Create Fax Cover Letter

First of all, before we address how create cover fax sheets, what is a cover sheet? Should you even have a fax cover sheet?

What are Cover Fax Sheets?

Cover fax sheets are sheets that are faxed through to your recipient before any actual fax message. Also referred to as fax cover pages and fax title pages, cover fax sheets are optional in fax marketing. Their intended purpose is to identify the sender and provide some contact information, as well as to state the intended recipient and their information.

Most fax cover sheets are fairly plain and straightforward, but some do feature design elements or additional information.

Should I Include a Fax Cover Page?

There are differing opinions on whether or not cover sheets should accompany fax messages. Some businesses feel that it is wasteful and does not provide definite value, since fax messages come with identification anyway.

Some businesses view it as a best practice to include a cover sheet with all their fax messages, in order to provide immediate identification and to include their recognizable branding on the cover sheet. Some businesses also feel that by including the recipient's name and relevant information right up front, it will make it less likely that the fax will be handled and read by others.

Whether or not you include a cover sheet, in the end, is up to you. Try sending with and without a cover sheet and see what works best for your business. What do your customers prefer?

So How Do I Make a Fax Cover Sheet?

If you have decided to include a cover sheet before your fax message, it's pretty simple to create. There are many templates online which you can use, or you can create your own with simple fax marketing software.

You should include your name, your fax number and your regular phone number. You should add the same information for your recipient. It is also common to put the date and the number of pages of the fax transmission. Most businesses also specify if the fax is urgent and if they expect a reply. You can also include your logo and/or company tag line.

That's it! Now you know how to create a standard fax cover sheet. Why not sign up for a free SimplyCast account and try our fax marketing solution?

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Relying on one of Microsoft Word’s included templates to get you up and running with document design can be a big time saver, as everything from dimensions to placeholder text is already done for you. This doesn’t mean you’re locked into the template’s look, though. Create your own custom template from one of Word’s templates, such as a personalized fax cover sheet, by adding your own information lines, graphics and even a confidential message.

1. Launch Microsoft Word. Click the “File” tab. Click “New.”

2. Double-click the “Faxes” button. Scroll through the fax templates and double-click one that will be suitable for your own template. Within a few moments, the template opens in a new Word window.

3. Highlight the first placeholder text on the fax cover sheet, which may be “Name” or “Sender” – placement of text will vary depending on the template chosen. Type over it with your own name or information.

4. Replace the other template details with information you’ll want to use on your own fax template. To delete placeholder text on the fax without adding any, highlight the text and press the “Delete” key.

5. Add an image, such as a company logo, to the fax template by clicking the “Insert” tab. Click “Picture.” Browse to the logo and double-click the file name, then drag it into place on the fax, such as in the top center. This is also a way to dress up a fax with seasonal artwork and designs. This is optional.

6. Give the fax a special message by clicking the “Page Layout” tab. Click the “Watermark” button. Choose the “Draft” or “Confidential” option to add this to the fax template. This is optional.

7. Click the “File” tab. Click “Save As.” Enter a name, such as “Fax Template” in the “File name” box. Click “Save.”

8. Reopen the template each time you’re ready to fax. Fill out the information on the cover sheet, then resave the document with a new name such as “FaxTemplate10-01-11” so your template is always in its original form and ready to use.

Tip

  • You don’t have to use an existing Word template as your template. After launching Word, simply type the fax cover sheet parts such as name, CC, date and subject. Then follow the rest of the instructions as provided here for saving as a template.

About the Author

Fionia LeChat is a technical writer whose major skill sets include the MS Office Suite (Word, PowerPoint, Excel, Publisher), Photoshop, Paint, desktop publishing, design and graphics. LeChat has a Master of Science in technical writing, a Master of Arts in public relations and communications and a Bachelor of Arts in writing/English.

Photo Credits

  • Jupiterimages/Comstock/Getty Images

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