GUIDELINES

  1. 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.
  2. 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.
  3. 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.
  4. 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.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[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

Telephone: 321-0000

Fax: 321-0001

FROM: Jenna Matthews, Travel Sales Manager

Rainbow Insurance

704 Cardinal Avenue

Chicago, IL 50501

Telephone: 344-44555

Fax: 344-4456

PAGES: 5 (Including Cover Sheet)

RE: Travel Insurance Policy Amendment

============================================"

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -