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:

  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.
  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.
  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 Letter #1

Copied

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

Copied

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

Copied

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

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