What should be included?
The cover sheet should make the recipient know its content. For example, in a company, many people use the same fax machine. So, it is good practice to show to whom you sent the fax.
These are a must-write when creating a fax cover sheet;
Date and timeThe writer’s company informationReceiver’s informationNumber of pagesA short message to the receiverRecommendation
Date and time:
The date and time are essential on a cover sheet. So, every fax machine prints one at the top of the fax. But if the calendar or clock of the fax machine is not functioning, you want confirmation when you smash on the “Send” button. With the help of an online faxing site, it will add the date and time to the fax automatically.
Writer’s company information:
One should write the information about the company of the writer as the company’s name, company address, fax number and phone number.
Receiver’s information:
The receiver’s information includes the name and fax number.
The number of pages:
It allows the receiver to confirm that they have gotten the complete pages.
A short message to the receiver:
We can write a brief message on the cover sheet, this though is not compulsory. It depends on the writer sending it.
Recommendation:
They need a recommendation number or ID to aid you in monitoring messages and projects.
Noting all this information will make it easier for you to have a proper cover sheet.
How can a fax cover sheet be written?
A great number of establishments have developed a cover page prototype that workers use every time. It could either be a PDF or Word Doc in which workers spend just a minute or two fillings it out on their computers. It is quicker than that of a computer, though not as clear.
Here are some steps for writing a fax cover sheet
Think about what method to use to send your fax and what it will coverGenerate a template for your fax cover sheet.
Think about what method to use to send your fax and what it will cover:
You could use these methods:
Through a customary fax machineThrough an online fax service
Through a customary fax machine:
With a customary fax machine, do not forget that anyone in the office can easily have access to your cover sheet. ‘CONFIDENTIAL’ should be written on the fax to avert prying eyes. A confidential note should be written at the bottom part of the fax using a small font size.
Through an online fax service:
When sending a fax through an online fax service to the recipient, you do not have to type confidential information because it will be directly sent to the receiver through the online fax portal or an email. No one will be able to get a hold of it except the sender and receiver.
Online fax users do not need to fill out their fax cover sheet and print it before sending it because the online service spontaneously attached the cover sheet to your existing fax.
You must provide the name of the sender and fax number, the receiver’s name, phone number, topic and body of the message. Online faxes will spontaneously populate and cover sheets of your faxes will be sent online.
- Generate a template for your fax cover sheet:
A template can help prevent you from fiddling around when you want to send a fax and it helps save time and effort.
eFax cover template sheets can help you if you like formal cover sheets better or you can create yours. It is necessary to add your company’s trademark and put it on your cover sheet together with the document you want to fax.
To create your cover sheet with word processing software, use Microsoft Word. Google doc is fast and very easy to use.
How is a fax cover letter written?
Do you want a message to go with your fax? If yes, you need a fax cover letter. Cover letters are also easy and with simple details. A fax cover letter is usually customized.
Although it will comprise more details than a cover sheet, it has to be on one page. As regards the fax, it supplies a lot of information, but one should not repeat information from the document.
Conclusion
There’s a different group of faxes with unique legal conditions for their fax cover sheet. Whenever a patient’s medical details are sent through fax, the HIPAA regulations apply to you.
Frequently asked questions:
- What does HIPAA mean?
The meaning of HIPAA is Health Insurance Portability and Accountability Act.
- How do I arrange my cover letter with my documents?
Here are the arrangements:
Fax cover sheetCover letterOriginal document.
- Why should I use a formal fax cover sheet?
Attaching your trademark on the top of your cover sheet. It will look executive and will enable your recipient to recognize your company.
4. Where will I find a fax cover sheet?
Those using eFax need to fill in their details, and then their cover sheet will be created by eFax, while for the customary fax machine, they’ll create it themselves.
