how do you write a cover letter for a fax

[[techsoupTitle]] 👋

Enjoy iFax services at 50% off!

Your discount will be applied during checkout.

• Solutions Partners Resources Pricing
• Contact Sales
• Start Free Start Free
• Email to Fax
• One-Time Fax
• Broadcast Fax
• Scan and Fax
• Unlimited Documents
• Get Fax Numbers
• Port a Fax Number
• Company Fax Page
• Annotate & eSign
• Fax Automation
• Microsoft 365
• Google Workspace
• Google Drive
• Programmable Fax API
• API Documentation
• EHR Fax Integration
• CPaaS, UCaaS & MSPs
• Marketplace Resellers
• SaaS Vendors
• Healthcare Solution Providers
• White Label Partners
• Service Providers
• Affiliate Partners
• Knowledge Base
• HIPAA Resources
• Fax Cover Sheets

HIPAA fax, reimagined.

How to Write a Fax Cover Letter

A fax cover letter or fax cover sheet is a must to protect sensitive documents from accidental disclosure. Without it, you risk exposing confidential information, especially if you regularly send faxes to healthcare, legal, and financial institutions.

Depending on the severity of the situation, you may face severe consequences, such as paying hefty fines for noncompliance. You also risk losing your client’s trust, which could negatively affect your sales and business reputation.

Luckily, learning how to write a fax cover letter is relatively easy. Here’s what you need to do.

What to put on a fax cover sheet?

A fax cover sheet typically includes the recipient’s name and fax number, the sender’s name and fax number, the number of pages being sent, and a brief message or subject line. It may also include the date, the fax machine’s phone number, and any additional information or instructions.

Table of Contents

Is a Fax Cover Letter Necessary?

• What Should a Cover Sheet Include?

Fax Cover Letter Example

Yes, including a fax cover letter is essential. For one thing, it tells your recipient who you are and your purpose for faxing. If your fax contains confidential information, the person who receives it can forward the document to the correct recipient using the information provided in the cover sheet.

Besides, you can’t always guarantee a successful transmission. What if you entered the wrong fax number? The office you’re trying to send your fax probably has a shared fax machine, so there’s a possibility that your document could fall into the wrong hands.

There’s no telling when things could go wrong, so including a cover letter can help secure your faxes . It also helps your business stay compliant, especially if there are privacy and confidentiality standards like HIPAA , GDPR, GLBA, and UETA that you need to uphold.

What Should a Fax Cover Sheet Include?

The first step in writing a fax cover letter is knowing what information to include. Make sure it contains the following:

Sender’s name and contact information

This section should include your name, office address, fax number, email, and mobile number. Displaying these details on the cover sheet will make it easier for recipients to contact you. An excellent example would be when you are broadcasting promotional messages. You can have recipients send their replies via email or a toll-free fax number .

Sender’s company name and logo

For business fax cover letters, it’s a must to include your company name and logo. Even if your fax might be treated as spam, your recipients can tell at first glance whether the fax comes from a trusted and reliable source. They simply need to see the cover letter logo.

Date and time of fax transmission

This is crucial if you’re sending faxes with time-sensitive information. You can refer to the time and date shown on the cover sheet to verify the validity of a transaction. It also serves as proof in case there’s a need to confirm the document’s authenticity or double-check whether the fax has been successfully delivered.

Total number of faxed pages

Displaying this information can help recipients verify whether there are missing pages. When showing the total number of pages, you should always include the fax cover sheet in the count. For example, the total page count should be six when faxing a five-page membership form.

Recipient’s name and contact information

Including this information is a must whether you are faxing documents to single or multiple recipients. This way, the person or department can quickly identify the document’s addressee. If you cannot provide a specific name, you can indicate your recipient’s job position or title. For example, you can address your fax to the head of marketing or external relations officer.

Confidentiality notice

A confidentiality or privacy notice is necessary to warn recipients about the prohibited use of confidential information. You must include this notice every time you fax a document that contains private information, like a laboratory request or financial report. You can also include a notice asking the recipient to destroy the document copy in case they receive it by mistake.

Summary or description

When applicable, you can also write a summary or overview of your fax message. This way, your recipient will have a general idea of what your fax message is about. You can also include a list of all the documents attached.

Relevant notes

Adding relevant notes can help identify whether your fax message requires urgent attention. It can be as simple as a checklist displaying the actions that you’d like your recipient to do. Here are a few examples of the options you can include in your relevant notes:

• Please reply
• Please comment
• Please review

As long as you keep these pointers in mind, you’ll learn how to write a fax cover sheet or letter in no time.

Below is a fax cover letter sample that you can use as a reference.

No time to write a personalized fax cover letter ? There are professionally designed fax cover sheet templates that you can customize to suit your needs and preferences. With templates, you can spend less time writing and more time faxing.

Effortlessly Create Fax Cover Letters With iFax

With iFax , you can save yourself from the hassle of creating fax cover letters from scratch. All you need to do is send a fax, then choose a cover page from the menu. You may also customize it to suit your needs and preferences.

To add a cover letter to your fax, you simply need to:

• Log in to your iFax web dashboard.
• Click New Fax > Compose Fax.
• Select a cover letter by scrolling through the menu.
• Remember to add the receiver’s information, sender’s information, privacy notice, and relevant notes.
• To add your company logo, click the three dots icon at the top-right of the compose window. Select Add Logo, then upload your logo. Click Save.
• Add the documents you want to fax and click Send.

Try it yourself and see how easy it is to fax with professionally designed fax cover letters.

Create an account for free or request a demo .

Kent is a content strategist currently specializing in HIPAA-compliant online fax. Her expertise in this field allows her to provide valuable insights to clients seeking a secure and efficient online fax solution.

HIPAA-compliant and lightning-fast.

Learn how to fax a PDF online by email, phone, or computer. See how online faxing can make it easier…

If you want an easy yet secure way to fax Word documents online, check out this comprehensive guide.

Learn how to set up an online fax account with step-by-step instructions.

Free Fax Cover Sheet

How To Make a Simple Cover Letter For Fax [Step By Step]

In today’s digital era, the Simple Cover Letter For Fax machine might seem like a relic of the past, overshadowed by the convenience of email and cloud-based document sharing. However, it’s essential to recognize that the fax machine continues to hold its ground in specific industries and scenarios, where security, authenticity, and compliance are paramount.

• How To Send Fax From iPad
• Basic Fax Cover Sheet
• Professional Fax Cover Sheet
• Confidential Fax Cover Sheet
• Personal Fax Cover Sheet
• Google Docs Fax Cover Sheet
• Make a Simple Cover Letter For Fax

Whether you’re navigating the intricacies of healthcare, dealing with legal documentation, or communicating with government agencies, faxing remains a trusted means of transmitting sensitive information.

What makes faxing persist in this digital age? The answer lies in its unique attributes. Faxes provide physical, hardcopy records of document transmissions, offering a level of assurance and permanence that digital methods often lack. Moreover, faxes are considered more secure than email, as they operate on dedicated phone lines, reducing the risk of data breaches.

In these contexts, the fax cover letter emerges as a critical component of the faxing process. It serves as a formal introduction to your transmitted documents, providing essential information about the sender, clarifying the fax’s purpose, and furnishing any specific instructions necessary for the recipient’s understanding.

This guide is your comprehensive resource for mastering the art of crafting a simple yet effective fax cover letter. Whether you’re a seasoned professional or new to the world of faxing, you’ll discover valuable insights to create a fax cover letter that not only conveys professionalism but also enhances the clarity and efficiency of your fax communications.

Fax Cover Letter

In the digital age, where emails, cloud storage, and instant messaging dominate our communication landscape, the fax machine may appear as a relic from a bygone era. However, it’s crucial to acknowledge that in specific industries and situations, faxing remains a steadfast and indispensable method for transmitting documents.

Whether you’re dealing with confidential medical records, legal contracts, or sensitive financial information, the fax machine continues to play a pivotal role in ensuring secure and authenticated document exchange.

Why, you might ask, does faxing persist when more modern alternatives are readily available? The answer lies in its unique qualities. Fax machines provide a tangible, hardcopy record of document transmissions, a feature especially prized in fields where legal and regulatory compliance is paramount. Additionally, faxes are often deemed more secure than email, as they operate over dedicated phone lines, reducing the risks associated with digital communication.

At the heart of the faxing process is the fax cover letter, a document often underestimated in its significance. It serves as the gateway to your transmitted documents, offering critical information about the sender, clarifying the fax’s purpose, and providing specific instructions for the recipient.

In this guide, we will delve into the art of crafting a simple yet effective fax cover letter, whether you are a seasoned professional or a newcomer to the world of fax communication.

How To Make a Simple Cover Letter For a Fax

In an increasingly digital world, the fax machine might seem like a relic of a bygone era. However, it remains a relevant and necessary tool in various professional contexts. 

In these sectors, where sensitive information and compliance with regulations are paramount, faxing offers a level of security and authenticity that digital methods often struggle to match.

The Simple Cover Letter For Fax is a fundamental element of this traditional yet enduring communication method. It serves as an introduction to the documents being transmitted and provides essential context for the recipient.

Beyond basic identification of the sender and recipient, a well-constructed fax cover letter can clarify the purpose of the fax, highlight any urgent or critical information, and specify actions the recipient should take upon receiving the documents.

This guide is designed to help you navigate the process of creating a simple yet effective Simple Cover Letter For Fax. Whether you’re a seasoned professional or new to faxing, these insights will enable you to craft a cover letter that not only conveys professionalism but also enhances the clarity and efficiency of your fax communications, ensuring that your important documents reach their destination securely and with precision.

Simple Cover Letter For Fax

In an age where electronic communication has taken center stage, the fax machine might seem like an outdated technology. However, it’s important to acknowledge that in various professional sectors, faxing remains an essential means of transmitting documents.

Industries such as healthcare, legal services, and finance rely on faxes for secure and authenticated document exchange. Faxing offers a level of tangible, hardcopy security that digital methods often cannot replicate.

When it comes to sending a fax, the fax cover letter is an often underestimated but crucial component. It acts as a window into your transmitted documents, offering vital information about the sender, clarifying the purpose of the fax, and providing any specific instructions necessary for the recipient’s understanding. A well-constructed fax cover letter not only conveys professionalism but also enhances the clarity and efficiency of your fax communication.

Creating a simple yet effective Simple Cover Letter For Fax is a valuable skill, even in our digital age. In this guide, we will walk you through the steps to craft a fax cover letter that ensures your documents are not only securely transmitted but also clearly understood by the recipient.

Whether you’re a seasoned professional or new to faxing, these insights will help you make the most of this traditional yet enduring method of document transmission, ensuring that your important documents reach their destination securely and with precision.

WTO / Business / Receipts / 27 Free Fax Cover Sheet Templates (Word)

27 Free Fax Cover Sheet Templates (Word)

Fax cover letters are often used in professional or business settings where faxes are still commonly used as a means of communication . If you are faxing a document, you want to ensure that it includes a fax cover sheet. The sheet outlines details of the sender and recipient and other information about the fax, such as date, time, number of pages, and a short message.

They can help ensure that the faxed document is properly received and processed by the recipient. They can also serve as a record of the fax transmission, with information about the sender, recipient, and date/time of the transmission. This article will discuss what a fax cover sheet is, what should be included in it, and how to use templates for creating customized sheets.  

What is a Fax Cover Sheet? 

A fax cover sheet is a formal document used to inform the person who receives the fax of the specific recipient the fax is meant for.

The cover sheet should include basic identification information for the sender and the recipient, such as their names or company names, fax numbers, dates, and the number of pages of the fax. It serves as a way to introduce the faxed document, providing important details to the recipient about who the fax is from, who it is intended for, and what it contains.

It may also include instructions for the recipient, such as a request for confirmation of receipt , urgent or confidential markings, or other special instructions.

Why is Fax Cover Sheet Needed? 

A fax cover page is helpful in various ways. Besides alerting a person that the fax is for them or a specific person, a cover sheet serves other purposes. It indicates the exact number of pages sent by the sender. This allows the recipient to confirm that all of the sent pages were received by the recipient.

The sheet can also relay specific instructions, such as “urgent” or “confidential,” related to the fax. This prompts the recipient to take the necessary steps in such cases and ensure the purpose of the fax is effectively achieved. 

A template can be used to optimize the workflow in a company where many faxes are sent daily. When sending a fax, using a template will enable you to create the sheet more quickly by simply entering the required data.

Fax Cover Sheet Templates

What is Included in the Fax Cover Sheet?

A cover sheet includes basic information about the sender, recipient, and fax. Some of the information that can be included in a fax cover page includes:

Names 

The sender’s and recipient’s names should appear on the cover sheet. This way, it may be clear who sent the fax and the intended recipient. The names should be correctly written to avoid any confusion. 

Fax numbers

A fax number is also needed in the fax cover—one from the sender and another from the recipient. The recipient can use the sender’s fax number to reply to the initial fax if they have a response or questions about the sent fax.

Telephone numbers

The telephone numbers of the recipient and the sender should be included for several reasons. Firstly, having the sender’s number further verifies the fax. Secondly, the telephone numbers can be used to trace and get the fax to the appropriate person if the recipient’s name has an error.

This way, if there are any problems with sending the fax and it is misplaced or lost, it will still be possible to determine who sent it to whom. Finally, the numbers can also be used for future correspondence between the parties.   

Number of pages 

The number of fax pages should be included to inform the recipient how many pages they should expect the fax to have. This way, there will be no confusion in the recipient’s office regarding whether the fax was received in its entirety or not. This also helps to avoid sending duplicate pages and receiving incomplete faxes. Technical problems with the fax machine can cause these outcomes. It should be noted that the cover sheet counts as a page.

If the fax is five pages in length, there are six total pages.  

A cover sheet should mention the subject of the fax. It should be a single line. The subject line lets the recipient know what is discussed in the fax before they read it. It should provide enough information to entice the recipient to read the line, but not so much that the contents of the fax become irrelevant.   

The fax date should also be included on a cover sheet. This must be the date when the fax was sent. The date is vital, as it can be referenced if any issues arise. For example, if there are any delays in receiving the fax due to technical problems, the date can be referenced to determine when the fax was sent. This can be imperative where deadlines are to be met because the date will show when the fax was sent to prove the delay was because of a technical issue. 

Instructions

Instructions can be included to guide the recipient in handling the fax. The instructions can include what actions the recipient should take regarding the correspondence.

The following are simple instructions that can be added to the cover sheet:

• Urgent: It is also important to note whether the fax needs to be returned. If there is urgency, a note should remind the recipient that they should handle it promptly. 
• For review: The cover sheet should inform the recipient if they are to review the correspondence and offer feedback regarding its content. This is crucial to ensure that the intended recipient receives the fax and that its goals are met.
• Please comment: A comment typically refers to a written remark, observation, or feedback that the recipient provides in response to the fax or its contents. This can include any additional information, clarification, or feedback that the recipient wishes to provide related to the faxed document.
• Please reply: A “reply” typically refers to a response or answer to a specific request or question made by the sender in the fax or its contents.

The fax cover also contains a comments section where further instructions can be provided. The section can also outline additional details that clarify the purpose of the fax. This section is structured as a letter. It begins with addressing the recipient by name, writing a short message before closing with a signature. 

When there is a need for secrecy or confidentiality, a note should be included on the fax cover that states “CONFIDENTIAL.” The note should strictly prohibit sharing the document with anyone else in the office. The fax is sent directly to the recipient’s email or online fax portal, so this is not an issue if you use online fax services.  

How to Customize Fax Cover Sheet Template?

Modifying a template for a fax cover sheet typically involves customizing the existing template to suit your specific needs.

Here are the general steps to modify a template:

Choose a template 

You must review different templates to identify the options available. Then, select a suitable template. After selecting the template, you can download the file.

Add images and designs

You can customize the design according to your requirements. This can be done by adding images and icons and experimenting with different designs. Images create an appealing look. This results in a template that is unique to your tastes. 

Add company logo

You can add your brand’s logo to the template. This can be done by inserting your company’s logo in the document. You can also change the template’s background color and font to match your brand’s colors. This will make it easy for the recipient to recognize that the fax came from your business.

Proofread the fax

Also, proofread the document to check for errors. Then, make the necessary corrections before sending the fax. Check for any typographical errors, incorrect contact information, or other mistakes that may affect the clarity and professionalism of the sheet.

Save the modified template

Save the modified template with a new file name, so that you can easily identify and locate it in the future. You may want to save it in a format that is compatible with the software you are using, such as.docx for Microsoft Word or.pdf for PDF..

Once you are satisfied with the modifications, you can start using the modified template to create sheets for your specific needs. Simply open the modified template, update the necessary information for each fax, and save or print as needed.

Frequently Asked Questions

Yes, you can send a sheet electronically or through email as a separate attachment or as part of the fax document. Many online fax services allow you to include a digital cover sheet along with the fax transmission. However, it is important to check the recipient’s preference or requirements for receiving faxes electronically, as some may still prefer a physical cover sheet.

While there are no strict formatting guidelines for a sheet, it is generally recommended to keep it simple, clear, and professional. Use standard fonts, and appropriate spacing, and ensure that all the information is easy to read. Avoid using excessive colors, graphics, or complex layouts that may cause issues with fax transmission or may not be compatible with all fax machines.

Yes, you can use the sheet for international faxes as well. In fact, including a fax cover sheet becomes even more important for international faxes, as it provides essential information such as the sender’s and recipient’s contact details, the subject, and any additional instructions that may help ensure that the fax is properly routed across different countries and time zones.

Customizing a fax cover helps you stand out. The customized ones make it evident that the fax is sent by you and distinguish your company from other companies. It also serves as an excellent marketing strategy for your company in terms of branding. 

About This Article

Was this helpful?

Great! Tell us more about your experience

Not up to par help us fix it, keep reading.

12 Free Parking Receipt Templates

12 Deposit Receipt Templates (100% Free)

24 Free Sales Receipt Templates (Premium Designs)

Thank you for your feedback.

Your Voice, Our Progress. Your feedback matters a lot to us.

Fax Cover Letter

Fax cover letter template.

Author : Brent Weight and Jon Wittwer

License : Limited Use

Fax Cover Letter vs. Fax Cover Sheet

There is a difference between a fax cover letter and a fax cover sheet . The cover letter is a more personal detailed informative page whereas the cover sheet is less personal and usually includes much less information. A cover letter usually is sent along with resumes and other business reports to non-familiar entities. A cover sheet usually accompanies a document where the correspondents are somewhat familiar with each other. For a cover sheet, you can download our Fax Cover Sheet Template .

Tips for Fax Cover Letters

• Keep it simple. Too much information will quickly throw off your recipient and make them less likely to care about what's in the rest of your fax.
• Keep it neat and clean. Your fax cover letter is a representation of what your recipient will see in the rest of your transmission. Use clean and concise language. Just because you understand a word does not mean the recipient will, so avoid using slang terms and technical jargon.
• Give as much information as necessary to keep the recipient wanting to read through the rest of the fax. If you give them too much information, the recipient will think they have read enough to get the gist of it.
• Pay attention to the recipient's business hours. Some businesses may be open until 8 or 9 but they only want to get faxes between the hours of 8 to 6. If received later, the information may be marked as received the following business day.
• Long letters are less likely to be read, so keep your fax cover to one page.
• Make sure a fax cover letter is marked as CONFIDENTIAL if the accompanying documents are confidential.

Sample Fax Cover Letters

Example 1 - fax containing documents to sign.

The ABC Barn 123 S. 1000 E. Ste. 1 Business Town, Business State 12345 (123) 456-7890 www.abcbarn.com

TO: C.E.O. Gary Fischer (987) 654-3210

FROM: C.E.O Sarah Tobler (123) 456-7890

DATE: 1/1/15 Pages: 5 (Including cover letter)

The following pages contain the summary of our plans to incorporate your recently acquired company into our business circle and will outline what we plan to do with everyone that worked for you. Also included is a copy of the purchase agreement that we have both signed as part of this merge.

I am sending this fax to you so that you and I both have a copy of the plans and an extra copy of the purchase agreement and I would appreciate it if you could send me back a signed copy so that I know that you received my fax and that you are ok to proceed with our company's plans.

Example 2 - Fax Cover Letter for Submitting a Resume

James Henry III 1 Fiji Way Your Town, Your State 98765 568 974-2013 www.myresume.com

TO: Taco Tower H.R. (987) 654-3210

FROM: James Henry III (123) 456-7890

DATE: 1/1/15 Pages: 3 (Not including cover page)

This fax contains my Resume and the accompanying cover letter for the position as Assistant Manager at your 2398 Kings Way location.

I am sending this fax in response to the ad I found on craigslist advertising for the Assistant Manager position and, once you read the contents of this fax, you will see that with my background I am extremely qualified for the job and I hope to hear back from you soon.

References and Resources

• Microsoft Template Gallery - templates.office.com - Includes a few Fax Cover templates.
• The Scanner-Friendly Resume - www.njit.edu - Provides tips for making a resume that can be easily and correctly read by a scanner.
• Choosing an Online Fax Service - labnol.org - This article can help you figure out what to do when you need to send a fax without access to a fax machine.
• How to Make a Simple Cover Letter - yourbusiness.azcentral.com - A step-by-step guide to making a fax cover letter using different computer programs.

Follow Us On ...

Sponsored Listings  

Letter templates.

How to Make a Fax Cover Letter

In today’s digital age, the art of faxing documents might seem outdated, yet it remains a vital communication tool in various professional settings, where the need for a tangible record is paramount. At the forefront of any faxed bundle of documents is the fax cover letter, a critical component that serves as the face of your message. This introductory guide is tailored to:

• Illuminate the Role of a Fax Cover Letter: A well-prepared fax cover letter sets the stage for the documents to follow, providing a snapshot of the contents and the sender’s intent, ensuring the information is directed to the right person with clarity.
• Underline Its Importance: Beyond mere formality, a fax cover letter is a beacon of professionalism, enhancing the readability and proper handling of your faxed documents. It’s especially crucial when dealing with sensitive or confidential material, demanding a level of seriousness and privacy.
• Guide Through Creation: Crafting an effective fax cover letter involves more than listing the sender and receiver’s details; it’s about organizing information in a way that’s immediately understandable, with clear directives if action is needed upon receipt.
• 1 How to Create a Fax Cover Letter: Step-by-Step
• 2 Why is a Fax Cover Letter Important?
• 3 Essential Elements of a Fax Cover Letter
• 4 Common Mistakes to Avoid

How to Create a Fax Cover Letter: Step-by-Step

Creating a fax cover letter involves a clear, structured approach to ensure that your documents are conveyed professionally and efficiently. Follow this step-by-step guide to craft a cover letter that effectively communicates the necessary details to the recipient:

• Start with a Clear Header: Label the document as a “Fax Cover Letter” at the top, making it immediately clear to the recipient what they are handling. This helps in quick identification and proper processing of your fax.
• Include Sender and Recipient Information: Clearly list both the sender’s and the recipient’s names, fax numbers, and contact numbers. This is crucial for ensuring that the fax reaches the intended recipient and allows for easy follow-up if needed.
• Date and Subject Line: Right below the contact details, include the date of sending the fax. Follow this with a concise subject line that gives a snapshot of the fax content, guiding the recipient on the document’s purpose or urgency.
• Message Body: In a brief paragraph, describe the enclosed documents and their relevance. If any specific action is required from the recipient, such as a confirmation call or an email reply, mention it clearly. This section should be straightforward, providing a clear directive or context for the documents sent.
• Closing Remarks: Conclude with a courteous closing statement, expressing gratitude or anticipation for the recipient’s response. You can also reiterate your contact information here, emphasizing availability for further discussions or clarifications.
• Review for Clarity and Conciseness: Before sending, review your fax cover letter to ensure it’s clear, concise, and free of errors. A well-written cover letter reflects your professionalism and attention to detail.

Why is a Fax Cover Letter Important?

A fax cover letter is important because it serves as the first point of contact between the sender and the recipient, providing a professional introduction to the enclosed documents. It ensures the fax is directed to the correct person and outlines the content and purpose of the accompanying documents. This clarity aids in efficient processing and response. Additionally, a cover letter can include confidentiality notices and urgent handling requests, ensuring sensitive information is treated with the appropriate level of care and attention.

Essential Elements of a Fax Cover Letter

An effective fax cover letter should include the following essential elements:

• Example: “Fax Cover Letter”
• Example: “From: John Doe, Fax: 555-123-4567, Phone: 555-987-6543”
• Example: “To: Jane Smith, Manager, Fax: 555-765-4321, Phone: 555-678-1234”
• Example: “Date: February 14, 2024”
• Example: “Subject: Q1 Financial Reports”
• Example: “Number of Pages: 10 (including cover letter)”
• Example: “Enclosed are the Q1 Financial Reports for your review. Please confirm receipt.”
• Example: “Thank you for your attention to these documents. I look forward to your prompt response.”

These elements ensure the fax cover letter is informative, professional, and facilitates effective communication between the sender and recipient.

Common Mistakes to Avoid

When creating a fax cover letter, avoid these common mistakes to maintain professionalism and ensure effective communication:

• Example: Forgetting to include the recipient’s fax number, making it unclear where the fax is intended to go.
• Example: Listing 5 pages when there are actually 6, potentially causing the recipient to overlook the final page.
• Example: Using “Documents” instead of a specific subject like “Contract Agreement Edits.”
• Example: Misspelling the recipient’s name or title, which can be perceived as careless or disrespectful.
• Example: Including several paragraphs of detail better suited for the documents themselves rather than a concise overview in the cover letter.

Avoiding these mistakes helps ensure your fax cover letter is clear, professional, and facilitates smooth and efficient document transmission.

Recent Posts

• The Best Skills to List on LinkedIn
• How to Write a New Job Announcement (Example + Tips)
• “Why Are You Suitable For This Job?” Sample Answers
• How to Answer “What are Your Weaknesses?” in an Interview
• Best Soft Skills for Your Resume

• February 2024
• January 2024
• December 2023
• Cover Letter

Letter Templates & Example

A Step-by-Step Guide to Creating a Professional Cover Letter Template for a Fax

Are you in need of a cover letter template for a fax? Look no further! We’ve got you covered. Whether you’re applying for a job, sending an invoice, or simply need to send a document, a fax cover letter is a professional way to communicate with your recipient. Our templates are easy to use, and you can customize them to fit your needs.

We understand that writing a cover letter from scratch can be time-consuming, but with our templates, you’ll save time and effort. Plus, we’ve included examples for you to reference and edit as needed. With our cover letter template for a fax, you’ll be able to convey your message clearly and professionally, making a great impression on your recipient. So why wait? Start using our templates today and take the stress out of faxing.

The Best Structure for a Fax Cover Letter Template

Sending a fax can be a simple and quick way to transmit important documents. However, it’s important to remember that, like with any other communication, the contents of your fax should be presented in an organized and professional manner. This is especially applicable for your cover letter – the document that will introduce your fax and its contents. Here are some tips for structuring a strong cover letter template for a fax:

1. Keep it brief: Remember that a cover letter for a fax is just that – a brief introduction to the accompanying documents. Keep your letter short and to the point. A good rule of thumb is to aim for no more than three concise paragraphs.

2. Use a clear and professional format: Ensure that your fax cover letter looks professional and is easy to read. Use a clear, legible font and avoid using too many different fonts or formatting. Make sure that your contact information, as well as the recipient’s, is prominently displayed.

3. Address the recipient: Be sure to address the recipient by name if possible. This adds a personal touch and shows that you have taken the time to research their company or organization.

4. Be specific about the contents of the fax: Be clear about the contents of your fax and what you’re looking for from the recipient. This helps to avoid any confusion or misunderstandings.

5. End with a call to action: Consider ending your cover letter with a call to action – something that encourages the recipient to take action or respond to your fax. This can be as simple as providing your contact information and inviting them to get in touch with you if they have any further questions or need additional information.

By following these tips and guidelines, you can create a strong and professional fax cover letter template that will help your fax stand out and get noticed. Remember to keep it brief, clear, and professional – and don’t forget to end with a call to action!

Cover letter templates for different fax reasons

Job application cover letter.

I am writing this letter to apply for the vacant position at your prestigious company. I believe that my qualifications make me an excellent candidate for this job. I have the necessary education and experience to perform the duties of the role effectively and efficiently. My high integrity, exceptional organizational skills, and strong work ethic enable me to function well in a fast-paced environment. I have attached my CV and other supporting documents for your review.

Thank you for your time and consideration, and I look forward to hearing from you soon.

Best regards,

[Your Name]

Business proposal cover letter

I am writing to present a business proposal for your consideration. After conducting extensive research on your organization and examining the current business trends, I believe we could work together to reach significant success. I have attached a detailed proposal outlining our strategy, budget, and timeline.

I am available to meet with you at your earliest convenience to discuss this proposal in detail. Thank you for your consideration.

Letter of intent cover letter

I am writing to announce my intent to [insert purpose here], as well as my commitment to fulfilling all obligations associated with this project. I have researched the requirements and expectations of the target organization and have developed a detailed plan to ensure that all the targets are met.

Kindly find attached my letter of intent and other supporting documents. Thank you for your understanding and support regarding this matter. If you have any questions or concerns, please do not hesitate to contact me.

Warm regards,

Resignation cover letter

This letter serves to inform you of my decision to step down from my position as [insert title] in [company name]. Due to unforeseen financial circumstances, I must resign effective immediately. I regret any inconvenience my resignation may cause, and I will ensure the smooth transition of the current project to my successor.

I am grateful for the opportunity that you gave me to work with such amazing people in your organization. If there is anything I can do to support the transition, please let me know.

Thank you and with regards,

Recommendation cover letter

I am writing this letter to recommend [insert name] for the [insert position]. I have had the pleasure of working with him/her, and I have found him/her to be smart, hardworking, and dedicated. His/her skills always impressed me, and he/she is always willing to take up challenging projects with ease.

I am confident that he/she has the necessary qualifications, skills, and experience to excel in the position. I highly recommend him/her without hesitation, and I am confident that he/she will positively impact your organization.

Thank you for considering my recommendation.

Invitation cover letter

I am writing to invite you to join me at a [insert event name], which is set to take place on [insert date] at [insert location]. This event will offer an excellent opportunity for [insert purpose/motivation of the event].

You are among a select few individuals we believe would bring great value and insight to the event. We would be privileged to have you attend, and we hope you aren’t indisposed.

Thank you in advance for your consideration, and we hope to see you there.

Apology cover letter

Dear [insert recipient’s name],

I am writing to apologize formally for [insert the reason for the apology]. I regret any inconvenience or negative impact this may have caused you or your organization and would like to assure you that steps are being taken to rectify the situation immediately.

I appreciate your understanding, and I would be grateful for a chance to discuss this issue further and offer any further reassurances you may need.

Thank you for taking the time to read this. I look forward to hearing from you soon

Kindly accept my apology,

Tips for Creating a Winning Cover Letter Template for a Fax

When applying for jobs through faxes, it’s important to create a powerful cover letter that will immediately catch the attention of the employer. Here are a few tips to help you do just that:

• Begin by identifying the right format for your cover letter. Most employers will either prefer a professional or a semi-formal approach.
• Make sure that your cover letter is well-structured and easy to read. Use bullet points wherever possible to help the employer absorb the information quickly.
• Provide detailed information about your skills, qualifications, and experience that are relevant to the position for which you are applying. Remember to keep your tone professional and avoid using too many technical terms.
• Avoid making your cover letter too long or too short. A one-page cover letter is more than enough, and ensure that you highlight your strengths for the employer in just a few clear paragraphs.
• Write your cover letter in a way that it stands out from the rest. Make it unique, use industry jargons and personalize it with information you found on the company’s website or social media.
• Do a thorough check for the letter and correct any spelling or grammatical errors. You can use a proof-reader or check the document yourself.
• Sign your letter professionally, and attach it to your CV and send to the employer’s fax number. Remember to follow up to ensure your application has been received.

Remember, the cover letter is the first thing that your potential employer sees before even opening your resume. Therefore, making sure it stands out and delivers a compelling message is key to increasing your chances of winning the desired job. By following the tips above, you’ll be well on your way to creating a cover letter that will make your fax application stand out from the rest.

FAQs related to cover letter template for a fax

What is a cover letter template for a fax?

A fax cover letter template is a pre-designed document that is used to accompany a fax message. It contains information about the sender, the recipient, and the contents of the fax.

Why should I use a cover letter template for a fax?

Using a cover letter template for a fax makes the process of sending a fax much easier. It saves time, ensures that all necessary information is included, and helps to maintain a professional appearance.

How do I use a cover letter template for a fax?

To use a cover letter template for a fax, simply download the template and fill out the necessary information. Then, attach the template to the fax and send it to the recipient.

Can I customize my cover letter template for a fax?

Yes, most cover letter templates for a fax can be customized to suit your particular needs. You can modify the text, fonts, colors, and layout to create a document that matches your branding and style.

Where can I find a cover letter template for a fax?

You can find cover letter templates for a fax online, by searching on websites such as Microsoft Office or Google Docs. You can also create your own template using a word processing program such as Microsoft Word.

What should I include in my cover letter template for a fax?

Your cover letter template for a fax should include your name and contact information, the date, the recipient’s name and contact information, a subject line, and a brief message explaining the contents of the fax.

Is it necessary to include a cover letter with every fax?

No, it is not necessary to include a cover letter with every fax. However, it is considered a professional courtesy to do so, especially when sending important documents or communication.

Wrapping it Up

And there you have it, folks! We hope this simple cover letter template for faxing has made your job search a little bit easier. Remember to always personalize your cover letter to suit the job and company you are applying for. With this in mind, we wish you the best of luck in your job search. Thanks for reading, and don’t be a stranger – visit us again soon for more helpful articles like this one!

Stand Out with this Cover Letter Example for Freelancer Sparkle with Success: Use Our Cover Letter Template for Jewelry 10 Effective Cover Letter Examples for Digital Marketing How to Easily Create a Free Cover Letter for CV: A Step-by-Step Guide Internship Letter Format for Students from Company: Tips and Examples Top Cover Letter Templates for Administrative Positions: Impress Your Potential Employer

• Exclusive Deals

eFax How-Tos

Free Customized Fax Cover Sheet Templates

eFax® eliminates the need for manual fax cover sheet creation. With eFax Messenger®, seamlessly integrate cover sheets into your outbound faxes, choosing from a variety of pre-formatted templates designed for various applications.

Choose from several custom templates for your fax cover sheets

If you choose the basic fax cover sheet, all you need to do is enter the relevant details into the pre-set fields your name and number, the recipient’s name and number, a subject line, etc. and that page will automatically be added to the front of your fax.

If you choose instead to download one of eFax’s other template designs, you’ll simply uncheck the “Include Cover Page” box, fill out the eFax cover sheet template you’ve downloaded, and then include that as the first attachment in your outbound fax.

Our custom fax cover sheet templates is just one more way eFax makes faxing faster, easier and more cost-effective.

eFax Has a Series of Custom Fax Templates

Fax cover sheets help to ensure that faxes get where they need to go and that the recipients have some basic information about what’s contained in the fax. A fax cover letter can provide a more comprehensive overview of a faxed document. This lets the recipient quickly learn about what they can expect in the rest of the document without having to flip through the pages.

When you send an online fax with eFax, a cover sheet is automatically generated for you, saving you an extra step. If you want to customize your fax, you can always create your own or use one of the provided fax cover page example templates. Getting started with eFax is fast and easy.

Download Free Fax Cover Sheet Templates

Whether you want to fax a PDF or send a fax using Gmail, eFax has you covered. There are lots of cool things your eFax account is able to do. Learn more about your options when using eFax.

• Cover Sheet template 1
• Cover Sheet template 2
• Cover Sheet template 3

How to Add a Fax Cover Sheet to Documents While Faxing

1. log into your efax account.

First, log into your eFax account. If you don’t have one, you can create an eFax account in just four simple steps.

Here, you can choose your own personal eFax Number to receive faxes online or port your existing fax number to your eFax account. New users get access to a free trial!

2. Create your fax cover page

Once you’ve logged in, click on Create Cover Page in the File menu. If you want to go with a template instead, you’ll simply uncheck the “Include Cover Page” box, fill out the eFax template you’ve downloaded and then include that as the first attachment in your outbound fax.

If you choose the basic fax cover sheet, all you need to do is enter the relevant details into the preset fields like a subject line, your name and number, the recipient’s name and number, etc. Your cover page will then automatically be filled out and added to the front of your fax.

3. Customize the cover page fields

Just select the field you’d like to add from the list and click on the location you’d like to add the field. You can choose from a variety of custom fax cover page fields including fax date, company information, fax summary and client ID or reference number.

You can also save these custom fax cover pages as templates for future use. It saves considerable time and streamlines your faxing workflows. Moreover, it ensures you’re providing recipients with relevant information with each fax.

4. Create your fax

Next, generate your actual fax as well. Enter your recipient’s fax number in the designated field. You can also include any relevant documents as attachments using the “Choose Files” option.

eFax allows up to 10 documents per fax, choosing over 200 different attachment types to your fax, including Word documents, PDFs, images and more. You can also take a picture of the document you want to send on your mobile device and attach the image.

5. Hit ‘Send’ & relax!

Finally, tap send on your fax and wait for it to be delivered. You can either attach your signature as an image or use the swipe-to-sign technology.

eFax tracks your fax in real-time, giving you a notification once your recipient has received and opened your fax. You can also ask to be notified when the recipient downloads the attachment when large files are shared.

Why Fax Cover Letters are Important?

With eFax, you can send faxes online through your eFax account and easily include a fax cover sheet that has been pre-formatted for you. If you choose the standard cover sheet, all you need to do is enter basic information into the preset fields. Your cover page will then automatically be filled out and added to the front of your fax.

If you choose instead to download one of eFax’s other custom and printable fax cover sheet templates, simply uncheck the “Include Cover Page” box, fill out the eFax template you’ve downloaded, and attach that with your outbound fax.

Fax cover sheets save a lot of time because they tell you who the fax is intended for, who sent it, and how many pages there are included. This streamlines the faxing process by avoiding any confusion – and who doesn’t love that?

What Should Be Included in a Fax Cover Sheet?

The format of a faxing cover sheet can vary, but there is some important information that every cover sheet for faxing should include. Here are some of the details that you should include when creating a cover sheet for a fax. The goal of all of this information is to ensure that your fax gets to its intended destination, even in a busy office.

When the fax was sent.

The date and time that a fax was sent are especially important if the fax contains time-sensitive information. This isn’t something you have to worry about when sending online faxes with eFax, as the date and time are added automatically to each fax.

Your company’s information.

Information about the company that the person sending the fax is from should be included in the cover sheet. This includes the company’s name, as well as contact information like its address, phone number and fax number.

Your information.

Information about who is sending the fax should also be included on the cover sheet for faxing. This includes your name, phone number and email address.

The fax recipient’s information.

The name and fax number of the person you’re sending the fax to should also be included.

Basic information about the fax.

Include a quick overview of the purpose of the fax as a note to the recipient in your cover sheet. This is optional.

Client ID or referenced number.

This is another optional piece of information that can be used to help you keep track of messages or projects.

What Our Customers Say About Us

Apple App Store

Google Play Store

“eFax is one of the most feature rich and well-known online fax services on the market and includes features like mobile apps, e-signature capabilities, …compliance and unlimited fax storage…”

“Sending fax over internet to a local or toll free number is extremely easy using its simple interface integrated with your email account. Enhanced features like digital signature and integration with mobile apps are like icing on the cake.”

“What I like about eFax is that it includes a share extension, so I can fax from almost all iOS apps that support sharing. This makes it easy to fax a document from almost all of my apps.”

How To Fill Out a Fax Cover Sheet

Now that you know what information a cover sheet for a fax should include, it’s time to learn how to write one.

Step 1: Create a Fax Cover Sheet Template

Companies will often create Adobe or Microsoft Word fax templates for employees to use when drafting a business fax cover sheet. This ensures that the same information is included with every fax. Fax cover sheet PDF printable and other printed templates can be made using a PDF or Word document that employees can then copy and edit for their use. A printed template can also be filled out by hand when sending faxes with a traditional fax machine.

If your company sends online faxes, you can create a digital template that employees can copy and edit directly on their computers.

Step 2: Fill in Your Information

If you’re using a template for your fax cover sheet , create a copy and then fill in your information.

If you’re creating a cover sheet for a fax without a template, start a blank Microsoft Word document and include the information listed above.

Things To Remember When Creating a Fax Cover Sheet

When sending a fax with a cover sheet, it’s important to remember to count the cover sheet as a page. It’s also important to remember that anyone might see the cover sheet when it comes out on the recipient’s fax machine. Avoid including sensitive or private information about the nature of the fax on your cover sheet. You can also write “Confidential” at the top of the cover sheet to let other employees know that they shouldn’t look through the rest of the faxed documents.

Using an online fax service can be a great way to send confidential documents directly to the intended recipient.

Fax Cover Sheets for Online Faxes

Another benefit of using online faxes is that the process of creating fax cover sheets is even easier. When you use eFax to send an online fax, you won’t need to create your own cover sheet. Instead, eFax creates one for your outbound faxes automatically. Simply fill out the included fields, including your recipient’s name and fax number, your name and fax number, the subject of your fax and a short message. eFax will then use this information to create a cover sheet for your fax.

You also have the option of creating a custom cover sheet using eFax’s templates or your own cover sheet design. You can use this feature to add your company’s logo or branding to your cover sheet.

Send and Receive Faxes in Minutes

Why do Millions of Users Trust & Choose eFax for Sending and Receiving Faxes?

eFax has led online fax services for two decades, serving millions worldwide. We’re relied upon by Fortune 500 firms and SMBs globally, offering efficient online faxing and HIPAA-compliant plans

Related FAQs

What is a fax cover sheet.

A faxing cover sheet is a document designed to provide an overview of important information about a fax. This includes additional information that likely isn’t contained within the fax itself. This information lets the person or company receiving the fax know some important information about its purpose, where it’s going and where it’s coming from.

Faxes are a tool often used by large companies or corporations to send important documentation. A fax cover sheet enables employees to instantly identify who a fax is for, as well as its purpose. This means fewer lost documents and faster delivery. In some cases, faxes can also contain private or sensitive information. A fax cover sheet lets other employees know that the information contained within isn’t for them to see.

What are the benefits of a fax cover sheet?

Using a fax cover sheet is always a good idea, and in most cases, a necessity. Fax cover sheets help to avoid any confusion as to who the fax belongs to and how many pages are included.

Why do I need a fax cover sheet?​

Filling out a fax cover sheet with the exact number of pages being sent will greatly reduce any question of whether all the pages were received successfully. When the recipient receives the fax, they can then count the pages to confirm they got all the intended pages. The fax cover sheet is always included when counting the fax pages, so make sure you add it.

If the recipient of the fax is out of the office and doesn’t pick up the fax, the basic information on the fax cover sheet will help it get to the appropriate person regardless. The sender could also opt to mark the fax as urgent or ask that you reply to the fax, which is also indicated on the cover sheet.

Using an online fax service means you will always have a professional cover page. There’s no need to type out a fax cover sheet manually before sending (or worry about paper getting stuck together or jammed in a fax machine).

What should be included on a fax cover sheet?​

A fax cover sheet typically has basic contact information: who the fax is going to, who the fax is from, the subject matter, how many pages are included, company name (address is optional), a telephone number, and a check box to mark whether it’s urgent or needs a reply. If there is a message or special note that needs to be included, that can be incorporated below the contact information.

Many companies have their own template-based fax cover sheets with their names and logos already printed on the page. A lot of companies also include their websites on their fax cover sheet.

How do you write a cover letter for a Fax?

When you want to include a longer message along with your fax, you can create a fax cover letter in addition to a cover sheet. A cover letter is a more descriptive and customized form than a cover sheet. This single-page document will be included after a cover sheet and before the rest of the fax. 

A cover letter for a fax should include more information about the fax. However, it shouldn’t recap too much information from the fax or from the cover sheet. Much like a cover letter for a resume, it should be a brief overview of the information included in the resume, instead of a retelling.

How can I make a cover sheet for fax?

If you choose the  standard fax cover sheet , all you need to do is enter basic information into the preset fields. Your cover page will then automatically be filled out and added to the front of your fax.

If you choose to use eFax’s  fax cover sheet templates , simply uncheck the “Include Cover Page” box, fill out the eFax template you’ve downloaded, and attach that with your outbound fax.

What should I keep in mind while filling out a fax cover sheet?

When sending a fax with a cover sheet, it’s important to remember to count the cover sheet as a page. It’s also important to remember that anyone might see the cover sheet when it comes out on the recipient’s fax machine. Avoid including sensitive or private information about the nature of the fax on your cover sheet. You can also write “Confidential” at the top of the cover sheet to let other employees know that they shouldn’t look through the rest of the faxed documents. 

What does a professional fax cover sheet look like?

A professional fax cover sheet includes additional information that likely isn’t contained within the fax itself. The format of a faxing cover sheet can vary, but usually includes:

• Faxing date
• Company information
• Sender & recipient information
• Fax overview
• Client ID 

How can I download a fax cover sheet?

eFax® makes generating your online fax documents even simpler, with a series of pre-formatted templates for different fax types such as order confirmations and invoices.

Take Your Faxing to the Next Level

For over two decades, eFax has been the leading provider of best-in-class electronic fax solutions, serving small businesses and cloud-driven enterprises alike.

How to Write a Fax Cover Sheet

Effectively sending a fax takes more than just transmitting the pages of the actual document. Without also including a fax cover sheet as page one, you expose yourself to a few easily avoidable risks, like disclosing confidential information, creating uncertainty about the intended recipient or document purpose, or simply appearing unprofessional. 

Luckily, it’s easy to create a fax cover sheet and include one with every fax you send. We’ll show you how.

Write Your Fax Cover Sheet in 3 Easy Steps

If you’re going to send a fax, you want to make sure to include a fax cover sheet with every transmission. The cover sheet makes the who, what, and why about your fax crystal clear to the receiver. A fax cover sheet also serves as a layer of protection for confidential or sensitive documents.

Fax cover sheets are easy to create, and it takes just three steps.

• Decide How You Want to Send Your Fax
• Identify All Essential Cover Sheet Information
• Create A Fax Cover Sheet Template

Ready to level up your faxing game? Let’s get to it.

1. Decide How You Want to Send Your Fax

Today, you have options when it comes to faxing documents. The option you choose dictates how you’ll create a fax cover sheet. 

Use a Traditional Fax Machine

Readers of a certain age surely remember fax machines of old. These are standalone units where you manually type in the recipient’s fax machine telephone number on a keypad, then listen to ringing and the random beeps and hums until your call is connected to the recipient’s fax machine. 

If you haven’t had to fax anything since the early 2000s, you might think those old-fashioned fax machines are obsolete. But you’d be wrong. There are many businesses and organizations that still rely on traditional fax machines to send important documents.

Why? Fax machines can be used without any internet connection, you just need a working telephone line. If your internet connection goes down, you can still fax. Plus, with a traditional fax machine, you don’t have to worry about your physical fax being sent to someone’s spam email folder where it is overlooked. 

Likewise, your faxed documents don’t become part of internet traffic. This eliminates the risk of being intercepted during transmission. And you’ll never question whether your fax was successfully sent, since the confirmation page that prints out at the end offers proof of when, where, and to whom your fax was sent. 

So don’t write off using a traditional fax machine. Depending on your business needs, it may be the preferable way to share important documents with third parties.

Subscribe to an Online Fax Services

Of course, there’s a higher-tech solution for faxing, too. With the advent of online fax services, you can leverage the power of your computer or smartphone to share documents with others–no fax machine or dedicated telephone line needed.

Online fax services offer a number of other benefits, too. They keep all your faxes digitally organized in a single location. They also secure your faxes with 256-bit SSL encryption, the most secure protection publicly available, to keep your information protected as it moves through the cloud.

But one of the biggest features is convenience. With an online fax service, you can send and receive faxes from your computer, tablet, mobile device, and even a fax machine. Yes, that’s right–if you do have a traditional fax machine, it can be incorporated into your online fax service, giving you even more flexibility.

Best of all, online fax services include the option to automatically include a fax cover sheet with every fax you send. You set up your preferred cover sheet options once, and the service takes care of it after that. A fax cover sheet is automatically created for you every time you use the service.

If this type of convenience sounds good to you, check out our comparison guide to the best online fax services . Whether you send just a few faxes each month or are a power faxer, there’s a service that’s perfect for you.

2. Include All Essential Cover Sheet Information

As you create your fax cover sheet, keep in mind that its purpose is to make things crystal clear for the recipient. The more information you include, the better the chance of your document getting to the right person right away.

The information you include also depends on the nature of what you’re sending. Private documents, business contracts, and employment agreements are just a few things that demand a specialized fax cover letter noting the confidential nature of the documents. In some cases, like medical records, specific disclaimer language is required by law.

Basic Information to Include on Every Fax Cover Sheet

No matter what you’re sending, at a minimum your fax cover sheet should include the following:

• Sender’s company info : Display this information clearly to make it easier for the recipient to recognize your fax as a legitimate business communication. 
• Sender’s direct contact information : Include a direct dial telephone number or extension for the fax sender, so they can be quickly contacted with questions or issues related to the fax transmission. 
• Recipient’s name and fax number : Note this on the cover sheet so the fax can be easily sent by anyone and quickly delivered to the correct recipient upon arrival.
• Number of total pages : Include the fax cover page in your total page count so the recipient can verify they received all pages.
• Date of transmission : Include the date you sent the fax so the recipient can easily see when you sent it, no matter when they personally receive it.
• Short message : Explain the purpose of the fax and any special instructions, so the recipient knows why they received it and what they need to do next.

Special Requirements for Confidential Fax Cover Sheets

If you’re faxing anything that contains sensitive or confidential information, you’ll want to be sure that it is clearly noted on your fax cover sheet. While such a notice won’t eliminate the possibility that someone other than your intended recipient will view the information, it does provide a warning, which is the best you can do when sending a fax.

In addition to all the basic information listed above, there are two additional things to include when sending private documents. 

The word CONFIDENTIAL should be prominently displayed on the fax cover sheet. Use a large font and capitalize all letters for maximum impact. The point is to make it easily known that the pages that follow are intended only for the named recipient’s eyes.

A confidentiality clause should also be included, usually at the bottom of the page in smaller font. Again, it isn’t going to eliminate the chance that your fax is viewed by someone other than the receiver, but it at least explains the importance of the confidential materials. You can find many examples of confidentiality clauses, like the one in the example below, by doing a basic Google search.

As a general best practice, you can create a single fax cover sheet that includes these confidentiality notations, and then use the same cover sheet no matter what you fax–confidential or not. Here’s an example of what such a multipurpose sheet might look like.

HIPAA-Compliant Fax Cover Sheets

There’s a separate category of faxes that have special legal requirements for their cover sheets. Any time you transmit a patient’s healthcare information via fax, you’re governed by the Health Insurance Portability and Accountability Act of 1996. This set of U.S. laws is more commonly known as HIPAA.

It’s very important to be HIPAA compliant when sending faxed medical records. Violating HIPAA can result in large fines.

While HIPAA laws themselves don’t spell out exactly how to design a compliant fax cover sheet, there are basic elements that must be included. In addition to the bullet list above, a HIPAA-specific disclaimer is required. This can replace or be in addition to the general confidentiality disclaimer discussed above. 

Here’s an example of what a HIPAA-compliant fax cover sheet might look like.

Now that you know what to include on your fax cover sheet, it’s time to create your own. 

3. Create A Fax Cover Sheet Template

Let me help you streamline all your future faxes. The best way to do that is with a template.

A template helps you avoid reinventing the wheel every time you send a fax and saves you cumulative time and effort.

If you choose to use an online fax service, it should provide a template you can customize. The service will walk you through the process to create your fax cover sheet when you sign up for a plan.

But even if you intend to send most of your faxes through the online service, there still might be an occasion when you need to send something manually on a fax machine. For those situations, you’ll still want to have a fax cover sheet available. 

And if you’re not using an online fax service, you’ll need to create a fax cover sheet on your own. So no matter what, it’s a good idea to design and keep a fax cover sheet template on hand.

Using Google Docs, Microsoft Word, or other word processing software is the fastest and easiest way to create a fax cover sheet template that you can use again and again. You can find and modify these templates in the software’s template library or import a template from a third-party source.

We picked Microsoft Word for this example since they have a very robust library of fax cover letter templates. Here’s how to create a personalized fax cover sheet template.

From the Word main menu, select File > New from Template .

In the search bar, type in Fax to display all the available fax cover sheet templates.

Select the template you prefer, then choose Create .

Edit the template to your specifications, then click File > Save as Template .

Name your new template , then click Save . Note: The default location will be Word’s template directory, and the default file extension will be .dotx . Do not change either of these settings.

Your new template should now appear at the top of the screen anytime you visit the Word start screen, as shown below.

And that’s all there is to it. Once you create a new fax cover sheet template, it will be ready to electronically fill in anytime you need it. Alternatively, you can print a few and keep them close to the fax machine for those last-minute transmissions. 

Final Thoughts About Writing a Fax Cover Sheet

Whether you use an online fax service or still rely on your trusty fax machine, a fax cover letter is an essential part of the faxing process. They’re easy to create and should be included with every transmission you send.

Make sure you include key information on your fax cover sheet and that it is the first page of your fax. This way the person on the receiving end knows exactly what and why they’re getting something from you.

Fax cover templates

Use customizable fax cover templates for seamless communication. make a fax cover sheet for your business using these templates in minutes..

Free fax cover page templates

If you or your business still use fax machines, it’s important that you have a professional fax cover sheet. Fax cover sheets will make communication a breeze. They can also protect the content of your fax if it contains sensitive information. Explore a variety of fax cover page templates that you can quickly and easily edit in Word. There are a variety of fax cover sheet templates available: choose from simple fax cover sheet templates or colorful fax cover sheet templates. You can customize each fax cover page to match your company branding. For example, you can add your company colors to the fax cover page for a professional look. These fax cover page templates include space for your logo, your company name, and contact information like your phone number and email. You can also enter the number of pages in your fax and the subject. Explore more templates that you can use for your business .

• PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
• EDIT Edit this Article
• EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
• Browse Articles
• Learn Something New
• Quizzes Hot
• This Or That Game
• Train Your Brain
• Explore More
• Support wikiHow
• About wikiHow
• Log in / Sign up
• Office Management
• Office Equipment

How to Send a Fax

Last Updated: March 4, 2024 Fact Checked

This article was co-authored by Mitch Harris . Mitch Harris is a Consumer Technology Expert based in the San Francisco Bay Area. Mitch runs his own IT Consulting company called Mitch the Geek, helping individuals and businesses with home office technology, data security, remote support, and cybersecurity compliance. Mitch earned a BS in Psychology, English, and Physics and graduated Cum Laude from Northern Arizona University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 981,698 times.

Whether you are a young whipper snapper who's never heard of a fax before, or you've been around the block but just forgotten, you'll probably need to know how to send a fax at some point. Keep in mind that there are a number of variations between fax machines, so you should consult the manual or instructions for your personal machine if you have them on hand. Using most machines requires inserting a cover letter, dialing the fax number and sending your fax on its way.

Before Sending the Fax

• The cover letter includes information like the recipient’s name, the content of the fax, and how many pages it includes. It should also include the sender’s information, such as name and fax number, so that the recipient will know whom it came from and can reply if necessary.

• The country code (the number 1 for US phones and fax numbers) will also sometimes need to be dialed before local numbers but only when the area code is also required. The country code is almost always necessary to dial long distance numbers.
• You will often also need to dial 9 before dialing long distance numbers. Check the specifications for or ask about your individual fax machine.
• Be sure that the number you are using is the fax number and not the phone number of the person you are trying to reach. Often the numbers will be listed next to each other on business cards and it is easy to misread it or look at the wrong number.

• If the folded-down corner has the lines, this means the sheets must be fed into the fax machine with the blank side facing you.
• If the folded corner is blank, this means you must feed the machine with the front side of the paper facing you.

• The most common size paper for fax machines, as with printers, is A4 or American letterhead.

Sending the Fax

• You will notice that, after pressing send, the machine will make a series of beeps and whirring sounds. This is normal. These sounds are how fax machines communicate with each other. When a fax has successfully gone through, you will usually hear a long, clear beep after a few minutes. When a fax encounters a problem and does not go through, you will usually hear it make a horrible sort of death-keen. If you hear this horrible sound, you should check on the fax machine to assess the problem.

• PamFax is an excellent faxing service for Skype. This program charges a small fee, however.
• HelloFax is a service that integrates well with Google Drive, allowing you to easily fax Google documents. It includes a certain number of free faxes and then charges a fee.

Brandon Phipps

You can send a fax from your computer without a traditional fax machine. There are several services available that allow you to send faxes online. It can be a convenient option if you don't have access to a fax machine or if you prefer to handle your faxing needs electronically.

• You can check if the fax number is covered by looking online.
• Use this formula to create the address to which you will send the email: “[email protected]”
• Remove the quotations, exchange the numbers for the fax number (including country and area code), and first and last for the name of the person you are sending it to.
• Note that only the text in the text box will appear on the fax. You cannot attach PDFs or any other material with this method.

Community Q&A

• Always enter the entire number, including the area code and a number 1 for long distance. Thanks Helpful 0 Not Helpful 0
• Most fax machines will have instructions by them. Let the wisdom of those that have come before you guide you on your journey... Thanks Helpful 0 Not Helpful 0

• If you are sending confidential information, be aware that ANYONE can read a fax that is printed. Double-check the number before you send it, and make sure the recipient is expecting your fax. Thanks Helpful 41 Not Helpful 9

Things You'll Need

• Cover Letter
• Papers to be faxed
• Recipient's fax number
• Fax machine or computer

You Might Also Like

• ↑ https://www.indeed.com/career-advice/resumes-cover-letters/faxing-a-cover-letter
• ↑ https://www.forbes.com/advisor/business/how-to-send-fax/
• ↑ https://www.pcmag.com/how-to/how-to-send-or-receive-a-fax-online

About This Article

To send a fax using e-mail, start by checking online to see if the fax number you wish to send something to is able to receive faxes this way. If it is, compose a new e-mail and select the address line. Then, type the first and last name of the recipient with an underscore in between, followed by the “@“ symbol. After the “@“, add the fax number with the country and area code, then “.iddd.tpc.int” to finish the address. Finally, include what you want to fax within the body of the e-mail and hit “Send.” For tips on how to send a fax using a regular fax machine or an internet service such as HelloFax, read on! Did this summary help you? Yes No

• Send fan mail to authors

Reader Success Stories

Nov 16, 2017

Did this article help you?

Ana Serrano

Sep 28, 2017

Susannah Lewis

Nov 7, 2016

Nov 14, 2016

Svetlana Pasternak

Jul 21, 2016

Featured Articles

Trending Articles

Watch Articles

• Terms of Use
• Privacy Policy
• Do Not Sell or Share My Info
• Not Selling Info

wikiHow Tech Help Pro:

Develop the tech skills you need for work and life

• Social Media
• Smart Devices

How to Make a Simple Cover Letter for a Fax

By Nick Davis

Fax cover letters not only inform the fax recipient of the nature of the attached document but also provide the recipient with your business contact information. The cover letter doesn’t have to contain a great deal of detail, but you do need to add the fax recipient’s name and number, your contact information, a date, the number of pages within the fax and a short description of the document you are faxing. You can make a simple cover letter using any word processing application.

Using a Word Processing Application

Click “Start,” “All Programs” and the name of your word processing application to launch the program. Click “File” and “New” to create a new document.

Type “To:” and enter the fax recipient’s name. Press “Enter” or “Return.” Type “Fax:” and enter the person’s fax number. Press “Enter” or “Return,” or press the “Tab” key if you want the next entry to remain on the same line. Type “Date:” and enter today’s date or a future date.

Type “From:” and enter your name and business name. Press “Enter” or “Return.” Type “Phone:” and enter your telephone number. Press “Enter” or “Return,” or press the “Tab” key if you want the next entry to remain on the same line. Type “Pages:” and enter the amount of pages you are faxing.

Type “Notes:” and enter a short description of the fax. Press “Enter” or “Return” when you are done entering the description.

Click “File,” “Print” and “OK” to print your fax cover letter. Click “File,” “Save As” and enter a name for the document in the “File name:” box. Press “Enter” or “Return” to save the fax cover letter on your computer.

Using Microsoft Word

Click “Start,” “All Programs” and “Microsoft Word” to open the program. Click “File” and “New.”

Select the “Faxes” icon under the “Office.com Templates” heading. Click the “Standard Format” fax template to access a simple fax cover sheet.

Click the “Download” button to retrieve the template from Office.com. The template will load within Microsoft Word and your computer’s cursor will appear in the “To:” box prompting you to enter the fax recipient’s name. Press the “Tab” key to go to the next field.

Continue entering the fax sheet information and pressing the “Tab” key until you are done entering the “Comments:” information. Click “File,” “Print” and “OK” to print your fax cover letter.

Click “File,” “Save As” and enter a name for the document in the “File name:” box. Press “Enter” or “Return” to save the fax cover letter on your computer.

Items you will need

Word processing application or Microsoft Word

• Microsoft: Microsoft Support - The Fax Wizard Does Not Use Formatting Changes That are Saved to Fax Ttemplates in Microsoft Word
• Office: Basic tasks in Word 2010
• Fax Cover Sheets.net: Fax Cover Sheet Templates
• Office: Fax Cover Sheet (Standard Design)

Nick Davis is a freelance writer specializing in technical, travel and entertainment articles. He holds a bachelor's degree in journalism from the University of Memphis and an associate degree in computer information systems from the State Technical Institute at Memphis. His work has appeared in "Elite Memphis" and "The Daily Helmsman" in Memphis, Tenn. He is currently living in Albuquerque, N.M.

How to write a fax cover letter

Not sure how to write a fax cover letter ?

Whether you’re applying for a job or sending an important business report to a client, you need to get your fax cover letter right.

That’s because your fax cover letter can either make or break that first impression.

Yet for something so important, all it takes to score is a few good tips.

Here’s what you need to know to ace your fax cover letter.

Fax cover letters versus Fax cover sheets

Before that, let’s get this out of the way: what’s the difference between fax cover letters and fax cover sheets?

That’s right. There’s a difference between the two.

Fax cover letters are typically more detailed and contains personal information.

Fax cover sheets, on the other hand, tend to be a lot less personal. Fax cover sheets are usually used only if there’s already some familiarity between the sender and recipient.

And here’s 3 tips for how to write a fax cover letter

With that out of the way, here’s how to craft a great fax cover letter.

Tip 1: Make your intent clear

Surprisingly, faxes do come and go as frequently as emails do.

And with so much going back and forth, nobody has time to decipher what your convoluted fax cover letter is rambling on about.

That means your fax cover letter needs to be attention-grabbing. Cut out unnecessary clutter and get straight to your point.

Tip 2: Keep it short and to the point

That brings us to tip two.

While you’ll want to give your recipient information about your fax, you’ll also want to refrain from giving too much information.

Throwing too much content for someone to digest is a sure way of scaring them off.

And that means they’re also a lot less likely to care what’s in the rest of your fax.

Tip 3: Keep it formal and professional

Your fax cover letter may or may not accompany an important, official document, but it certainly sets your recipient’s expectations of it.

If you want your recipient to take you seriously, cut out the slang and stick to formal speak in your fax cover letter.

Send fax cover letters with Zap Fax

At the end of the day, you’ll still need send that fax cover letter out.

Don’t have a fax machine? Don’t intend to own one either? Worry not.

Because all you need to get those fax cover letters where they need to be is your cell phone – and a reliable fax app like Zap Fax .

When you fax your cover letters with Zap Fax, you get:

• High-quality faxes with just your phone camera
• Easy conversion into all common formats like PDF
• International faxing
• Direct faxing without leaving the app at all
• Full privacy protection while you fax on the go

Zap Fax gives your iPhone instant fax powers. All you need to do is snap a photo of your fax cover letter and send instant faxes hassle-free.

And that’s how to write a fax cover letter. Download Zap Fax today and start sending out those awesome fax cover letters fuss-free today!

Tay Tian Wen

Read more posts by this author.

2nd phone number

Advice for Parents

Business Productivity

Call Recording

Career Advice

Government Surveillance

Internet censorship

Personal identity

Personal privacy

Phone number privacy

Privacy & Security

Protect Personal Information

Relationships

Small Business

Social Media

Recent posts

How to Set Up a Small Business Phone System: A Step-by-Step Guide

How to Fix: Google Marked My Business As Temporarily Closed or Permanently Closed

Apartment Hunting for Beginners: Navigating the Rental Market

Featured posts

Why you are getting so many telemarketing and spam calls, and how to avoid them

Why Surf the Dark Web in 2019 and How You Can Do So Safely

VPN Melon review for Android - how does it fare compared to alternatives?

Why do I get so many spam calls? Here's what you can do about it

Phoner 2nd Phone Number

iRec Call Recorder

Discover our apps

Business Etiquette for Fax Cover Letters

• Small Business
• Business Communications & Etiquette
• Business Etiquette
• ')" data-event="social share" data-info="Pinterest" aria-label="Share on Pinterest">
• ')" data-event="social share" data-info="Reddit" aria-label="Share on Reddit">
• ')" data-event="social share" data-info="Flipboard" aria-label="Share on Flipboard">

How to Disable Caller ID on a Fax Machine

How to save a fax to a pc, add a standard confidentiality notice in outlook 2013.

• How Can I Get to the Blank Fax Coversheet Within Microsoft Word?
• How to Share a Fax Modem on a Network

Fax machines are useful for submitting paperwork, providing needed information and sharing data. When you send a fax, the recipient gets a hard copy of the same document you have, making it easier to share information and collaborate on projects. But there are some points of etiquette to keep in mind when sending a fax. Faxes are considered business communication, and they are subject to the same rules as letters, memos and other official correspondence.

Privacy Notice

Having a privacy notice on the bottom of the fax cover sheet is critical for industries that handle sensitive medical, personal or financial data. But that privacy notice is a smart idea for all companies. The privacy notice typically states that the contents of the fax are intended solely for the recipient, and that any unauthorized use or disclosure of that information is prohibited. Some fax cover sheets also include a notice to unintended recipients asking them to contact the sender if they receive the fax in error.

Number of Pages

Fax machines are convenient, but they are also subject to breakdowns, the same as any other piece of business equipment. One of the most common problems with fax machines is that pages can stick together as they move through the feeder. When that happens, the recipient may never know that the correct number of pages were not received. When filling out a fax cover letter, it is very important to list the number of pages you are sending. That gives the recipient a heads up to count the pages and let you know if any are missing. Count the cover sheet as a page when listing the number of pages, so if you are sending a five-page fax you should list six total pages.

Clear Instructions

If you expect the recipient of the fax to follow up or perform some other action upon receipt, you need to clearly state that on the fax cover sheet. Fax cover sheets typically include a notes section or a blank area for further instructions. Type or print your instructions clearly, and provide a phone number or email address where the recipient can contact you.

Company Name

The fax cover sheet should contain the company name at the top of the form. If the company uses a logo, it should be prominently displayed as well. The person who receives the fax should be able to tell at a glance which company sent it. The sender of the fax should also list his full name and phone number so the recipient knows exactly who to contact with questions or concerns.

• Fax Answers: HIPAA Fax Cover Sheet
• Microsoft Office: Templates -- Faxes

Based in Pennsylvania, Bonnie Conrad has been working as a professional freelance writer since 2003. Her work can be seen on Credit Factor, Constant Content and a number of other websites. Conrad also works full-time as a computer technician and loves to write about a number of technician topics. She studied computer technology and business administration at Harrisburg Area Community College.

Related Articles

How to receive a fax in a fax machine, what to include in a fax header, how to fax to multiple recipients, how to make a confidential fax cover sheet, what information do you place on a fax cover sheet for a resume, how to do a fax cover sheet as a word template, rules for a multiple page business letter, how to send a test fax online, does it matter which way the paper is loaded when sending a fax, most popular.

• 1 How to Receive a Fax in a Fax Machine
• 2 What to Include in a Fax Header
• 3 How to Fax to Multiple Recipients
• 4 How to Make a Confidential Fax Cover Sheet

The Higher Education Review

• Engineering
• Jobs and Careers
• Media and Mass Communication
• Education Consultancy
• Universities

How to write a fax cover letter?

Download now complete list of top private engineering colleges.

[Free]^^ Fax Cover Sheet Template

Printable/ Blank in PDF & Word Fax Cover Sheet

How to Fill Out a Fax Cover Sheet

July 6, 2020 by Author Leave a Comment

A fax cover sheet essential for all those businesses that use both faxing services as well as traditional faxing method. Different companies have a different cover sheet as they designed the cover sheet according to their signed and logos. So, fax sheet is important in today’s business life. If you need to fill out the fax cover sheet and you really don’t know how to fill it then don’t worry because today we will tell you that how to fill out a fax cover sheet. Before that, we will tell you how to open a fax cover sheet template.

How to open a fax cover sheet template

Step 1: first of all, you have to open the word. Then you have to click on “file” and then “new” option.

Step 2: you have to type “fax cover” into the search for your online template field which is at the top and then press “enter”. The results of the search will show a list of templates which can be used as a cover sheet.

Step 3: select one template for the cover sheet either it is standard fax cover sheet or normal fax cover sheet. Now, click on the left or right arrow button to view the adjacent cover sheet template. Some addition software or apps may require to purchase or subscription to extend its functionality.

Step 4: Now you have to click on the create button and then open the selected template and then download the template before editing.

Now, you have learned that how to create a fax cover sheet now lets learned that how to fill out a cover sheet.

How to fill out a fax cover sheet

Step 1: on the first step you have to open word and have to create a new document that is based on a fax cover sheet template. You can also choose to fill your all information on any separate line.

Step 2: first of all, you have to enter the information of fax recipient like fax number, contact number etc.

Step 3: enter your all information on the cover sheet like your fax number, your contact phone number, you can also write your contact address on the fax cover sheet.

Step 4: now enter all the rest information that you need to fill. For example, the date on which you are going to fax the document, subject, and current date and if you want then you can also add some comments or notes.

Step 5: at last you have to click on the “file” option and you have to click on the “save” option and then save your fax cover sheet on the preferred storage location of your device.

So, above we have told that how to open and how to fill out a cover sheet in a very easy and simple manner. You just need to fill all the information in the cover sheet that is required and doesn’t forget to fill the contact details of both receivers and senders in the fax cover sheet. So, we hope that you will not find any difficulties while filling out the fax cover sheet.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

About This Website

Our website Faxcoversheet.info specializes in providing fax coversheets to our customers. We understand that it can be difficult to find accurate information about fax covers.

• Privacy Policy
• Cookie Policy
• Terms & Conditions

Most Popular

Plain Fax Cover Sheet | Confidential Fax Cover Sheet | Healthcare Fax Cover Sheet | Editable Fax Cover Sheet | Free Fax Cover Sheet

{{ item.label }}

Cover letter templates and examples for 2024.

Many job seekers overlook the potential impact of a cover letter, but it’s often the key to securing that coveted interview and ultimately landing a new job or project. Writing a compelling cover letter is your opportunity to showcase your enthusiasm, reveal a bit of your personality, and highlight the unique skills that make you the best candidate for the position.

Table of Contents

• The value of a well-written cover letter 
• The benefits of using a cover letter template 

4 tips for customizing a cover letter template

Cover letter templates to use, the value of a well-written cover letter.

A great cover letter serves as a bridge between your resume and a job posting. It highlights how your skills and work experience align with the role requirements and needs of the organization.

This commonly under-used professional document allows you to:

• Expand upon the information in your professional resume
• Offer meaningful context around your most relevant strengths
• Share specific examples of key accomplishments
• Illustrate how your skills and achievements relate to the job 

Investing time in creating a thoughtful and tailored cover letter shows prospective employers and clients that you’re serious about the opportunity and willing to go the extra mile. 

But for many job seekers, getting started is the hardest part. By using a professional cover letter template as a foundation, you can more quickly:

• Develop a customized, persuasive pitch
• Effectively communicate your value to potential employers or clients
• Express your strong interest in the opportunity 

In the coming sections, we’ll share free cover letter templates and examples to help you capture a hiring manager’s attention.

The benefits of using a cover letter template

The best cover letter templates offer a structured framework for developing a well-organized document. Our cover letter templates can save you time and give you a significant jump start. Rather than beginning from scratch, you can focus your efforts on customizing the content to fit your specific situation and the requirements of the particular job.

Cover letter templates can help you with the following:

Structure and organization

Templates give you a clear structure for your cover letter, with sections for:

• Customized salutation
• Opening paragraph
• Body paragraphs
• Closing paragraph and sign-off

A template can help you organize your thoughts so that your letter flows logically and seamlessly from point to point—you won’t need to worry about your cover letter design or formatting.

Professionalism

Good cover letter templates meet the expectations of potential employers or clients by adhering to standard business letter formatting conventions. By utilizing a template, you aid in making sure that your cover letter is as polished, persuasive, and professional as possible.

Customization

While templates provide a general framework, they’re easily tailored to fit your unique circumstance. Whether you’re applying for a couple dream jobs or an array of opportunities, starting with a good cover letter template can help you be consistent in your job applications. Modify the language, add or remove sentences or paragraphs as needed, and adjust the tone to fit each company you contact.

Confidence boost

Writer’s block is common. And penning a letter about yourself can be especially challenging and intimidating. Knowing that you have a solid foundation to build upon can relieve some of the stress associated with the cover letter writing process.

Customizing a sample cover letter or template is critical. You’ll want to tailor the following based on your experience and the job you’re applying to:

• Your language and tone
• The accomplishments and abilities you spotlight
• Specific industry terms

Doing so will help you create a narrative that resonates with the recipient. Consider these tips:

1. Thoroughly research the company and position 

Before customizing your cover letter template, thoroughly research the company. This can include:

• Visiting the company’s website and LinkedIn page
• Reading their mission statement
• Exploring their products, services, and leadership profiles 

Look for information about the company’s organizational culture, values, and goals, too. Review their LinkedIn profile page and do some additional web sleuthing to learn about their primary competitors. This research will help you better understand what the company seeks in a candidate. It will also allow you to target your language and examples to fit the company’s needs, tone, and brand worldview.

2. Dig into the job description

Make note of the key qualifications, skills, and responsibilities listed. Use this information to highlight how your experiences and abilities fit the role. Incorporating relevant industry-specific verbiage throughout the cover letter is also helpful. 

Using keywords from the job ad in your cover letter (when applicable, of course) can help your letter pass through applicant tracking systems (ATS) that scan for relevant terms and qualifications. By incorporating keywords from the job description, you increase the chances that your application is recognized as a match for the position. 

3. Win the name game

If possible, address your cover letter to the hiring manager or project manager by name. This personal touch shows your attention to detail—and it’s attention-grabbing. If the job post doesn’t include a contact name, visit the company website or LinkedIn to try to find the right person. If you can’t find a name, use a professional salutation such as "Dear Hiring Manager" or "Dear [Department] Team." 

4. Slow down and proofread

Before submitting your customized cover letter, thoroughly proofread your document for clarity, conciseness, and typos. (Be sure to triple-check the job title, hiring manager’s name and spelling, and company name.) It’s all too easy to make mistakes if you move too quickly. Read your letter aloud, as this can help you notice any awkward or unclear sentences. 

Make sure your letter is to the point, avoiding overly lengthy paragraphs or repetitive information. Consider asking a trusted friend, family member, or mentor to edit your cover letter and provide feedback. You could also work with a professional cover letter writer on Upwork for additional support.

The following cover letter templates can help you create a cover letter tailored to your specific career stage and situation. 

Cover letter templates by career stage

General cover letter template A versatile template suitable for customizing to a wide array of industries and positions. When personalized appropriately, this cover letter format can be adapted to showcase your unique skills, experiences, and qualifications for each role you target. ‍

Entry-level cover letter template Ideal for recent college graduates or those with more limited work experience, focusing heavily on transferable skills and academic achievements. ‍

Mid-career cover letter template Intended for professionals with at least several years of experience, emphasizing career progression and key achievements.  ‍

Career change cover letter template Designed for those looking to break into a different field, highlighting transferable skills, adaptability, and passion for the new industry.

Cover letter by role

The following role-specific cover letter templates can help you align your application with the core requirements and responsibilities of the position, demonstrating your industry-specific skills, knowledge, and expertise.

• Virtual assistant cover letter template
• AI developer cover letter
• UX designer cover letter template
• Bookkeeper cover letter template
• SEO specialist cover letter template

‍ If you are communicating with a hiring manager for a job through the Upwork platform, please note that sharing your personal contact information, such as email address, phone number, or LinkedIn profile, is not permitted in cover letters or at any time prior to the start of a contract. Additionally, all pre-contract communication should take place through the Upwork Messages feature. Learn more about using Upwork Messages here , and see more details on sharing information on Upwork here .

Author Spotlight

Upwork is the world’s work marketplace that connects businesses with independent talent from across the globe. We serve everyone from one-person startups to large, Fortune 100 enterprises with a powerful, trust-driven platform that enables companies and talent to work together in new ways that unlock their potential.

Read more about The Upwork Team

Get This Article as a PDF

For easy printing, reading, and sharing.

Latest articles

• Publication Process

How to Write a Cover Letter for Your Manuscript? Here are the Tips and Examples

• 3 minute read

Table of Contents

A cover letter is often the first thing an editor reads when reviewing your submission. As your first pitch to the editor, the cover letter helps them gauge the suitability of your manuscript for publication in their journal. Imagine your work shaping the future of your field, gathering citations, and sparking discussions. A powerful cover letter is thus the first step to making that vision into a reality.   

In this article, we will guide you through the process of writing an effective cover letter and explain how you can get it right every time with examples. First, let us get started with the basics!  

Getting the Basics Right  

When writing a cover letter, it is crucial to address the editor by their correct and complete name¹ . If there are multiple co-editors, you can address your letter to the right person, based on their specialization or designated responsibilities. If unsure, it is okay to go with a more general salutation, such as “Dear Editors”¹ .   

Presenting your Research  

Provide a clear and concise title for your submission and specify whether it is an article, communication, review, perspective, or a manuscript belonging to some other category. If the journal guideline recommends, consider including a list of all authors in the manuscript.   

After covering the preliminary information, briefly explain your paper’s central theme or focus to give the editor an idea of its contents. Ensure this stays a brief outline, without going into too much detail.   

Conveying the Importance of Your Work  

How you communicate the impact of your work can make or break your cover letter. To make a strong impression on the editor, articulate the significance of your research clearly, emphasizing its relevance to the field. Additionally, show how your work aligns with the journal’s scope and mission.  

Including a Formal Declaration  

Some journals require a set of declarations from you to ensure that your manuscript adheres to its ethical code and the larger ethical standards of scientific publishing. Here are the required declarations in a cover letter:  

• Originality of work:  
• Confirm that your work is original and has not been published elsewhere. This tells the editor your research is unique.  
• Conflict of interest statement:  
• Be clear about any potential conflicts of interest. This includes any personal, financial, or professional connections that might affect your research.  
• Funding source (if applicable):  
• Tell where your research funding came from, if any. This includes any support or grants from organizations.   

Including Personal Suggestions for Reviewers on a Separate Page (optional)  

If there is no part of the submission process that collects researcher suggestions for reviewers, and there are special requests from the researcher for reviewers (e.g., recommending the inclusion or suggesting the exclusion of a specific reviewer, etc.), you may also make a note about this in the cover letter.  

Combining these five points, here is a good example of a cover letter for researchers’ reference:  

(This image is intended to demonstrate the norms of formatting and tone of expression in a cover letter, it is to be used only by the researcher as a reference in writing² .)  

Conclusion  

A strong cover letter can go a long way in ensuring success for researchers looking to publish their manuscripts! Your cover letter is the opening act, setting the stage for how editors perceive your manuscript. So, look at it not as just another formality but as a crucial opportunity to make a strong impression.   

Understanding what to include, what is optional, and what is best left unsaid can be tricky. That is where our team of experts at Elsevier Language Services can step in. We will provide personalized recommendations and expert guidance to help you craft a cover letter that perfectly complements your manuscript. Reach out to us today to make a great first impression and embark on a successful academic journey!  

Reference  

• Nicholas, D. (2019). How to choose a journal and write a cover letter. Saudi Journal of Anaesthesia, 13(5), 35. https://doi.org/10.4103/sja.sja_691_18  
• Loyola University Chicago. (n.d.). JCSHESA Sample Cover Letter. https://ecommons.luc.edu/jcshesa/cover_letter_template.pdf  

• Manuscript Preparation

Page-Turner Articles are More Than Just Good Arguments: Be Mindful of Tone and Structure!

You may also like.

Publishing Biomedical Research: What Rules Should You Follow?

Writing an Effective Cover Letter for Manuscript Resubmission

Journal Acceptance Rates: Everything You Need to Know

Research Data Storage and Retention

How to Find and Select Reviewers for Journal Articles

How to Request the Addition of an Extra Author Before Publication

Paper Rejection: Common Reasons

How to Write a Journal Article from a Thesis

Input your search keywords and press Enter.

• Online Degree Explore Bachelor’s & Master’s degrees
• MasterTrack™ Earn credit towards a Master’s degree
• University Certificates Advance your career with graduate-level learning
• Join for Free

How to Address a Cover Letter

Learn how to address a cover letter under different circumstances and how to find a contact to send the letter to when you don’t have a name.

When you're applying for a job or contacting an employer speculatively, the format of your cover letter will vary depending on whether you have a named contact and the reason for your letter. It's important that you address a cover letter correctly, as it's the first thing the reader will see. It needs to be professional and create a good impression.

What is a cover letter, and why is it important?

A cover letter is a document sent with your CV or application for a job opening. A great cover letter shows your reason for applying. It also pulls together all the main evidence supporting why you're the best person for the job, as outlined in your CV, application, and other supporting documents.

Each cover letter you write is highly tailored to the position you’re applying for and the hiring company. It should address essential criteria and elaborate on important points in your CV. Consider your cover letter to be your sales pitch. A great cover letter invites a recruiter to read your CV or application.

Who do you address a cover letter to?

Your cover letter should be addressed to the person responsible for recruitment. If you don’t know the person's name, there are ways to find out. Finding the name can be the difference between your letter being read or lost in the pile, so follow the guidelines below to make sure you address your cover letter most effectively.

Addressing a cover letter with a name

This is the best start if you have a name for your recipient. This means the letter will likely be delivered to the right person rather than lost or sent to someone without the power you need.

A cover letter is a formal document that should be addressed as such. The most professional way to do this is with "Dear." For example:

Dear Mr. Miller

Dear Ms. Jones

Dear Dr. Sullivan

If you don’t know the person’s gender or preferred pronouns, you can use their first name. For example: "Dear James Miller." Don’t include a comma or colon after the greeting.

Addressing a cover letter to a recipient with a professional title

If the recipient of your cover letter has a professional title, always include it. Someone with a PhD will be a doctor rather than a Mr/Ms. This also makes things easier if you need help deciding which personal pronoun to use.

Addressing a cover letter without a named recipient

It's worth finding one when deciding who to address a cover letter to when you don’t have a name. This is covered in more detail in our ‘First steps in determining a recipient’ section below.

If you absolutely can’t find a name, address your cover letter to the appropriate department within the company or organisation. For example, "Dear [Department] Hiring Team". You can use that if you know the job title of the person you need to send your letter to, and it’s just their actual name that eludes you. For example: "Dear Head of [Department]" or "Dear Director of [Department]".

Addressing a speculative cover letter

When writing a speculative cover letter that isn't in response to a job posting, the principles are much like the above. You may or may not know the name of the person you're trying to reach. If you do, so much the better. Include the name.

The difference with a speculative letter is that a mutual connection may have given you the name of the appropriate recipient. If this is the case, mention that connection in your introduction. For example:

Dear Mr Morris

My former employer, Jenny Lee of Brandenburg and Associates, gave me your details after your new customer service department was developed.

Addressing a cover letter sent by email

Addressing a cover letter to send via email slightly differs from a printed one. A printed letter would include the recipient's address and the date, which is unnecessary in an email, as the letter will be the body of the email.

However, your email still needs to be as professional as a traditional cover letter. Formally address the letter, as you would in a printed cover letter. 

The subject line and an email cover letter are important to notice amid the hundreds of emails a recruiter might receive. Include your name, the job title you’re applying for, the reason for contact, and what is included in the documents you're sending. An example would be:

Helen Williams – Marketing Manager Position – CV and cover letter

If you have a recipient’s name but you're sending your email to an "info" address, you can include "FAO" (for the attention of) in your title:

FAO Mark Booth—Helen Williams—Marketing Manager Position

How to find the right recipient

If you don’t have a recipient for your cover letter, you'll need to do some research. You might even have a name but not an email address. Here are some tips for hunting down elusive contacts and their addresses.

Research websites

Check out the company website and social media sites. Use Google to piece together what you know and find details on lesser-known websites such as About pages. For example, if you know the desired department to contact, you can search for "Head of Marketing for [Department]" and see what it brings up.

If you have a name but no contact address, you can search for your contact: "Mr. Jones, Head of Marketing at [Company]." If you need a contact email address, you may find a social media page.

Call the company

The good old-fashioned telephone is an excellent way to find a contact for your cover letter. Call the company, explain why you are calling, and ask them to whom best to send your cover letter and CV.

Check LinkedIn

LinkedIn is a great tool for finding people thanks to its built-in and highly effective search function. You can search by the person's name if you have one, and for a more advanced search, you can add the company and location. If you find the person you’re looking for, you will see a "Contact info" link on their profile under their name, so you can attempt to message them and ask. 

If you don’t have a name, you can search the company and see who is listed as an employee. If the person you want isn’t listed, you may be able to contact someone in a related department, such as HR, and ask for assistance. You may even be able to get an introduction from a mutual connection.

Formatting your cover letter

The format of your letter is as important as who you send it to. Once you’ve tracked down the most appropriate recipient, you will want the rest of the letter to stand out, too.

Address and date

Your letter should be professionally formatted with your name, address, phone number, and email address in the top left. On the next line down, add the date. Then, on the left, add the name and address of the recipient. Under that, address the recipient with "Dear [Name]" on the left of the page as well.

If you send your letter digitally, which is far more common nowadays, it should be in the body of the text. At the top, you need to include the date, your city or town, country or province, phone number, and email address, but not the recipient's name and address. 

Cover letter template

Using a cover letter template can be very helpful. Generally, cover letters follow the same format (aside from the address at the top) and should ideally be no longer than a page, whether printed or emailed. Feel free to download this cover letter template for your use.

Get started.

When deciding how to address a cover letter and who to send it to, your efforts in finding the right person and formatting your cover letter professionally can help you get the interview you're looking for. For further help crafting cover letters that get you noticed, you can check out the Writing Winning Resumes and Cover Letters course offered by the University of Maryland on Coursera. 

Keep reading

Coursera staff.

Editorial Team

Coursera’s editorial team is comprised of highly experienced professional editors, writers, and fact...

This content has been made available for informational purposes only. Learners are advised to conduct additional research to ensure that courses and other credentials pursued meet their personal, professional, and financial goals.

Economy | From start to finish, here’s how to get…

Share this:.

• Click to share on Twitter (Opens in new window)
• Click to share on Facebook (Opens in new window)
• Click to print (Opens in new window)
• Click to email a link to a friend (Opens in new window)
• Click to share on Reddit (Opens in new window)
• Development
• Real Estate
• Restaurants

Economy | From start to finish, here’s how to get noticed in your job search

While including a cover letter and writing a thank-you note aren’t as much in vogue these days, both are essential opportunities that will set you apart.

While some may regard both as being antiquated, I disagree.

Let’s start with the cover letter, which isn’t meant to be a condensed version of your resume. Instead, it’s an opportunity to introduce yourself in a more personal way.

Some recruiters, including me, start by reading the cover letter.  If that catches my interest, I’ll go ahead and review the resume. Other decision-makers may do the reverse.

Whatever the case, I regard your cover letter as your invitation to get me to pay attention to who you are and what you’ve done so far. And I can tell whether you’ve customized your letter for each company and position, so it doesn’t sound like a form letter.

Typically, the length of a cover letter isn’t more than three mid-sized paragraphs.

The opening paragraph is where you mention the specific job you’re applying for, literally down to position #1234 or systems manager of global marketing.

You’d be surprised how many resumes are submitted in which the recruiter has no idea what position the candidate is applying for.

While it may be easier to submit a resume to a large company with no tie-in to a specific job opening, doing so is pretty much a waste of time.

But by including a job number or precise title, it’s more likely your resume will be forwarded to the most appropriate recruiter.

Also in the first paragraph, share how you heard about the position and mention the name of someone in the company who recommended that you apply.

Why you think you’re qualified

The second paragraph deals with why, briefly, you think you’re qualified for the job.

Something like, “I’m eager to put my 10 years of experience as a global marketing manager at ABC and XYZ to work for Qualcomm.”

Be specific and mention the company or companies by name.

The third and final paragraph talks about your availability to connect via call phone by “Monday through Wednesday of next week,” adding “before I travel” — even if you’re not planning to go anywhere.

I realize that the recruiter, if interested, will call, email or text at their own convenience, not yours, but that “travel” caveat conveys a certain sense of urgency.

Then thank the reader for their time, renew your strong interest in the position, or any other job that might be appropriate for your experience and skills.

Always convey an upbeat, positive attitude about that someone – you – they shouldn’t miss the opportunity to meet.

Now let’s move to the thank-you letter.

It’s easy to email a quick “Thank you for meeting with me” note, and that’s still okay to do.

But your email will likely get lost amid the hundreds that most people receive every day.

A longer-lasting effect

Instead, I suggest writing a handwritten thank-you note sent via old-fashioned mail. Although it won’t get there for a few days, such a note will have a longer-lasting effect.

After all, how many handwritten notes do any of us receive anymore? Not many, so when we do get one, it tends to make the letter-writer stand out.

Whether emailed or handwritten, be sure not to blow it with your thank-you note.

I recall a less-than-compelling note I got from a college student after I spoke to his class and then met with him – an example of networking at its best.

“Thank you, Mr. Blair, for meeting with me today,” his note said. “I enjoyed our conversation and learned a lot. Thank you again. Joe”

Thanks for the note, Joe, but you blew that one.

You should’ve referenced a few of the topics we discussed, maybe offered some input and, for good measure, tossed in a nugget or two that you got out of our meeting.

You did thank me, but I got the strong impression that you didn’t listen to anything I said.

While including a cover letter and writing a thank-you note aren’t as much in vogue these days, both are essential opportunities that will set you apart.

And your chances of success will be far better than Joe’s.

Blair is co-founder of Manpower Staffing and can be reached at [email protected]

More in Economy

Business | Moving jobs for summer are plentiful, but you need to be strong

Homeownership suffers in California, US as prices outstrip incomes

Business | The gratitude and lessons learned from volunteering

Business | What to do when your financial adviser isn’t doing right by you

• (888) 777-9102
• Learning Center

• How It Works
• All Packages & Pricing
• I-90 Application to Replace Permanent Resident Card
• I-129F Petition for Alien Fiancé
• I-130 Petition for Alien Relative
• I-131 Application for Travel Document
• I-485 Adjustment of Status Application
• I-751 Remove Conditions on Residence
• I-765 Application for Employment Authorization
• I-821D DACA Application Package
• I-864 Affidavit of Support
• N-400 Application for Naturalization
• N-565 Application to Replace Citizenship Document
• Citizenship Through Naturalization
• Citizenship Through Parents
• Apply For Citizenship (N-400)
• Apply for Certificate of Citizenship (N-600)
• Replace Citizenship Document (N-565)
• Apply for a Green Card
• Green Card Renewal
• Green Card Replacement
• Renew or Replace Green Card (I-90)
• Remove Conditions on Green Card (I-751)
• Green Card through Adjustment of Status
• Adjustment of Status Application (I-485)
• Affidavit of Support (I-864)
• Employment Authorization (I-765)
• Advance Parole Application (I-131)
• Adjustment of Status Fee
• Family-Based Immigration Explained
• Search the Learning Center
• Request Support
• Find an Immigration Attorney

Home » USCIS Cover Letter Samples: A Complete Guide

USCIS Cover Letter Samples

Sample uscis cover letter by form type.

Form I-90 | Form I-129F | Form I-130 | Form I-131 | Form I-485 | Form I-751 | Form I-765 | Form I-821D | Form N-400 | Form N-565 | Form N-600

A cover letter is an overview document that gives the USCIS officer a quick summary of what to expect in the application package. Generally, it should include an outline of the contents. In some cases, it may be a good way to communicate any special circumstances that you have.

Use each sample USCIS cover letter as an example only. You’ll need to customize it to fit your own specific situation. Although supporting documents listed in the letter may be representative of a typical case, you may need different evidence based on the way you prepared the USCIS form. Use CitizenPath to get step-by-step instructions and a checklist of supporting documents.

Form I-90 Cover Letter Sample

Form i-129f cover letter sample, form i-130 cover letter sample, form i-131 cover letter sample, form i-485 cover letter sample, form i-751 cover letter sample, form i-765 cover letter sample, form i-821d cover letter sample, form n-400 cover letter sample, form n-565 cover letter sample, form n-600 cover letter sample, tips when writing a letter.

The USCIS generally is not required when filing an immigration application or petition. However, it is recommended. A well written letter projects care and professionalism. If you present your case with pride and attention to detail, it’s more likely that a USCIS officer will notice the importance you place on the request. With this in mind:

• Keep your cover letter short and simple;
• Use typed English on single-sided white paper;
• Proofread before sending.

What to Include in Your USCIS Cover Letter

Our examples are for informational purposes only. You must review and customize the letter for your specific use. In general, a USCIS cover letter should contain the following elements:

• USCIS address
• Date of filing
• Subject line that identifies the relevant benefit
• Short introductory paragraph describing the purpose of the letter
• List of the documents in your package that support your request for the immigration benefit
• Name and signature

The USCIS filing fee, supporting documents, and mailing address will vary based on form and other factors. You may find this information on the USCIS website . If you’re using CitizenPath to prepare your application or petition , you’ll receive filing instructions that are customized to your situation. Our filing instructions include easy-to-follow directions and a checklist of supporting documents.

What Customers Say About CitizenPath

Immigration Form Guides Form I-90       Form I-129F       Form I-130       Form I-131       Form I-131A       Form I-134       Form I-485       Form I-751       Form I-765       Form I-821D       Form I-864       Form N-400       Form N-565       Form N-600

Sign Up to Receive Free Monthly Information for Your Immigration Journey

© Copyright 2013-2024, CitizenPath, LLC. All rights reserved. CitizenPath is a private company that provides self-directed immigration services at your direction. We are not affiliated with USCIS or any government agency. The information provided in this site is not legal advice, but general information on issues commonly encountered in immigration. CitizenPath is not a law firm and is not a substitute for an attorney or law firm. Your access to and use of this site is subject to additional Terms of Use .