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How to send a fax with a cover page
A cover page is the first page of a fax. It tells whoever picks it up who it is from, who it is for and how many pages to expect. In offices where one machine serves many people, it is what gets your fax to the right desk. This send-a-fax.com guide explains what belongs on a cover page, when you can skip it, and how to set up a reusable one so you are not retyping it every time.
Get Started NowWhat to put on a cover page
Keep sensitive details, such as a medical diagnosis or a full account number, off the cover page. It is the page most likely to be seen by someone other than the intended reader.
- Date.
- To: the recipient's name, department and fax number.
- From: your name, company, phone number and fax number, so they can reach you if a page is missing.
- Number of pages, including the cover page.
- Subject or reference: a claim, case, order or account number the recipient uses to file it.
- A short message, such as 'Signed lease attached, please confirm receipt.'
- A confidentiality notice if the fax contains private information.
When you need one, and when you don't
Use a cover page when the fax goes to a shared machine, a large organization, a government office or a court, or when the contents are confidential. Many insurers, hospitals and agencies ask for one.
You can often skip it for a quick reply to someone who is expecting your fax at their own number, or when the first page of your document already shows who it is from and who it is for. Remember that a cover page is a page, so it counts toward your monthly page allowance.
Adding a cover page to your fax
FaxToFax.com, the service send-a-fax.com recommends, builds cover pages into the send screen, with your logo and reusable templates.
- Sign in in your browser with your email and the one-time code.
- Start a new fax and attach your PDF, PNG or JPG, or compose the document in the editor on your letterhead.
- Add a cover page: choose a saved template, or fill in a new one.
- Add your logo so the cover page matches your letterhead.
- Fill in the recipient, subject and message, and check the page count.
- Enter the fax number, check it when it is confirmed before sending, and send.
Set up templates for repeat faxes
If you fax the same kinds of documents often, create a template for each. A dental office might keep one for insurance claims, one for referrals and one for records requests, each with the right confidentiality wording. A property manager might keep one for lease paperwork and one for maintenance invoices.
Templates keep wording consistent across your team, which matters most for confidentiality notices. Review them once a year, and update them when your phone number, address or logo changes. An out-of-date callback number on a cover page is a common reason a recipient cannot reach you about a missing or unreadable page.
Common cover page mistakes
- Wrong page count. If you add a page at the last minute, update the total so the recipient knows nothing is missing.
- Too much detail. A cover page that repeats the whole message, or lists private information, defeats its purpose.
- No reference number. Large offices file by claim, case or order number, so put it near the top.
- Light grey text or busy backgrounds. These can turn into an unreadable smudge on the receiving machine, so keep it to dark text on white.
How to Send a Fax with a Cover Page: questions
Does the cover page count as a page?
Yes. It is sent like any other page, so it counts toward your monthly allowance.
What should a confidentiality notice say?
Something short, stating that the fax is intended only for the named recipient and asking anyone who receives it by mistake to notify the sender and destroy it. If you work in a regulated field, use the wording your compliance policy specifies.
Can I use my own logo?
Yes. Cover pages can include your logo, and you can save them as reusable templates.
Can I write the whole fax on the cover page?
For a short message, compose it in the editor on your letterhead and send it as the fax itself. Use the cover page for routing details.
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