There are many ways in which a business makes communication be it mobile phones, emails, Gmail, WhatsApp, Skype, and many more. Fax machines used to be a huge part of business communications and still plays a major role when it comes to international contracts and professional communication. In this era of technology, people still use fax machines as part of their business communication across the world. There are many areas where still internet is not accessible or accessible at low speed, fax machines play a major role in those remote areas to exchange letters, contracts, proposals, and invoices. Here you can find a collection of fax cover sheet templates available in multiple format, design, and layout.
What is a Fax Cover Sheet?
You all are familiar with the Fax, now let’s understand what fax cover sheet is.
A fax cover sheet is like a document or page which is sent or faxed to a recipient before sending the actual fax. The purpose of sending a fax cover sheet is to let a receiver know who is sending the fax and what information it contains. Their intended purpose is to identify the sender and provide some contact information, as well as to state the intended recipient and their information. It’s not necessary or compulsory to send fax cover sheet before every fax. It actually varies from business to business. Many businesses find it extremely useful while many are not in favor of it.
Here is how a Fax Cover Sheet Sample Looks Liks;
Fax Cover Sheet Template
Is it Necessary for Businesses to Use Fax Cover Sheets?
This is the most common question that comes to mind whenever we think of using a fax cover sheet. The time & technology is changing. With time, the ways of doing business and ways of communication are also changing. That’s why it’s important to check out or use all the communication methods and then decide which one is suitable or appropriate for your business.
A fax cover sheet is one of the forms which is used by a manager, administrator, or a salesperson in a business to communicate. Most of the companies have a standard template for these purposes. From a branding point of view, it’s important to have a standard cover sheet for business communications.
The purpose of using the fax cover sheet is to let the recipient know from where the fax is coming and to whom it is directed. The contact information of the sender, as well as a summary of actual fax, can be attached. The cover sheet is also used to address a specific person or department. Use cover sheet whenever you’re sending any confidential document which is needed to check by a specific person or department only. Usually, administrative personnel delivers it directly to the intended recipient.
Include a cover sheet to make your fax stands out. Having a cover sheet means that the fax will get to the correct person. It’s easier for the recipient to understand the context of fax when a cover sheet is provided. Plus the probability that only the intended person will read increases when you have a cover sheet. Without a cover sheet, it’s hard to know the exact person for which the fax is written.
Most of the companies make or create fax cover sheets to build their brand image. If you’re running a company then make sure to include the company logo, company tagline in a fax cover sheet to make it unique and different from the other. A fax cover sheet is usually important while sending a fax to a customer. There is no particular standard format or pattern of a fax cover sheet, but here are few things that you should include in your cover sheet;
- To and From fields, including contact information
- A subject line, similar to emails, and a letter body explaining the attached documents
- Indicate how many pages are attached, including the cover sheet.
Make sure to write down the sender and receiver names. To make it more professional, you can include company’s logo and tagline as well. The chances of your fax cover sheet getting read increases when you have a company’s name and logo in a cover sheet.
There are many businesses which benefit from fax cover sheets, but not every business benefits from the cover sheet. That’s why it’s important to run an experiment and see whether fax cover sheet is doing any advantage for your business or not. Many businesses ignore the fax cover sheets completely. Do not underestimate the potential of cover sheets, try them and then see whether it’s beneficial or not.
If you’ve decided to use the fax cover sheet then here you can find multiple templates to choose from. Each template is different from the other, you need to pick anyone as per your choice or requirement. All the templates are editable in a word processing software. You can make changes as per your requirement.
How to Use Printable Fax Cover Sheet?
- Use them to initiate business communication.
- Include your company’s name or logo to let the receiver know about your company.
- Include the name of the receiver.
- Include the details of the document to let a receiver knows the type of document coming his/ her way.
- Use fax cover sheet to highlight the actions you want a receiver to take.
This is how you can use a printable fax cover sheet, but it’s not a guarantee that sheet will work for your business. First, you need to run an experiment and see whether sending a sheet is beneficial for your business or not. Use it only if you’re getting some results, else not. If you want to use it and don’t know how to prepare it then don’t worry at all, just check out the templates shared here and prepare your own cover sheet by editing these templates.
How to Make a Generic Fax Cover Sheet?
It’s actually pretty simple to make a fax cover sheet. All you need to do is download a template from above and then make changes in it to make your own fax cover sheet. Include your company’s name, logo, and tagline to make it more professional. You can also make a cover sheet from scratch in any word processing software, but it is recommended to use the templates in order to save some time.
Make sure to include important details such as your name, your fax number, and your regular phone number, company’s name, logo, tagline. Also, include the correct information for your recipient. Put the date and the number of pages of the fax transmission. Mention if the fax is urgent and if you’re expecting a reply. Include your logo and/or company tagline.
Now your fax cover sheet is ready. Use it in your business communications.
A fax cover sheet is proven to be useful for many businesses. You need to first figure out whether sending a fax cover sheet is advantageous for your business or just a waste of time. If it is helpful then use the free fax cover sheet samples above to make your own unique fax cover sheet and fax it to make your business communication more smooth and efficient. Feel free to download and use any of these fax cover sheet templates.
Keep checking Template Part for more such useful templates in other categories, format, design, and layout.