To write a fax cover letter, you need the recipient's contact information, an explanation of the contents of the fax, your own contact information and a count of pages to be included in the fax. A fax cover letter summarizes the contents of a fax and provides the recipient with information about the sender.
- Enter the date
Date the top of your fax cover letter so the recipient knows when it was sent. This helps both parties keep an accurate record of correspondence.
- Enter the recipient's contact information
Create a new paragraph underneath the date to address your fax cover letter. Include the recipient's name, company name (if applicable) and fax number. This ensures your fax reaches the correct recipient in the event the recipient's assistant or co-worker initially receives the fax.
- Enter the sender's contact information
Include a return address in a new paragraph underneath the recipient's address, so the recipient knows where the fax was sent from and is able to send a reply. Include your name, the fax number and a telephone number, if desired.
- Enter a subject line
You may opt to enter a subject line before composing the body of the fax letter, much like you would in an email. A relevant short phrase helps the recipient quickly understand what the fax is about. You may also indicate the page count in the subject line so the recipient can make sure he has received the correct number of pages.
- Enter the body of the letter
Fax cover letters are generally shorter than other business cover letters, so a brief summary of the fax is sufficient as the body of your letter. Create a new paragraph under your subject line. In a few sentences or short paragraphs, indicate what you are sending and for what purpose. Tell your recipient how many pages to expect if you have not included a page count in your subject line or have not entered a subject line. Let the recipient know if you would like a reply or confirmation of receipt.
- Close the letter
End your fax cover letter with a complimentary close and your signature.