- Nearly all fax programs supply a cover sheet to recognize who is the document's sender and to whom it is addressed. If you want to have your cover sheet, it must be very short, containing only the most important details. Create it on the page in memo form.
- Determine the person that you will send the fax to, his or her name, organizational role or department. Also, point out his or her company or organization. When you do not have their names, locate the fax to the department. Provide the fax number of the person to receive your message; You may also opt to out "attention" line to direct the message.
- Provide your name, your organizational role and your organization. Also, provide your phone and fax number, and your home address. Provide as the date and time of your transmittal, if it is not given. Also, mention how many pages you are faxing.
- Use a subject line to explain the purpose or the goal of your message shortly. A good subject line will be helpful in pointing out the subject of the message and respond something about it.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
" FACSIMILE MEMORANDUM
DATE: October 30, 2010, 11:20 a.m.
TO: Ram Daniels, Visa Applicant
4567 Genesis Highway
Westchester, IL 2344
FROM: Jenna Matthews, Travel Sales Manager
704 Cardinal Avenue
Chicago, IL 50501
PAGES: 5 (Including Cover Sheet)
RE: Travel Insurance Policy Amendment
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Fax transmittal example.
Further things to consider when writing transmittal letters to business partners
Transmittal letters are letters written to accompany important documents such as financial reports, proposals, security certificates, or any other sensitive information. Such letters are usually sent by businesses, organizations, or individuals to provide information about the corresponding documents. Generally speaking, a transmittal letter explains the document, why it should receive the recipient's consideration, and what he/she should do with it. The recipient reads the transmittal letter to identify the context in which he/she should view the document. Sometimes, cover letters that accompany job applications and resumes are also called transmittal letters.
The main purpose of transmittal letters is to introduce other documents. Therefore, they need to be as neat and clear as possible. State the document name. Give a brief content description and the reason for sending. Include actions the recipient should take like notifying the sender of the document's receipt or forwarding it to another person. Include important deadlines and dates that the recipient should be made aware of. Highlight the major points or sections of the document. Be brief and do not let the letter exceed one page. End with your contact information, statement of thanks, and offers of assistance. Print the letter on the company's letterhead.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.