How to Fill Out a Fax Cover Page: The Complete Guide
Learn the Ins and Outs of Fax Cover Sheets
Not all fax forms are made equal. I remember getting to the "cc" part and wondering what to write. If you read this short, simple guide, you will never have to worry about being stumped at the fax machine again.
To: / From:
On the "To" line, simply write the person the fax is meant to reach. If you know the person's department, it is helpful to write that, too. Also, if the person has a credential and it was shown in any correspondence you have had with that person, include it. For example, Shazam Cat is a Licensed Clinical Social Worker.
TO: Shazam Cat, LCSW, Human Relations
The "From" line is where you write your name. If it's interdepartmental, you may only put your first name, however, it is wise to always put your first and last name. For example:
FROM: BKay Human
This is often under "To" and "From." The one under "To" is the fax number you are sending the fax to and the one under From is your fax number. The fax number will always come before the phone number. For example:
TO: Shazam Cat, LCSW, Human RelationsFAX: (123) 456-7890FROM: BKay HumanFAX: (123) 456-7889
"Phone" is the recipient's phone number. Oftentimes there is a space for the sender's phone number when the information being sent is confidential. Always include the area code of a phone number. A 1 or 9 is not necessary, but you can write it in if needed. For example:
TO: Shazam Cat, LCSW, Human RelationsFAX: (123) 456-7890PHONE: (908) 765-4321FROM: BKay HumanFAX: (123) 456-7889PHONE:(123) 456-0987
Re: / CC:
"Re" is not an abbreviation for reply, regarding, or response—well, not exactly. In my high school computer class I learned that the full term is in re, which is Latin for "in the matter." In our case of fax cover pages, it's basically a subject line about what you are faxing.
"CC" is an abbreviation for the outdated carbon copy. Carbon copies were those pink and yellow sheets that are intended to make multiples of paperwork quickly. In the case of a fax, it is meant as another recipient. For example:
TO: Shazam Cat, Human Relations FAX: (123) 456-7890 PHONE: (908) 765-4321 FROM: BKay Human FAX: (123)456-7889 PHONE: (123) 456-0987 Re: Resume CC: Gypsy Cat, Human Resources
Do you use fax cover pages when you fax?
This one used to trip me up. Some fax cover pages say whether or not to include the cover page in the page count. Always count the cover page. Faxes are never two-sided. If you are sending a one-page resume and a cover sheet you are sending two pages. If the cover page does not already specify, it is wise to write that you are including the cover page in your fax. For example:
TO: Shazam Cat, Human Relations FAX: (123) 456-7890 PHONE: (908) 765-4321 FROM: BKay Human FAX: (123)456-7889 PHONE: (123) 456-0987 PAGES: 2 (including cover)
This one's simple enough—just write today's date. Sometimes you may want to include the day of the week for easy reference. Some examples of how to write the date are:
DATE: 12/7/12 DATE: 12/07/2012 DATE: Dec. 7th, 2012 DATE: December 7, 2012 DATE: Friday, December 7, 2012 DATE: Fri. December 7, 2012
Some fax cover pages have boxes you can check. Sometimes it is appropriate to check more than one box at a time. Here are a few common ones.
_ Urgent: Check this box if you need an answer right away or by the end of the day. You may also want to check this box if you don't necessarily need a response, but need the recipient to read the contents right away.
_ For Review: Check this box if you only need the person to look at or edit the information being faxed to them. If they need to review it right away, check the Urgent box as well.
_ Please Comment: Check this box if you need a short response to the fax. If they need to respond to it right away, check the Urgent box as well. It is not necessary to check both this box and the For Review box.
_ Please Reply: Check this box if you need a longer reply. If they need to review it right away, check the Urgent box as well.
_ Comments: Use this area to write any pertinent information or contact information. If the fax is in response to a request, let the recipient know.