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đź’ˇ Quick Tip:
Take advantage of business phone systems that offer fax cover sheet templates to save time from making your own. RingCentral is a VoIP platform that offers various fax cover sheet themes for different occasions.
A fax cover sheet protects the attached documents and provides more details about their contents or purpose. Fax cover letters are used in personal and business settings where faxes are still commonly used. It often contains critical information about the communication, such as the date, time, number of pages, and a short description or message. Our team created downloadable fax cover sheet templates to provide you with a professional and concise format.
Get inspiration and use our three free fax cover sheet templates to introduce the fax documents you’re sending and ensure your files reach the right person.
Fax cover sheets come in various themes and file types, but the most popular fax cover sheet example includes the standard template for speeding up communications, the Health Insurance Portability and Accountability Act (HIPAA)-compliant template for protecting patients’ privacy, and the sensitive information template for other highly confidential documents.
Fax cover sheets are particularly useful for businesses with shared fax machines or when the recipient isn’t expecting a faxed document. Download these printable fax cover sheet templates below and customize them according to your needs. We have also compiled a list of platforms that offer personalized cover sheet designs to help you get started.
1. Standard Fax Cover Sheet Template
The standard fax cover sheet template is perfect for sending faxes quickly and without fuss. It makes the subject and message the highlight of your cover sheet, prioritizing the contents of your fax and ensuring it gets to the right end destination. There’s enough space in this template for you to provide an overview of the vital information about the fax.
| PROS | CONS |
|---|---|
| Quick and easy to edit | May not be adequate when sending confidential information, especially the information protected under HIPAA |
| Easy to identify the intended recipient on the receiving end | Users need a basic understanding of how to summarize and what information to use in a fax cover sheet |
| Includes fax topic and a short message for clarification | |
Download the standard fax cover sheet sample. Fill out the fields electronically or by hand. Print the cover sheet and make it the first page of your manually faxed document, or save it as the first page of your electronic document and fax it virtually.
Thank you for downloading!
đź’ˇ Quick Tip:
Take advantage of business phone systems that offer fax cover sheet templates to save time from making your own. RingCentral is a VoIP platform that offers various fax cover sheet themes for different occasions.
2. HIPAA-compliant Fax Cover Sheet Template
To safeguard patients’ electronic protected health information (ePHI), faxes also require compliance with HIPAA. Our HIPAA-compliant fax cover sheet example is designed to protect information from accidentally being disclosed to unauthorized individuals, which would be a HIPAA violation.
If the fax is sent in error to an unauthorized third party, the cover sheet helps protect the information by preventing the accidental disclosure of the faxed document. Thanks to the information included on the HIPAA-compliant fax cover sheet, an unauthorized recipient will let the sender know they received the document in error without needing to read the rest of the content in the faxed document.
| PROS | CONS |
|---|---|
| Protects your company from liability by stating that there is ePHI in the fax | Key info must be provided, including receiver name, sender name, and organization, and patient’s name and reference numbers, which makes for more time-consuming cover sheet prep |
| HIPAA-compliant fax cover sheets have directions for the recipient in case of accidental receipt | Despite clear indications that the material is confidential, there’s no ironclad protection if the fax is sent to the wrong recipient |
| Several points of information on this sheet provide quick details for routing and protecting patient information | |
HIPAA-compliant fax cover sheets must include a disclaimer explaining that the fax’s content has ePHI. Senders must also explain to the recipient what steps to take to ensure the patient’s information remains confidential if the fax was received in error. We have included an example of the disclaimer needed at the base of our HIPAA-compliant sample fax cover sheet template.
Thank you for downloading!
đź’ˇ Quick Tip:
Take advantage of business phone systems that offer fax cover sheet templates to save time from making your own. RingCentral is a VoIP platform that offers various fax cover sheet themes for different occasions.
3. Sensitive Information Fax Cover Sheet Template
In some ways, the sensitive information fax cover sheet template is similar to the HIPAA-compliant variation. Both fax cover sheets:
- Clearly label that the information within the fax is confidential
- Include a disclaimer that provides information on what to do with the fax if it is sent to an unintended recipient
The main difference between the two fax cover sheet examples is that the sensitive information cover sheet will likely not be used as a printable fax cover sheet for documents containing ePHI. Instead, it will contain business information you want to keep confidential. These include undisclosed partnerships, unannounced new product lines, confidential information about an employee or job candidate, or other information you don’t want to fall into the wrong hands.
| PROS | CONS |
|---|---|
| Provides clear information that the fax’s content is confidential | Faxing isn’t 100% secure, so despite the warning, anyone can take a document from a fax tray |
| The sensitive label also is an indication that the info inside may have time limitations, which may increase urgency on the receiving end | There are no cryptographic protections of this type; hence, the info can be intercepted |
| The included disclaimer is a layer of protection against unintentional receipt | |
Thank you for downloading!
đź’ˇ Quick Tip:
Take advantage of business phone systems that offer fax cover sheet templates to save time from making your own. RingCentral is a VoIP platform that offers various fax cover sheet themes for different occasions.
How to Customize & Use Fax Cover Sheet Templates
Fax cover sheets cater to various business needs and occasions. Keep it simple by adding a space for the subject line and message, or customize it by downloading a free template to add your company name and logo. You can download and adjust any of these printable fax cover sheet templates for use when each is most appropriate.
Once downloaded, customize the MS Word template in Word, Google Docs, or other word processors. From the template, insert details such as your company logo and contact info for your business. Adding your logo helps recipients quickly recognize your business.
Here are the detailed instructions on how to go about the customizations:
For Google Docs
Download our template and open it in Google Docs. Since you are using a customizable template, you can replace our Fit Small Business logo using the right-click command “Replace Image.” Select the logo file in PNG, JPG, or GIF formats. Change the template’s name by clicking the file name at the top of the tab to save it for future use.
For Microsoft Word
Download our template, and from Word, select the area of the image where you want your logo or information to appear. Select the “Insert” tab at the top of the screen. In the submenu, look for “Picture,” and select the logo file you need in PNG, JPG, or GIF format. Once you’re done, click “Save as” from the drop-down menu and save the document to your device for future use.
Why You Need a Fax Cover Sheet
There are several reasons to use our fax cover sheet examples, including providing essential information, relaying specific instructions, and keeping contents protected or private. Some fax cover sheets also include a space for senders and receivers to sign and a space for your branding, enhancing your credibility. While fax cover sheets are not required, here are some reasons to use a fax cover sheet template:
- Data privacy and protection: Using a cover page protects sensitive information and ensures confidentiality. For example, sending PHI via fax minimizes the possibility of other unintended recipients reading private details.
- Identification and organization: Use a cover sheet to identify the sender and recipient of the fax, making it easier for receivers to determine the purpose, respond to the communication, or take appropriate action.
- Special instructions or comments: Senders can highlight additional information by including details in the fax cover sheet. For example, by indicating the items for immediate attention, desired response time, and specific handling instructions, you ensure that recipients understand the needed requirements or actions.
- Branding and credibility: Showcase your professionalism as a business by including your company’s logo, tagline, or personalized message on each fax cover sheet. This allows you to reinforce your brand identity and improve your company’s reputation.
Top Cover Sheet Template Design Services
Try a template design service or software if these printable, free fax cover sheet examples don’t satisfy your business needs. You can find plenty of affordable solutions that make creating a unique fax cover sheet sample that checks all your boxes easy. Below are a few of our top recommendations:
RingCentral is a business phone system that offers online fax functionality. Its base plan starts at $27.99, and users gain access to unlimited internet fax services when they subscribe to its Advanced plan (starting at $35 per user, monthly). Most online faxing services like RingCentral allow users to pick a cover sheet for their faxes with themes such as Ancient, Birthday, Classic, Confidential, and Urgent.
Like RingCentral, Nextiva is a business communications provider with a virtual faxing service that allows users to send and receive online faxes through their computer or mobile device. It offers different customizable options to optimize and personalize users’ faxing experience and allows you to manage cover page details. Unlimited internet fax is offered at its entry-level plan at $30.95 per user, per month.
If you’re looking for design services for your fax cover sheet, you should consider VistaPrint. It’s an online design and printing service known for its affordable prices and fast turnaround. While it is primarily known for printing business cards, it also provides design services for fax cover sheets. It has a wide selection of templates and offers a variety of unique materials. Sign up for its 30-day free trial and upgrade to a premium membership priced at $74.99 annually.
A designer will be your best option if you have specific design and format requests that require a professional’s expertise. Fiverr professionals’ prices vary—you could find one for as little as $5 or as much as $200. You often get what you pay for, so review each designer’s portfolio and offerings to find the right one for your business.
Choosing a Virtual Fax Provider
If you or your company are looking for a virtual fax service provider and upgrading your communication stack with fax services, here are some points to consider when making your decision:
- Simple, easy-to-use interface: Choose a vendor that offers an intuitive interface so you and your team can quickly figure out how to use the solution.
- Reasonable pricing: A provider with flexible, low-cost pricing allows businesses to respond quickly to market conditions, offer competitive pricing to customers, and better optimize revenue.
- Unlimited cloud storage: Use unlimited cloud storage to send documents digitally, save money on printing, and reduce waste. Limitless digital storage also helps businesses archive and access information quickly.
- Responsive customer service: Choose a solution that can immediately react and satisfy your technical needs, ensuring you can support your clients and remain operational.
- Strict security and privacy protocols: Review a solution’s security and privacy features to ensure your data is safe and secure.
- Robust app integrations: Choose an online fax service with robust integrations and access additional tools and capabilities, such as signature caption and automatic document routing.
Send and receive faxes using the World Wide Web and your mobile devices. (Source: RingCentral)
Consider using a virtual fax provider instead of investing in a physical fax machine. RingCentral’s voice-over-internet-protocol (VoIP) functionality lets you send a fax from a desktop, mobile, or web browser. Here’s what else you can do with RingCentral’s virtual faxing services:
- Add cover pages
- Schedule fax messages
- Check your fax inbox
- Fax directly to email addresses
- Receive fax alerts
- Scan documents with your mobile device
Frequently Asked Questions (FAQs)
Yes, you can handwrite a fax cover sheet. After downloading the free fax cover sheet templates in this article, you can print them out and manually write the details, depending on your preference. If your team sends faxes frequently, in addition to sharing fax cover sheet templates, we recommend printing multiple copies to make them available to team members.
The best business phone systems include faxing among their VoIP phone features. Aside from RingCentral and Nextiva, providers like Grasshopper, Ooma, and 8×8 have online faxing functionality. Providers often allow fax cover sheet customization so that businesses can stand out. Customized faxing is a great marketing strategy to reinforce your company’s branding and establish credibility.
Yes, you can use fax cover sheets when sending international faxes. Provide essential information on the cover page, such as the sender’s and recipient’s contact details, the subject, and any additional instructions.
No, there are no strict domestic or international guidelines for fax cover sheets. In terms of best practices, try to keep the content simple, straightforward, and professional. Minimize distractions and opt for standard fonts and spacing, ensuring the information is easily read. Avoid using bright and excessive colors or graphics because this can cause issues with fax transmission due to machine incompatibility.
Bottom Line
While faxing isn’t the most popular form of modern-day communication, it still holds an important place in physical documentation. Fax cover sheets aren’t required, but they improve your faxes’ chances of arriving at the right person and prevent potential HIPAA violations.
Use our free customizable fax cover sheet examples to add protection and professionalism to your fax communications. It takes just minutes to download and customize a template for your business.
