You might be wondering why you need to use fax for sending important messages to the recipient. But you will be surprised to know that still there are many companies in the world, which prefer to use fax instead of using Email. One of the main reasons for adopting the fax facility over electronic mail is due to security purposes. Before you send a fax to the recipient and understand how to write a fax cover letter you must know what fax cover sheet is and why you require it.
Fax cover sheet is actually a sheet, which is sent with the actual fax to the recipient. With the help of the fax cover sheet you actually give a detailed idea about several essential things. For example, from the fax cover sheet the recipient comes to know who the sender of the fax is and for what reason does the sender send it to him. Generally, it is seen that a company gets hundreds of fax in a single day and as such, it is always not possible to give equal importance to all the faxes. But if you can present the fax cover sheet in a presentable manner it will certainly help the recipient to determine the importance of the fax.
But writing a fax cover letter is never an easy task and you actually require a lot of understanding and all the formats of the fax cover letter. That is the reason why in this article we have come up with a best template and some essential tips for writing an effective fax cover letter so that you can get a better understand about what to write in the fax cover sheet.
Template of Fax Cover Letter
Generally, it is seen that different companies follow different templates of fax cover letter. But it is difficult to know what fax cover letter format does your recipient follow and as such if you know general template you can write any kind of fax cover letter. The following is one common template of fax cover letter which is mostly used in many corporates:
Essential tips to write a Fax Cover Letter
When you completely understand the format of a fax cover letter you can easily write those things that you need to cover in the fax cover letter. The following are some essential tips that you must remember while writing a fax cover letter:
In most of the fax cover letter template, you will find options for providing senders as well as receivers personal details such as their name, their company name, their address and contact number. In the above fax cover letter template, you have seen that there are areas for filling up the details address of both the sender and receiver, for example, City, State, Zip Code, Phone Number, Fax number, etc. You must fill up these details correctly which can help the recipient to determine the sender.
In the Fax cover letter, you will also get an option for the ‘Date’ field where you have to enter the date of the day when you will send the actual fax to the recipient. Generally, it is seen that people usually write the date in DD/MM/YYYY but there is no hard and fast rule for that. You can write as per your choice.
There will also be a ‘Page’ field in which you have to write the number of the page that is contained in the actual fax. With the help of this field, the user can easily determine the number of page in the fax. In case the recipient finds that any page is missing he can ask the sender to resend it.
After that, there will be some blank space. In this blank space, you have to give a brief description of what the fax is all about and why you are sending it to the recipient. From this section, the recipient gets a fair idea about the importance of the fax.
There will be four checkboxes – Urgent, For Review, Please Comment and Please Reply. Tick on the ‘URGENT’ checkbox if you want the recipient to reply to your fax immediately. Tick the checkbox ‘For Review’ if you want the recipient to reply and review or edit your content. Tick the checkbox ‘Please Comment’ if you the recipient to have look at the content and response it. Tick on the ‘Please Reply’ checkbox at the time when you require a reply to your fax from the recipient.
This is how you have to write an effective fax cover letter. If you need to send a fax to any recipient you must follow the steps that are mentioned in the above tips.
