A fax cover letter is a cover sheet written as a letter rather than a form: a short paragraph from the sender to the recipient saying what is enclosed, why, and what action is wanted, above the same identifying details a form would carry. Offices use it when the fax goes to a named person who will act on it, a solicitor sending a signed agreement or a clinic replying to a records request, and when a form with boxes would look curt. This page gives the fax cover letter format, wording for the common purposes, and examples to adapt.
The fax cover letter format
At the top, the same block a cover sheet has: date, sender's name, organization, fax and phone, recipient's name, organization and fax, and the number of pages including this one. Then a salutation and one to three short paragraphs: what is enclosed, why it is being sent, what the recipient should do and by when, and who to call with questions. A sign-off and the sender's name. At the foot, the confidentiality statement, which is not optional on a letter any more than on a form. That is the whole cover letter for fax; anything longer belongs on page two, because the cover is read by whoever collects the fax, not only by the addressee.
Fax cover letter examples by purpose
For a signed document: Please find enclosed the signed agreement dated as above, three pages including this cover. Kindly countersign and return by fax to the number above by Friday. For a records reply: Enclosed are the records requested under the authorization reference on page two, twelve pages including this cover; please contact the number above if any page is missing or illegible. For a purchase order: Enclosed is purchase order number as stated on page two, two pages; please confirm receipt and delivery date by fax or telephone. For an urgent clinical page: Urgent, for the attention of the named clinician; enclosed two pages requiring action today; please telephone on receipt. Each is a fax cover letter example that says what, why and what next, and nothing that should not be on a cover.
Printable cover letter for fax, and the free versions
A printable fax cover letter is the format above laid out with the identifying block at the top and the letter body beneath, printed and signed by hand for a machine, or filled on screen and attached as page one for an online service. The free fax cover letter on this site is the cover sheet with a message box large enough for the letter body, which serves both uses. Save the sender block and the confidentiality statement once in the online fax account so only the recipient and the message change per send, and keep the message to the purpose: a fax cover letter PDF that runs to a page of its own defeats the point of a cover.
Questions people ask about fax cover letter
Is a fax cover letter different from a cover sheet?
Only in form. A cover letter says the same things as a cover sheet in sentences rather than boxes. Both carry sender, recipient, pages, subject and a confidentiality line.
Should I sign a fax cover letter?
For a letter, yes; a typed name is enough on an online send. The signature that matters is on the document behind it.
Can I put the case or patient reference on the cover letter?
Put it on page two. The cover is read by whoever picks the fax up; keep identifying details off it.
Is there a fax cover letter template to copy?
The format above is the template: the identifying block at the top, then a short letter saying what is enclosed, why and what action is wanted, with a confidentiality line.
How long should a fax cover letter PDF be?
Short enough to stay a cover: the identifying block, a message that says what is enclosed and what should happen, and the confidentiality line. One that runs to a page of its own defeats the point.