to send confidential messages to the recipient and the message should be kept confidential as the fax may contain secret information about a business, a health-related issue conveyed to the recipient which has to be kept confidential, legal information or anything which is confidential in nature.
Apart from that, all the other details like information of the sender and the recipient are similar like a professional cover letter. It also contains ‘Confidential’ word written in bold and capitals right before the message so that the recipient remembers it at all times. Also, the message of confidentiality serves to be a disclaimer of this cover sheet.
6) Standard Fax Cover Sheet
A standard fax cover page is usually used by organizations before transmitting multiple documents or messages to the concerned party or recipient. It contains the number of pages the message will contain which also includes the count of the cover page as page number 1.
Along with that, the contact details of the sender is included which can be used by the recipient for further communication or if the transmission of the message is not completed correctly. It also consists of the details of the recipient so that it gets delivered to the right person or organization.
Following a standard fax cover is a good idea especially when you want to draft a cover letter on your own. Moreover, you can customize the format of the standard fax cover as per your needs and requirements. A standard fax cover can be drafted in a personal or professional way according to the type and nature of the fax message.
7) Business Fax Cover Sheet
A business fax cover template is similar to the professional fax cover except for the fact that business fax covers are strictly used for business purposes whereas a professional fax letter can be used by professionals as well.
It is usually sent to communicate between two businesses and the documents or message faxed must hold a commercial value for both the parties i.e. the sender and the recipient. Apart from the details of the sender and the recipient, this cover sheet also reflects the nature of the message i.e. if it is urgent, to be reviewed or replied immediately, etc.
The format and structure of a business fax cover are very important for a business as it reflects their work culture and discipline. Therefore, the sender must ensure that the receiver is paid due respect and should also follow the complete etiquettes of the fax that reflects that the sender is a part of a responsible business or enterprise. You can find numerous samples of business fax covers on the internet but only a few of them are perfect and you must use your judgment and analytical skills to determine which one among them is perfect.
8) Medical Fax Cover Sheet
A medical fax cover or letter usually accompanies only the information and details which are related to the health and medicine of a particular individual. While drafting this cover sheet one must ensure that the cover letter complies with the Federal health laws as well.
Also, some of the medical information requires confidentiality which has to be maintained by the recipient as therefore sharing it with a wrong person could prove to be inconvenient on the part of the sender. A person can create his own medical fax letter in word or in PDF format by following and downloading some samples from the internet. Some of these samples are also editable which means that you can add additional details or you can also customize it according to your requirements.
Like other fax cover pages, this cover letter also contains information such as date and time of the fax, number of pages, fax number, phone number of the sender and any comments if necessary. The message of confidentiality can be used as a disclaimer at the bottom of the cover letter if the sender deems it necessary. Also, the details of the recipient are usually mentioned on the top of the cover sheet even before the date and body of the cover letter.
9) Mass-Health Fax Cover Sheet
The term ‘Mass-health’ refers to the health insurance that secure the health expenses of adults or children. A masshealth fax letter can be unique since the details included in it differ from the basic and standard fax cover details. For example, the mass-health fax cover will include the sender’s date of birth, his/her SSN (Social Security Number), and such other details that verify the authenticity of the sender.
Moreover, mass-health fax letters should always be included while sending your insurance related documents since they contain information like the documents included in the fax messages and other vital information. It also contains checkboxes that tell whether a particular document has to be provided or not. Here also, the message of confidentiality has to be inscribed as a disclaimer in the bottom and is usually written in bold letters.
Mass-health fax letters prove to be an important document both for the insurance companies and the insurance holders since they carry a lot of information about particular health insurance and its benefits.
10) Simple Fax Cover Sheet
A simple fax cover is a fairly basic and simple cover letter which does not carry a lot of information that some other fax cover might include. However, it is still an important piece of document as it contains information like the date on which the fax was sent, details of the sender, the fax number of the recipient and such other details.
It usually starts with the name of the recipient; his/her fax number and date on which the fax message is sent. After that, it follows with the name of the sender; her/his fax number and number of pages the message holds. After that, the sender might issue some useful pointers or alerts to the recipient.
A simple fax cover proves to be useful for people who are not used to drafting or sending fax letters. Therefore, they are able to follow different samples from the internet and from that, they are also able to draft their own fax cover.
A blank fax cover is usually a simple or any other type of fax cover in which you can enter the details with a pen or even pencil before faxing it to the recipient. A printable fax cover is a fax cover which you can use while sending several printed documents to an organization or office. Both these types of fax covers provide convenience to the user while sending personal, professional or business faxes. You can download the free printable fax letters from the internet and they prove to be beneficial especially for business purposes.
Now let us see them in detail:
11) Blank Fax cover Sheet Template
A blank cover is a basic structure of the fax cover which can be used by beginner or professional users of fax machines while sending a fax message. Sometimes, the user does not have the time to type and create his own PDF or doc version of the fax cover. At such times, he/she can make use of the blank cover sheet template which has all the necessary details that need to be present in a standard fax sheet. The details can be filled out with a pen or pencil by the user before faxing it to the recipient.
Let us see a sample of a blank cover template:
12) Printable Fax Cover Sheets
Printable Fax Covers are ready to use fax letters that are available in different formats and samples on the internet. These fax covers can be medical fax letters, personal fax covers, professional fax covers or any other fax letters which can be downloaded or printed by the user as per their needs and requirements.
The printed covers can be filled with proper instructions and details before sending it to the recipient. Therefore, a sender has to be aware of the fax cover types and their purposes completely before printing or using them to their advantage.