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.


[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],

"TO: Mae Anthony, Promotions Service Representative

MedLife, Inc.

Fax: 254-5699

FROM: Jason Benett, Territory Sales Manager

MedLife, Inc.

5230 Donald Avenue

Fremont, California

Phone: 333-4444

Fax: 333-4445

DATE: November 16, 2010

NUMBER OF PAGES (6, includes Cover Letter):

RE: 2011 Sales Forecast."


[Senders Name]
[Senders Title] -Optional-

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

Letter to transmit a fax - example.

Further things to consider when writing transmittal letters to vendors

Further things to consider when writing transmittal letters to vendors

Transmittal Letters

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 Vendors

Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.

Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.

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