A fax cover letter, though seemingly old-fashioned in today’s digital world, remains a crucial part of professional communication for many businesses. It’s the first thing the recipient sees, and a well-crafted cover letter can ensure your fax is delivered to the right person promptly and with the intended level of urgency. A poorly written or missing cover letter can lead to delays, misinterpretations, or even lost documents. Think of it as the introduction to your important information, setting the tone and providing context.
The primary purpose of a fax cover letter is to identify the sender, recipient, number of pages transmitted, and the subject matter of the fax. It should also include any special instructions, such as confidentiality requests or a call for confirmation of receipt. Keep your cover letter concise and professional. Avoid unnecessary jargon or lengthy explanations. Clarity and accuracy are key to ensuring your fax is handled efficiently.
Below you will find a variety of fax cover letter templates, ranging from general business correspondence to more specific scenarios like job applications or legal documents. Customize these examples to fit your unique needs and ensure all relevant information is accurately reflected. Remember to double-check all details before sending your fax.
These samples demonstrate the appropriate formatting and language to use. They can serve as a strong foundation for creating your own professional and effective fax cover letters. Remember to tailor each letter to the specific purpose and recipient to ensure your message is received clearly and professionally.
Fax Cover Letter Samples
Sample 1: General Business Fax
Date: October 26, 2023
To: John Doe
From: Jane Smith
Fax Number: (555) 123-4567
Pages (Including Cover): 3
Subject: Project Proposal
Dear Mr. Doe,
Please find attached the project proposal as discussed. If you have any questions, please contact me at (555) 555-5555.
Sincerely,
Jane Smith
Sample 2: Urgent Fax
Date: October 26, 2023
To: Emergency Room
From: Dr. Alice Brown
Fax Number: (555) 987-6543
Pages (Including Cover): 2
Subject: URGENT: Patient Medical History
ATTENTION: Please review the attached medical history immediately. This information is crucial for the patient’s treatment. Please confirm receipt by calling (555) 246-8012.
Sincerely,
Dr. Alice Brown
Sample 3: Confidential Document
Date: October 26, 2023
To: Legal Department
From: Mark Johnson
Fax Number: (555) 111-2222
Pages (Including Cover): 5
Subject: CONFIDENTIAL: Legal Agreement
This fax contains confidential information intended only for the use of the addressee named above. If you are not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this fax is strictly prohibited. If you have received this fax in error, please notify us immediately by telephone and return the original fax to us at the address above. Thank you for your cooperation.
Sincerely,
Mark Johnson
Sample 4: Fax with a Note
Date: October 26, 2023
To: Sarah Miller
From: David Lee
Fax Number: (555) 333-4444
Pages (Including Cover): 4
Subject: Updated Marketing Materials
Dear Sarah,
Attached are the updated marketing materials. Please review them at your convenience. I’ve also included the revised budget on page 3. Let’s discuss this further during our meeting tomorrow. Thanks!
Best regards,
David Lee
Sample 5: Job Application Fax
Date: October 26, 2023
To: HR Department
From: Emily Carter
Fax Number: (555) 555-6666
Pages (Including Cover): 6
Subject: Job Application – Marketing Manager Position
Dear Hiring Manager,
Please find attached my resume and cover letter for the Marketing Manager position advertised on your website. Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
Emily Carter
Sample 6: Confirmation Request
Date: October 26, 2023
To: Accounting Department
From: Robert Jones
Fax Number: (555) 777-8888
Pages (Including Cover): 2
Subject: Invoice #12345
Please confirm receipt of invoice #12345. Your prompt payment would be greatly appreciated. Please call (555) 999-0000 to confirm. Thank you.
Sincerely,
Robert Jones
Sample 7: International Fax
Date: October 26, 2023
To: Mr. Tanaka
From: Michael Davis
Fax Number: +81-3-1234-5678
Pages (Including Cover): 3
Subject: Business Proposal
Dear Mr. Tanaka,
Please find attached our business proposal for your review. We look forward to discussing this further with you. We can be reached at (555) 111-3333.
Sincerely,
Michael Davis
Sample 8: Legal Document Submission
Date: October 26, 2023
To: Attorney Smith
From: Legal Assistant
Fax Number: (555) 222-3333
Pages (Including Cover): 10
Subject: Filing for Case #XYZ-123
Dear Attorney Smith,
Enclosed, please find the documents related to the filing for case #XYZ-123. Let me know if there are any issues.
Sincerely,
Legal Assistant
Sample 9: Internal Memo
Date: October 26, 2023
To: Team Leaders
From: Management
Fax Number: (555) 444-5555
Pages (Including Cover): 2
Subject: Upcoming Training Session
Team Leaders,
Please find the attached information regarding the upcoming training session. Please inform your respective teams about this.
Sincerely,
Management
Sample 10: Confirmation of Order
Date: October 26, 2023
To: Sales Department
From: Customer Service
Fax Number: (555) 666-7777
Pages (Including Cover): 3
Subject: Confirmation of Order #789
Sales Department,
Attached is the confirmation of order #789. Please process accordingly.
Sincerely,
Customer Service
Sample 11: Vendor Communication
Date: October 26, 2023
To: Acme Supplies
From: Purchasing Department
Fax Number: (555) 888-9999
Pages (Including Cover): 4
Subject: Purchase Order #456
Acme Supplies,
Please find attached our purchase order #456. Review the details and let us know when to expect delivery.
Sincerely,
Purchasing Department
Sample 12: Request for Information
Date: October 26, 2023
To: Research Department
From: Marketing Department
Fax Number: (555) 999-1111
Pages (Including Cover): 2
Subject: Request for Market Data
Research Department,
We are requesting the latest market data for Q4. Your assistance is greatly appreciated.
Sincerely,
Marketing Department
Sample 13: Insurance Claim Submission
Date: October 26, 2023
To: Claims Department
From: Patient Services
Fax Number: (555) 321-6547
Pages (Including Cover): 5
Subject: Insurance Claim for Patient ID: 789012
Claims Department,
Please find attached all necessary documentation for the insurance claim of Patient ID: 789012. Contact us at (555) 123-4567 with any questions.
Sincerely,
Patient Services
Sample 14: Property Management Notice
Date: October 26, 2023
To: Residents of Building A
From: Property Management
Fax Number: (555) 456-7890
Pages (Including Cover): 1
Subject: Important Notice: Building Maintenance
Residents,
Please be advised that there will be building maintenance on November 1st. See attached document for details.
Sincerely,
Property Management
Sample 15: Feedback Request
Date: October 26, 2023
To: Project Team
From: Project Manager
Fax Number: (555) 789-0123
Pages (Including Cover): 3
Subject: Request for Project Feedback
Team Members,
Attached is the final draft of the project proposal. Please review and provide your feedback by October 31st.
Sincerely,
Project Manager
Sample 16: Delivery Confirmation Request
Date: October 26, 2023
To: Shipping Department
From: Logistics Coordinator
Fax Number: (555) 012-3456
Pages (Including Cover): 2
Subject: Delivery Confirmation Needed: Tracking ID 54321
Shipping Department,
Please confirm the delivery of shipment with Tracking ID 54321. Urgent! Call back at (555) 234-5678 upon confirmation.
Sincerely,
Logistics Coordinator
Conclusion
Using these fax cover letter samples will ensure your documents are professionally presented and accurately delivered. Remember to always tailor the content to the specific situation and recipient, and double-check all contact information for accuracy. While digital communication has largely replaced faxing, these tips remain valuable for those instances when fax remains the preferred method.
