Transmit a Fax • Example Letters, Guides and Samples
Guides
Most fax programs provide a cover sheet to identify who is sending the document and to whom it is addressed. If you choose to have your own cover sheet (letter), it will be very brief, providing only the most essential information. Set up the page in memo form.
How to write this transmittal letter:
- Identify the person to whom you are sending the fax by name and by organizational role or department. Also identify his or her company or organization. If you don't have names, address the fax to a department. Include the fax number of the person to whom you are sending the message. Alternatively, you can use an "attention" line to route the message.
- Identify yourself by name, organizational role, and organization. Include phone and fax numbers, as well as your street address. Also give the date and time of your transmission if it is not otherwise provided, and indicate how many pages you are sending.
- Provide a subject line to briefly state the purpose or focus of your communication. A functional subject line will identify the topic of the message and say something about it.
Example Letter #1
ATTN: John Doe, Customer Service Representative
Doe Corporation
Fax: 555-5555
FROM: Eric Doe, Manager South Central Division
Doe Central Corporate Offices
1600 Main Street
Springfield, KS 12345
Phone: 555-5555
Fax: 555-55555
DATE: February 14, 2018; 8:54 p.m.
NUMBER OF PAGES SENT: Cover plus 5 pages
RE: Sales decline in South Central Division
Example Letter #2
FACSIMILE MEMORANDUM
=================================================================
DATE: December 27, 2018, 12:10 p.m.
TO: Jane Doe, Homeowner
648 Maple Lane
Centerville, Kansas 12346
Telephone: 555-5550
Fax: 555-5555
FROM: John Doe, Manager
Doe Corporation
1600 Main Street
Springfield, Kansas 12346
Telephone: 555-5550
Fax: 555-5555
PAGES: 3 (Including this Cover Sheet)
RE: Changes to your homeowner's policy #123
=================================================================
Enclosed are the changes you requested to your homeowner's policy. If they are correct, please sign the enclosed document and return it to me by mail by January 15, 2019.
Example Letter #3
TO: Jane Doe, Field Representative
Doe International
Fax: 555-5555
FROM: Eric Johnson, President
Doe International
1600 Main Street
Springfield, Kansas
Phone: 555-5555
Fax: 555-5555
DATE: March 29, 2018
NUMBER OF PAGES (Including Cover Sheet):
RE: April Sales Goals
Write Your Letter Step-by-Step
1 Identify the person to whom you are sending the fax by name and by organizational role or department. Also identify his or her company or organization. If you don't have names, address the fax to a department. Include the fax number of the person to whom you are sending the message. Alternatively, you can use an "attention" line to route the message.
Sample Sentences for Step 1
- TO: John Doe, President
Doe Associates
Fax: 555-5555 - TO: Customer Service Department
Doe Corp
Fax: 555-5555 - ATTENTION: John Doe
Doe Corp.
Fax: 555-5555
2 Identify yourself by name, organizational role, and organization. Include phone and fax numbers, as well as your street address. Also give the date and time of your transmission if it is not otherwise provided, and indicate how many pages you are sending.
Sample Sentences for Step 2
- FROM: Eric Johnson, Vice President
Doe Manufacturing Company
1600 Main Street
Springfield, Kansas 12345
Phone: 555-5555
Fax: 555-5555 - DATE: August 26, 2018. 12:30 p.m.
- NUMBER OF PAGES SENT: Cover sheet plus 2 pages
3 Provide a subject line to briefly state the purpose or focus of your communication. A functional subject line will identify the topic of the message and say something about it.
Sample Sentences for Step 3
- Subject: Correction to design specifications on contract #23456
- Regarding: Revised bid on Smith Project
- Subject: Information you requested on business applications software
- Subject: Today's progress in negotiations with Doe Corporation
- Subject: Police accident report for John Doe claim #12345
