What Is a Fax Cover?
A fax cover is found at the upper part of the fax cover sheet written before the actual fax message. Its purpose is to inform the receiver of the fax message who their sender is while providing them their contact details. This is optional to the sender, unless if it contains medical records, individual health information, and other confidential information. This will need a fax cover to avoid sending it to the wrong person.
How to Create a Fax Cover
Recent research showed that information privacy on fax messages can easily be breached with just a misdial on your fax machine. This is triggered with the unintended office mistake commonly done by employees which is reading the message to identify the receiver of the fax. Safeguarding information on fax messages is one of the primary function of a fax cover as it identifies the sender and receiver of a fax document. Since it has an element of visual hierarchy, it redirects the reader's sight to the fax cover immediately telling them who the intended receiver is.
1. Provide Information of the Receiver
In sending a fax message, provide the information of your receiver so that your message won't get misplaced to another person. This contains the name of your receiver, the purpose of your message, as well as the names of the people sent with a copy of the message. This is a great factor to refrain a breach on information privacy. If you are operating a business, you may use a client information sheet for your clients.
2. Provide Information of the Sender
Your receiver needs to know who sent the fax message; this is business etiquette. Provide your information as the sender and include your contact details. This contains your name, fax number, phone number, number of pages, and the date. With just a glance, your receiver would know who sent the message and will help them contact you for questions or concerns. You can place these in an information sheet.
3. Insert Logo
Company logos are important because this represents the face of your company. This is more than an image because this recognizes what your company has accomplished, leaving an impression on your customers' mind. If you have a company logo, include it at the top part on your fax cover; your receiver will automatically know your company with just a glance.
4. Place Clear Instructions
If you are expecting a follow-up response from your receiver, it is best to include clear instructions on your fax cover. This is typically a simple note, a checklist, or a blank area for the instructions. Just type your instructions clearly and provide contact details to whom your receiver addresses his or her response.
5. Include Additional Comments
Include additional comments at the bottom part of your fax cover. This may contain printable notice for sensitive medical, personal, or financial data. This includes contents to whom the fax message is intended to as well as a notice to unintended recipients to contact the sender for receiving a fax error.