In today’s digital age, while email reigns supreme, the fax machine still holds a vital place in many industries, particularly those dealing with legal documents, healthcare records, or sensitive financial information. Ensuring your faxes are received and understood promptly requires more than just sending the document itself; a well-crafted fax cover letter is crucial. A professional fax cover letter introduces the document, provides context, and ensures the recipient knows who sent it and what action, if any, is required. A poorly written or missing cover letter can lead to delays, confusion, or even misinterpretations of the transmitted information.
Using a pre-designed fax cover letter template in Microsoft Word offers a quick, efficient, and professional solution. These templates are easily customizable to suit your specific needs, saving you valuable time and effort. This article provides you with 18 sample fax cover letter templates, each tailored for different scenarios, along with tips on how to effectively use them. We’ll explore various options, from basic templates to those designed for specific industries and purposes, ensuring you have the perfect cover letter for every fax you send. Downloadable Word templates are a huge time-saver, and with a little personalization, you can make a big impact. The right cover letter makes a difference.
18 Sample Fax Cover Letter Templates in Word
Below are 18 different fax cover letter samples, each in a format you can easily adapt to your needs. Each example is designed to highlight different uses and industries. Remember to replace the bracketed information ([…]) with your own details.
Sample 1: Basic Fax Cover Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: [Subject of Fax]
Message:
Please find attached [brief description of document(s)]. Please contact me if you have any questions.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 2: Urgent Fax Cover Letter
URGENT
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: URGENT: [Brief description of the urgent matter]
Message:
Please find attached [description of the document(s)]. This matter requires your immediate attention. Please acknowledge receipt of this fax as soon as possible.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 3: Confidential Fax Cover Letter
CONFIDENTIAL
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: CONFIDENTIAL: [Subject of Confidential Document]
Message:
The information contained in this fax is confidential and intended only for the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or the taking of any action in reliance on the contents of this fax is strictly prohibited. If you have received this fax in error, please notify us immediately and destroy the original transmission. Please find attached [description of confidential document(s)].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 4: Legal Document Fax Cover Letter
[Law Firm Name]
[Law Firm Address]
[Law Firm Phone Number]
[Law Firm Email Address]
Date: [Date]
To: [Recipient’s Name/Law Firm Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name/Paralegal Name]
Pages (including cover sheet): [Number of Pages]
Subject: [Case Name and Number] – [Document Name]
Message:
Please find attached [Legal Document Name] pertaining to Case Number [Case Number] and Case Name [Case Name]. Kindly acknowledge receipt.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Paralegal Name]
Sample 5: Medical Records Fax Cover Letter
HIPAA Compliant
[Medical Facility Name]
[Medical Facility Address]
[Medical Facility Phone Number]
[Medical Facility Fax Number]
Date: [Date]
To: [Recipient’s Name/Medical Facility Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name/Medical Records Department]
Pages (including cover sheet): [Number of Pages]
Subject: CONFIDENTIAL: Patient Records – [Patient Name] – [Patient Date of Birth]
Message:
This fax contains protected health information (PHI) and is intended only for the use of the individual or entity named above. Unauthorized use, disclosure, or distribution is strictly prohibited and may be subject to penalties under HIPAA. If you have received this fax in error, please notify us immediately at [Your Phone Number] and destroy the original transmission. Please find attached the medical records for [Patient Name], DOB [Patient Date of Birth].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Medical Records Department]
Sample 6: Financial Document Fax Cover Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: CONFIDENTIAL: [Description of Financial Document]
Message:
Please find attached [Description of Financial Document, e.g., Invoice #1234, Bank Statement]. Please confirm receipt of this fax.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 7: Sales Order Fax Cover Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Customer Name]
Fax Number: [Customer’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Sales Order Confirmation – Order #[Order Number]
Message:
Attached you will find confirmation of your sales order #[Order Number]. Please review the order details and contact us if you have any questions. Thank you for your business!
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 8: Purchase Order Fax Cover Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Vendor Name]
Fax Number: [Vendor’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Purchase Order – PO #[Purchase Order Number]
Message:
Please find attached our purchase order #[Purchase Order Number]. Please acknowledge receipt and confirm the estimated delivery date.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 9: Human Resources Fax Cover Letter
CONFIDENTIAL
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name – e.g., Insurance Provider]
Fax Number: [Recipient’s Fax Number]
From: [Your Name/HR Department]
Pages (including cover sheet): [Number of Pages]
Subject: CONFIDENTIAL: Employee Records – [Employee Name]
Message:
This fax contains confidential employee information. Please find attached [Description of Documents, e.g., Enrollment Form, Benefits Information] for [Employee Name].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/HR Department]
Sample 10: Invoice Remittance Fax Cover Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name/Accounting Department]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Remittance Advice – Invoice #[Invoice Number]
Message:
Attached you will find the remittance advice for invoice #[Invoice Number]. Please process payment accordingly.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 11: Bank Loan Application Fax Cover Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Loan Officer Name]
Fax Number: [Bank’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Loan Application – [Your Name]
Message:
Please find attached my loan application and supporting documentation. Please contact me if you require any further information.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 12: Government Document Submission Fax Cover Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Government Agency/Department]
Fax Number: [Government Agency’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Submission of [Document Name, e.g., Tax Form 1040]
Message:
Please find attached [Document Name]. [Optional: Briefly describe the purpose of the document].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 13: Real Estate Document Fax Cover Letter
[Your Name/Real Estate Agency]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name/Title Company]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Property at [Property Address] – [Document Name, e.g., Purchase Agreement]
Message:
Please find attached [Document Name] pertaining to the property located at [Property Address].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 14: Insurance Claim Fax Cover Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Insurance Company Name]
Fax Number: [Insurance Company’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Insurance Claim – Policy #[Policy Number] – Claim #[Claim Number]
Message:
Please find attached supporting documentation for insurance claim #[Claim Number] under policy #[Policy Number].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 15: Employment Verification Fax Cover Letter
CONFIDENTIAL
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Requesting Company Name]
Fax Number: [Requesting Company’s Fax Number]
From: [Your Name/HR Department]
Pages (including cover sheet): [Number of Pages]
Subject: CONFIDENTIAL: Employment Verification – [Employee Name]
Message:
This fax contains confidential employee information. Attached you will find the employment verification for [Employee Name]. Please treat this information with the utmost confidentiality.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/HR Department]
Sample 16: Contract Agreement Fax Cover Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Contract Agreement – [Brief Description of Contract]
Message:
Please find attached the contract agreement for [Brief Description of Contract]. Please review, sign, and return a copy at your earliest convenience.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 17: Letter of Recommendation Fax Cover Letter
[Your Name/Title]
[Your Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name/Organization]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Letter of Recommendation for [Candidate’s Name]
Message:
Please find attached a letter of recommendation for [Candidate’s Name].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 18: Simple Reminder Fax Cover Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Date: [Date]
To: [Recipient’s Name]
Fax Number: [Recipient’s Fax Number]
From: [Your Name]
Pages (including cover sheet): [Number of Pages]
Subject: Reminder – [Brief Description of Reminder]
Message:
This is a friendly reminder regarding [Brief Description of Reminder, e.g., upcoming meeting, payment due].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Conclusion: Mastering the Art of the Fax Cover Letter
While fax machines may seem like a relic of the past, they remain a crucial tool in many professional settings. A well-crafted fax cover letter ensures your documents are delivered efficiently, securely, and with the appropriate context. By utilizing the Word templates provided in this article, you can streamline your fax communication process and project a professional image. Remember to always customize the templates to fit the specific requirements of each transmission. Paying attention to details like subject lines, page numbers, and confidentiality notices can make a significant difference in how your faxes are received and handled. From basic communication to urgent legal matters, a well written fax cover letter continues to play a critical role in ensuring that your documents are properly received, understood, and acted upon promptly. Don’t underestimate the power of a simple cover letter to make a positive impression and facilitate effective communication.