Faxing remains a common practice in many professional fields for transmitting documents securely. Understanding how to properly compose and send a fax is a valuable skill, particularly in industries like healthcare, law, and government, where the secure transmission of sensitive information is required.
What to Include on a Fax Cover Sheet
A fax cover sheet acts as the introductory page and is the first thing your recipient will see. It provides information at a glance, ensuring your document reaches the right person. A comprehensive cover sheet should clearly state who the fax is for, including the recipient’s full name, their company, and their specific fax number. This prevents misdirection and delays.
Equally important is the sender’s information. Always include your full name, company name, direct phone number, and your own fax number. This allows the recipient to easily identify the origin of the document and provides contact methods if they have questions. Also state the total number of pages, including the cover sheet itself.
Many cover sheets offer an optional comments section for a brief message or to provide specific instructions. For documents containing private data, a confidentiality notice is a standard precaution, often stating that the information is intended only for the named recipient.
Formatting the Main Document
The formatting of the actual document you are sending deserves attention to ensure it remains legible after transmission. Fax machines scan and transmit documents, which can sometimes result in a loss of quality, so clarity is important. The technology converts the document for transmission over a phone line, and the receiving machine prints it at a lower resolution than a typical office printer.
For optimal readability, choose simple, clean fonts like Arial, Helvetica, or Verdana. Avoid highly stylized or script fonts, as they can become blurred and difficult to read. A standard font size, such as 12-point, is recommended to ensure the text is large enough to remain clear. Stick to high-contrast formatting—black text on a plain white background is the most effective.
Keep the layout of your document clean and organized. Breaking up large blocks of text with clear headings can help the recipient quickly scan for important information. Before sending, it’s a good practice to proofread the document for any spelling or grammatical errors. A well-formatted and error-free document reflects professionalism.
Steps for Sending Your Fax
With your documents prepared, you can proceed with the transmission. There are two primary methods for sending a fax: using a traditional fax machine or an online fax service. A traditional machine requires a physical connection to a landline telephone socket. The process involves placing your documents, cover sheet first, into the document feeder, ensuring they are facing the correct direction. You then dial the recipient’s fax number on the keypad and press the “Send” or “Go” button.
Alternatively, online fax services are a popular solution, allowing you to send faxes directly from a computer or mobile device using only an internet connection. These services typically require a subscription. To send a fax this way, you log into the service’s web portal or app, upload your document, and enter the recipient’s fax number. This method converts your digital file into a format compatible with traditional fax machines.
Online faxing offers the flexibility to send documents from anywhere without needing physical hardware, paper, or ink. Many of these services also provide options to create a cover page automatically. Whether using a machine or an online service, always double-check that you have entered the recipient’s fax number correctly to prevent sending sensitive information to the wrong person.
Confirming Your Fax Was Sent
After sending your document, it is good practice to verify that the transmission was successful. Both traditional fax machines and online services provide a transmission confirmation report. This report, also known as a fax receipt or activity report, serves as proof that your fax was delivered. It includes key details such as the date and time of transmission, the recipient’s fax number, the number of pages sent, and a status message indicating success or failure.
For traditional machines, this confirmation often prints out automatically after the fax is sent. If the report indicates “OK” or a similar success message, the transmission was completed. If it shows “NG” (no good), an error code, or an unsuccessful message, it means the fax did not go through. In this case, you should verify the recipient’s fax number and attempt to send it again.
Keeping this confirmation report is important for your records, especially when sending legally or financially significant documents. It provides a tangible record and timestamp of when the document was successfully sent. Online fax services also provide these reports, which are typically stored digitally in your account, offering a secure and easily accessible way to track your sent faxes.