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.
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.
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.
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.
About the Author
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.
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