Cover letter fax template
Creating a cover letter for fax submission requires a specific format. Ensure that you follow a professional structure while keeping the information clear and concise. Start by including your contact information at the top, followed by the date and the recipient’s contact details. This ensures that the document looks polished and can be easily identified.
Next, clearly state the purpose of your fax in the opening lines. Indicate which position you are applying for and refer to any previous communication or job posting number, if applicable. This helps the recipient quickly understand the context and process your fax without unnecessary delays.
Use a formal tone throughout the letter, maintaining professionalism. Highlight key skills and qualifications that make you a strong candidate, but avoid long paragraphs. Keep your statements direct and focused on what you can contribute. Conclude by thanking the recipient for their time and indicating your interest in discussing the position further.
Before sending, make sure the cover letter is free of errors. A well-crafted fax ensures that your application stands out and leaves a positive impression on the recipient.
Here’s the revised version:
Ensure the cover letter includes a clear subject line, highlighting the purpose and position you are applying for. Avoid unnecessary fluff–keep the introduction brief and to the point.
Key Sections to Include:
Start by addressing the recipient directly, using their name if possible. Mention how you found the job listing or why you’re interested in the company, but avoid generic statements. Provide a quick overview of your relevant skills or experience without over-explaining, and mention how they relate directly to the position. Finish with a call to action, such as offering to provide more details in an interview.
Formatting Tips:
Keep your fax cover letter neat and easy to read. Use standard fonts, such as Arial or Times New Roman, and stick to a 10-12 point size. Margins should be uniform, and sections should be clearly separated. Include your contact details at the top and a polite sign-off at the end.
- Cover Letter Fax Template Guide
A fax cover letter should be concise, professional, and clearly formatted. Start by including your name, title, and contact information in the header. Be sure to also list the recipient’s name, title, and fax number. Make your subject line specific, such as “Job Application for Marketing Position,” to provide context immediately.
Formatting Your Fax Cover Letter
For easy readability, keep the structure simple. After the header, include a short message that states the purpose of your fax. Briefly mention what documents are included and any next steps you anticipate. Close with a polite sign-off, such as “Best regards” or “Sincerely.” Make sure to leave space for your signature at the bottom of the page.
Key Points to Include
Besides your contact details, include the following in the body of your cover letter:
- Recipient’s information (name, title, and company).
- A brief description of the documents being sent.
- Any action you would like the recipient to take (e.g., “Please review the attached resume”).
- Contact details for follow-up if needed.
Finish with a “thank you” statement and ensure your contact information is easy to find for any follow-up.
Begin by ensuring your cover letter is clear and easy to read. Keep the font size between 10 and 12 points for readability. Use a standard font like Arial or Times New Roman. Avoid overly decorative fonts or excessive bold text.
Next, place your contact information at the top, aligned to the left or centered. This should include your full name, address, phone number, and email address. If you’re using a company letterhead, ensure it’s at the top, too.
In the body, start with a professional salutation, such as “Dear [Hiring Manager’s Name]”. Keep the tone professional and direct throughout the letter. Maintain standard formatting with single spacing between paragraphs and a space between each section (introduction, body, and conclusion).
At the end of the letter, include a polite closing, such as “Sincerely,” followed by your name and title. If you’re sending a hard copy of the letter, leave space for your signature.
Lastly, don’t forget to add a fax cover sheet. This should contain the recipient’s name, the company name, and your contact details. The cover sheet helps ensure your fax is directed to the correct person and provides clarity for the recipient.
| Fax Cover Sheet Information | Details |
|---|---|
| Sender’s Name | Your Full Name |
| Sender’s Contact | Your Phone and Email |
| Recipient’s Name | Hiring Manager’s Name |
| Company Name | Company You’re Applying To |
| Fax Number | Recipient’s Fax Number |
Focus on clarity and precision when drafting a faxed letter. Ensure the following details are present:
- Cover Sheet: Always include a cover sheet with your fax. This sheet should display your name, company name (if applicable), the recipient’s name, and the total number of pages being sent.
- Recipient’s Information: Clearly specify the recipient’s full name, title, and fax number. If possible, double-check the number to avoid any issues with delivery.
- Sender’s Information: Include your name, phone number, and fax number. This ensures the recipient can reach you if there’s an issue with the fax.
- Date and Time: Always indicate the date and time the fax was sent. This is crucial for tracking purposes.
- Subject or Purpose: Directly state the purpose of your fax. It can be helpful to include a brief description of the contents.
- Message Body: When including any text, make sure it’s formatted for easy reading. Avoid long paragraphs; use bullet points or numbered lists for clarity.
- Signature: If needed, sign the document at the end to authenticate your message.
Additional Tips
- Keep language simple and direct. This helps avoid any confusion during transmission.
- Double-check the recipient’s fax number to ensure it’s correct before sending.
- If there’s a delay or failure in receiving the fax, follow up with the recipient promptly.
For faxing letters, the letter size (8.5 x 11 inches) is the most commonly used format in North America. It is the standard for business documents and ensures compatibility with most fax machines. If you’re faxing internationally, A4 (8.3 x 11.7 inches) is the preferred size in many countries, including Europe. Verify the recipient’s paper size preference to avoid issues.
To prevent misalignment, always confirm the paper size before sending. If your document is on A4 paper but needs to be faxed in letter size, make sure the margins are adjusted properly to avoid cutting off any content.
Using the correct paper size minimizes the risk of errors and ensures that your letter reaches the recipient in the proper format.
Adjust your tone and formatting for clarity. Unlike emails or printed letters, faxed letters should be direct and to the point. Use a clear, legible font such as Arial or Times New Roman, with a size between 10 and 12 for readability. Avoid fancy fonts or complex formatting, as they might not translate well on fax machines.
Formatting Tips
Always include a cover sheet with your fax. This cover sheet should have the recipient’s name, the number of pages, your contact details, and the date. It’s helpful to include a brief note indicating the purpose of the fax, especially if you’re sending multiple pages. This ensures the recipient knows what to expect and can immediately identify the relevance of the fax.
Content Clarity
Keep your message concise and well-structured. Start with a brief introduction of who you are and the purpose of the fax. Follow this with any necessary details in bullet points or short paragraphs to enhance readability. If there are any action steps or deadlines, clearly highlight them, ensuring the recipient understands exactly what is needed from them.
Common Mistakes to Avoid When Sending a Faxed Document
Double-check the fax number before hitting send. A small typo can send your document to the wrong recipient, causing delays or even exposing confidential information.
Incorrect Document Quality
Ensure that the document you are faxing is clear and legible. Low-quality scans or blurry text can lead to misinterpretation and missed details. If necessary, adjust the contrast or scan at a higher resolution.
Missing Cover Sheet
Always include a cover sheet with your fax. It provides context for the recipient, including your contact information, the purpose of the fax, and a list of included documents. This small step prevents confusion and ensures that your fax is processed efficiently.
Don’t forget to check for any pages missing or out of order. Make sure the document is properly aligned and stapled if necessary, so that the recipient receives everything in the correct sequence.
Lastly, verify the fax machine’s settings. Sending a document to the wrong department or person due to an incorrect setting can waste time and hinder your communication efforts.
Contact the recipient within 24-48 hours after sending your faxed letter to confirm its receipt. A quick phone call or email can help verify that your fax was received and provide an opportunity to address any concerns or questions. Be polite and professional in your follow-up communication.
If you haven’t received a response within a reasonable timeframe, consider reaching out again. In your follow-up, briefly restate the purpose of your fax and ask if any further information is needed. Offering a clear call to action, such as scheduling a call or meeting, will keep the conversation moving forward.
If you’re following up via email, attach a copy of the fax or mention its contents, so the recipient has context for your message. Keep the tone friendly, while expressing the importance of their feedback or response.
Kept the meaning and removed unnecessary repetitions.
To make your cover letter fax template more concise, focus on clarity and precision. Avoid repeating key information that can be inferred from the context. Highlight the most relevant details in a straightforward manner. Here’s how:
- Start with your name, contact details, and the recipient’s information at the top of the page.
- Include a brief introduction that immediately states your purpose, like applying for a job or submitting a document.
- Describe the content of your fax in a single sentence, eliminating redundancy.
- Finish with a polite closing and mention any follow-up actions if required, such as a phone call or email.
Ensure your tone is polite but direct, keeping the reader’s attention focused on the important details. By removing superfluous information, you make it easier for the recipient to understand your intent quickly.