Use a Design That Conveys Maximum Communication to Your Customers!

Use a Design That Conveys Maximum Communication to Your Customers!

If your office struggles with organization of outgoing and incoming faxes, it may be time to standardize or create a company fax cover sheet template. You want the design to be efficient so it conveys the message being sent, effective so the recipient knows how to act upon receiving the faxed message, and clear so any legalities are covered during the transmission.

Basic Fax Cover Sheet Design

The basic fax letter page should have a header section. This section should tell the recipient the following:

To Field

Your to field should tell the recipient who the fax is intended for. This should be clearly written or typed. Include the recipient's fax number to assist the person actually sending the fax.

From Field

The from field should tell the recipient who sent the fax. This should be clearly written or typed. If there is section for the sender's number, include that to expedite future faxed correspondence.

Subject Field

The subject of your fax cover sheet should be clear and decisive. If it longer than a few lines, you may want to put this information in the notes field.

Notes Section

The note's section is where you elaborate on why this fax was sent. This should include any action steps that need to be taken receipt of the fax. This is also where you can include confidentially or legal industry statements regarding the faxed memo.

Action -

The action section quickly lets the recipient glance at a checked box section to see what type of action is required upon receipt of the fax. Some common action fields are: please reply, call upon receipt, for review, please recycle, etc.

Optional Section

You could add an optional sales section to your fax cover letter. This section could be used to promote certain items from your company that are currently on sale. If you know your customer has purchased something in the past, you could mention this item on the fax cover sheet. To expedite this sales promotion, you could tell the customer to return the completed fax cover sheet if they wished to place an order. Or they could check of the items they are interested in so their sales person could contact them regarding the purchase of the product. This simple addition saved the customer a phone call and get the sales team working on his order!

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