While the Internet seems to have replaced many forms of technology, it hasn’t modified the need for businesses to communicate in a variety of ways. People still make phone calls from landlines, but we also use Google hangouts and Skype. Fax machines are still a very big part of the business world, especially when it comes to international contracts and professional communication. Whether the fax machine is a physical machine or a virtual machine, it’s still in use in businesses across the world. While many remote regions still have spotty Internet access and slow download speeds, fax machines have become a favorite standby for businesses to exchange letters, contracts, proposals and invoices. They’re also often still used to apply for a job.
Even if you’re a Millennial or digital native, you’ll need to learn the in’s and out’s of this still-important form of business communications. While the types of fax machines have changed, the construct of the basic letter or cover sheet has not. Read on to learn about how to use our printable fax cover sheets to put your best foot forward when it comes to business. We have several free examples on this page for you to download.
Whether you work as a manager, an administrator, or a salesperson in a business, you will probably have a lot of forms that you’ll use on a regular basis. Most companies develop standard templates for these purposes.
However, if you’re a small business just starting out, you may want to take a look at the various cover letter templates on this page and get a feel for the type of image you want to reflect.
One reason for having a standard cover sheet for business communications has to do with branding. A company that is trying to build a strong reputation will want to attach that reputation to all of their business communications.
Think of it this way: the cover letter is the envelope for a fax. It tells the recipient who the fax is from and who it is directed to. It also contains important contact information as well as a summary of what is attached. Many companies create fax cover sheets that are specially designed to build on their brand image. The fax cover sheet, although black and white, should contain the company logo, tagline, and creative elements as space allows. Your cover sheet, when sending a fax to a customer or prospect, is usually very important. By addressing it to a specific person or department, you are tells the person who checks the fax machine who to give the correspondence to. The cover letter can also label the documents that follow as confidential. Usually, administrative personnel will respect this and staple the cover sheet to the other documents. They will then deliver it directly to the intended recipient.
In companies where faxes are only picked up intermittently, it is important to include a cover sheet so that your fax stands out and gets to the correct person. Sometimes a business such as a large law firm will have upwards of ten fax machines. Sometimes the opposite occurs; a business may only have one fax machine to a hundred employees. It’s hard to know the exact person and department a fax is intended for without a proper cover letter.
There’s no specific layout of pattern for cover sheets and faxes, but there are a few standard fields you should include in your fax cover sheet:
While the layout of your fax cover sheet template should be clean, you can also customize it. Just keep in mind that the sender and the recipient names are clearly labeled.
If you’re sending a physical fax, the cover sheet will need to be filled out and printed. Make sure that when it prints it is clear to read. A good template for your cover sheet will go a long way. We have several fax cover template examples for you on this page. Feel free to play around with them and print them out.
Keeping your information secure is a top priority among businesses today. Many organizations, especially nonprofits and healthcare providers, still use faxes to transmit information and important documents, such as prescriptions, or medical lab results, quickly and privately. Because of this, you will want to always have a professional fax cover sheet with a statement of confidentiality clearly stated on it. This is true when sending sensitive emails as well.
A typical statement of confidentiality reads as follows:
Statement of Confidentiality
If you work in a sensitive position in a law office, medical provider or social services organization, this privacy statement is often a legal requirement. Due to privacy regulations, you will want to make sure your fax cover sheet clearly identifies the recipient.
Because your organization wants to make a good impression, as well, you will want to brand your fax cover sheet by adding a logo and other distinctive features that you might use in your printed correspondence as well. Choosing a clean, bold font is advised because many fax machines copy poorly.
There’s a lot of other useful information you’ll want to add to your cover sheet, such as how many pages are attached, your email and website address, your tag line, if you have one, and other specifications. A great fax cover sheet template will help your communications be clear and professional. We have several printable fax cover sheets available as samples for you to download today.
Fax Cover Letter Tips for Job Applicants
There’s at least one situation where an individual is set to the task of creating a fax cover letter. Usually, it’s when we want to get the job. While it used opt be common to mail your cover letter and resume, nowadays, it’s more common to fax, email or upload these vital communications. While there are still times when a company will request paper resumes and cover letters, it’s still a good idea to get permission to fax it. The reason for this is that a fax is more immediate and will get your resume seen by somebody.
Email may seem like the quickest route, but it’s easy for the recipient to screen out people and delete the email. Faxing a resume can help put the information into the right person’s hands –literally- and, at least in theory, may help you get your cover letter read. You can also more easily control the presentation of materials that you fax, while in emails, the formatting will more often than not come out differently.
Remember that your cover letter needs to be written in a persuasive tone. Don’t be afraid to be creative or include details that may help you stand out from the crowd. Mention any awards you’ve won, favorite classes relevant to the business, and other skills that may not have made it onto your cover letter.
It doesn’t matter what industry you’re in; every now and then there comes a time to send or receive a cover letter. Whether you’re using a machine or an online faxing service, it’s important that a professional cover sheet or letter accompanies the documents you send. A cover letter, as we mentioned earlier, is to fax machines what an envelope is to the paper letter. It tells the recipient where the fax is meant to go, who it is to, who it is from, whether the information is confidential, and the total number of pages that have been sent over the fax.
Without a cover letter, a fax is naked. It may be incomplete, but no one would know that. In fact, without a cover page, your fax machine is likely to be ignored, thrown away, or handed to the wrong person. There’s absolutely no good excuse to skip the cover page when you send a fax.
Besides the essential to and from information, a fax with a cover letter has an air of professionalism that you just won’t get without a cover sheet. Downloadable and printable templates, like the ones on this page, give you a variety of options, from the barebones approach to a designed cover sheet. You can use your cover letter to creating the right image for your business, and add a bit of class to any proposals, invoices, or other documents that your business regularly sends.
Because so many businesses have digitized their fax services, you no longer have to worry about using up their expensive toner ink with each fax. This means you can make the cover letter page with decorative elements, even if they have a lot of elements that use ink.
Of course, the documents you send should also be professional and well written, too. Don’t underestimate the power of good business communications. If you’re not sure where to start, we have a lot of templates for a lot of commonly used business documents on our website. By coupling your fax machine with excellent, professional communications, you can help ensure your business projects a solid, professional, trustworthy reputation.
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