Sample fax cover sheets (filled out)

An accountant faxes a signed lease renewal back to a property manager.

• The subject, "Signed lease renewal for unit 4B", says exactly what's inside, so the right person picks it up.
• The page count of 4 is three pages of documents plus the cover sheet.
• For review and Please reply are ticked, so they know an answer is expected.
• The comments say what's attached and ask them to countersign page 3 and fax it back. They also give a phone number to call if a page is missing.

An applicant faxes a resume and cover letter to a hiring manager.

• The position and job ID sit at the top, copied from the job posting, so the pages reach the right opening.
• Resume and Cover letter are ticked under Attached, so a missing page is easy to spot.
• The From box has an email address and a phone number, because the reply will probably come by email or a call, not by fax.

A nurse at one practice asks another practice for a patient's records.

• To find the patient, it gives only the name, date of birth and record number. No diagnosis or test results go on the cover sheet.
• Records request is ticked as the request type.
• The comments say which records, for what period, and that the signed release is page 2.
• A confidentiality notice is printed at the bottom. The medical cover sheet page covers what HHS says about faxing health information.

A homeowner faxes a repair estimate and receipts for a water damage claim.

• The policy number, claim number and date of loss are at the top, where the claims department looks first.
• The subject names the documents and the claim type.
• The comments list what's attached and ask them to add it to the claim.

A buyer's agent faxes a signed offer and a pre-approval letter to the listing agent.

• The property address and MLS number have their own box, so the offer is matched to the right listing.
• Offer is ticked under Documents.
• The comments say the offer is open until Monday at 6 pm.

A tax preparer faxes a response to an IRS CP2000 notice for a client.

• The notice number and the IRS unit are copied from the letter, so the reply joins the right case.
• The form number and tax year go in the tax box.
• There's no Social Security number or EIN anywhere on the cover sheet, and the tax design reminds you to leave them off. The IRS cover sheet page explains why.

A parent faxes a doctor's note to the school attendance office.

• The student's name, ID and grade go in the student box.
• The subject gives the date of the absence.
• Relation says Parent in the From box, so the office knows who is writing.

A lawyer faxes a proposed stipulation to opposing counsel.

• The client and matter number help the other firm file it correctly.
• The Re line names the document, a proposed stipulation for an extension of time.
• A privileged and confidential notice is printed at the top and bottom. Wording you can adapt is on the confidential cover sheet page.

A supplier faxes a corrected invoice that needs approval before month-end.

• URGENT is in large type, with a "Please respond by" time of November 3 at 5:00 pm.
• The comments say what went wrong (the wrong unit number) and what to do (confirm by Friday).