Transmit a Fax • Letter Examples and Guide

Copy a Letter

Example Letter #1

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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

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FACSIMILE MEMORANDUM

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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

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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

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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

Letter-Writing Tips

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.

Step-by-Step Guide

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.

Example Sentences

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.

Example Sentences

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.

Example Sentences