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This post is a free resource that provides small businesses with templates to help them create fax cover sheets. These templates can be used for any company and are designed in a way that they are easy to use.
Fax cover sheets guarantee that faxed business papers reach the intended recipient. To guarantee that the file reaches the appropriate recipient, printable free fax cover sheet templates often include fields for the date, intended recipient, sender’s name (or company name), and the document’s subject (or topic).
What if I told you that Traditional fax machines have given way to fax services. Virtual faxing services are now accessible in unified communications as a service (UCaaS) systems like RingCentral, allowing organizations to transmit faxes over the internet. Fax cover sheets aren’t required, but they’ve become standard practice.
Different types of free fax cover sheet templates
Fax cover sheets exist in a variety of themes and file formats, but there are three main variations:
- Standard: The ideal fax cover sheet for speed and simplicity—a perfect choice if you need to send a fax quickly.
- HIPAA-compliant: When you need to fax patient information, HIPAA-compliant is the finest solution.
- Sensitive information: The greatest approach to secure sensitive information is to keep it private.
Fax Cover Sheet Templates: How to Use Them
Not every sort of fax cover sheet is appropriate for your company or for every occasion. You could keep it basic with just a subject line and a message, or you could use a free template that you can personalize with your logo and other branding aspects. You may use any of these free fax cover sheet templates by downloading and adjusting them to fit your needs.
After downloading the MS Word template, you can usually alter it in Word, Google Docs is a program that allows you to create documents and other word processors. You may put items like your company logo and contact information for your business into the template. Including your logo helps recipients instantly recognize your company. Here’s how to get started with this personalization:
Open our template in Google Docs is a program that allows you to create documents after downloading them. Because you’re working with a customizable template, you may use the right-click command “Change Image” to replace our Fit Small Business logo. From here, you may choose from a variety of logo files in PNG, JPG, and GIF formats. To save the template for future usage, change the name by clicking the file name at the top of the tab.
1. Fax Cover Sheet Template (Standard)
When you need to send faxes fast and without fluff, the regular editable fax cover sheet template is ideal. It elevates the topic and message on your cover sheet, allowing you to prioritize the contents of your fax to ensure it reaches its intended recipient.
The standard fax cover sheet template is available to download. Fill out the blanks on your computer or by hand. Print the cover sheet as the first page of your faxed document or save it as the first page of your electronic document and fax it electronically.
2. Fax Cover Sheet Template that Complies with HIPAA
Faxes must also comply with the Health Insurance Portability and Accountability Act to secure a patient’s electronic protected health information (ePHI) (HIPAA). Our HIPAA-compliant fax cover sheet template is intended to prevent information from being mistakenly shared with unauthorized parties, which would be illegal.
The cover sheet also protects the information if the fax is delivered to an unauthorized third party by mistake. An unauthorized receiver may notify the sender that they got the document by mistake using the information on the HIPAA-compliant fax cover sheet, without having to read the body of the faxed document.
Fax cover sheets that comply with HIPAA must include a disclaimer stating that the fax contains ePHI. It must also tell the receiver what to do if the fax was received by mistake and how to keep the patient’s information private. At the bottom of our HIPAA-compliant fax cover sheet template, we’ve given a sample of the disclaimer that’s required.
3. Fax Cover Sheet Template for Sensitive Information
The HIPAA-compliant fax cover sheet template is comparable to the sensitive information fax cover sheet template in some aspects. Both fax cover pages are as follows:
- Make it clear that the information included in the fax is private.
- Include a disclaimer with instructions on what to do if the fax is delivered to the wrong person.
The main distinction between the two is that the sensitive information cover sheet will very certainly not be utilized as a fax cover sheet for papers containing ePHI, but will instead include private business information. This may include secret collaborations, new product lines that haven’t been released yet, private information about an employee or job prospect, or any other information you don’t want to slip into the wrong hands.
4 Small Business Template Design Services
If these free fax cover sheet templates aren’t enough for your company, consider using a template creation service or software. There are a plethora of low-cost options available to help you build a distinctive fax cover sheet that ticks all of your boxes. Here are a handful of our top suggestions:
Canva
Why does it work?
Canva gives you the option of starting from scratch with a blank canvas or using one of their completely customizable templates. Select the pieces you need, place your logo where you believe it would look best, and insert free icons where appropriate. You can make your own one-of-a-kind fax cover sheet template with Canva.
Google Docs
Why it works:
There are many printable fax cover sheet templates you can download and customize in Google Docs is a program that allows you to create documents. Plus, Google Docs is easy to learn and use. Once you get the hang of it, you can seamlessly add and remove whatever elements you need to create a tailor-made cover sheet template for your business.
FormSwift
Why does it work?
Signatures are required on certain papers, but printing, signing, scanning, and sending fax may be an unduly time-consuming process. Instead, instantly add a digital signature to your fax using a tool like FormSwift. To produce a reusable digital signature, you may use your keyboard, mouse, or even an uploaded picture.
Fiverr
Why does it work?
If you have particular design and format needs that require a skilled touch, hiring a designer is the best alternative. Prices for Fiverr pros vary; you might pay as little as $5 or as much as $200.
You often get what you pay for, so go through each designer’s portfolio and services to determine the best fit for your company.
What is the Purpose of a Fax Cover Sheet?
A fax cover sheet isn’t needed by law, but it may help secure sensitive information and maintain confidentiality. If you transmit protected health information via fax, for example, you don’t want the person delivering the document to discover sensitive facts while attempting to find out where to give it.
Even if numerous workers or departments share a single fax machine, your cover sheet contains a “To” section that ensures your fax is sent to the correct individual. The “From” section assists recipients in identifying the sender and avoiding misunderstandings. If they need to reply, they’ll find all of the necessary contact information on your fax cover page.
Think about using a virtual fax service.
Other forms of communication, such as email and text messaging (SMS), have gained in popularity over time, but faxing remains an important aspect of corporate interactions, particularly in fields such as healthcare and legal services. Fax machines, on the other hand, maybe costly to buy and maintain.
Instead of investing in a physical fax machine, Think about using a virtual fax service. 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:
- Cover pages should be included.
- Fax messages may be scheduled.
- Examine your fax machine’s inbox.
- Send faxes to email addresses directly.
- Receive fax notifications
- Use your mobile device to scan documents.
Most Commonly Asked Questions (FAQs)
What should a fax cover page contain?
The date, receiver, recipient contact information, sender, and sender contact information should all be included on your fax cover page at the very least. It’s also a good idea to include a topic, a brief message, and the number of pages to anticipate, although it’s not required.
Which company phone systems allow for faxing?
Faxing is included among the unified communication options offered by today’s most popular corporate phone systems. Digital faxing is available from providers such as RingCentral, Nextiva, and Grasshopper.
Is it possible to handwrite a fax cover sheet?
Yes, and these printable fax cover sheet templates are available for download. You may print out the templates above after downloading them and fill in the data by hand if you like.
Conclusion
While faxing isn’t always the preferred manner of communication in today’s world, it still has a role in the realm of physical documentation. Fax cover sheets aren’t essential, but they help ensure that your fax gets to the proper recipient.
To add an additional layer of safety and professionalism to your fax messages, use our free customizable fax cover sheets. Downloading and customizing a template for your company takes just a few minutes. Start a free trial with RingCentral if you desire the added functionality that virtual fax services provide, such as fax-to-email, mobile scanning, and fax scheduling.
