Faxing a Cover Letter: Benefits, Template, and Example

By Indeed Editorial Team

Published June 17, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Cover letters are an essential part of the job application process. Some companies prefer faxed paper copies when receiving professional documents. Knowing how to fax a cover letter correctly can help you get your application in front of the right person. In this article, we cover what a fax cover letter is, when faxing a cover is important, what the benefits of faxing a cover letter are, and what it can include.

When is faxing a cover letter important?

Faxing a cover letter is important when applying to companies that still require paper copies of professional documents. Although many companies now prefer online applications, some may still request that job seekers fax their cover letter and resume. If a job posting tells you how to apply for a position, try to follow these guidelines. If a company requires a paper copy of your resume and cover letter, sending them by fax can be quicker than mailing them. A strong fax cover letter can make a good impression and help you get your application in front of the right person.

Related: How to Choose a Cover Letter Font in 5 Steps (With Tips)

Benefits of using a fax cover letter

There are many benefits to using a fax cover letter. When you include a clear cover letter before your documents, you can:

  • Reach the recipient: Fax numbers may be specific to an individual or a department, so you can be confident your documents reach the right person. For example, if you're applying for a job, you can send your resume and cover letter directly to the human resources department.

  • Get confirmation of receipt: When you fax documents, you usually get a confirmation page showing when you sent the fax and when your recipient received it. This can be helpful if you follow up on your application later.

  • Send large files: Fax machines can send documents quickly, even if they are large files. This can be helpful if you're sending a lot of information at once.

  • Make it easier for your contact to respond to you: Your recipient may want to contact you with further questions or next steps. A fax cover letter can help them by showing all your contact information.

Related: How to Write a Cold Call Cover Letter (With Tips and Sample)

What do you include in a fax cover letter?

A faxed cover letter may include the following sections:

Contact information

You can include your name, title, company name, address, phone number, and email address. This helps the recipient identify who is sending the fax and how they can reach you. For example, when applying for a new position, you can make it easier for a hiring manager to contact you for an interview by having your information organized on the fax cover sheet.

Recipient's name

If you're sending a document to one person, you can address them by their name if you know it. When sending a fax to a company or a group of people, you could use a general greeting, such as “To Whom It May Concern.” When applying for a job, you can research the company or check the job posting to see if they list the hiring manager's name. Otherwise, use a general title such as “Dear Hiring Manager.”

Date and number of pages

After your contact information, you can list the date and the number of pages you're sending. This helps your recipient know what to expect when they read the fax and can help them stay organized. It also helps if your fax gets mixed up and your recipient needs to reorder the pages.

Confidentiality statement

If your document contains confidential information, you can include a statement at the top of your fax cover letter asking the recipient to keep the information safe. For example, you might write, “The contents of this fax are confidential and for the use of the intended recipient only.” You can also include instructions on what to do if you send the fax to the wrong person.

Fax contents

Try to let the recipient know what they may find in your fax in a few sentences. Your recipient is more likely to read a fax once they know what it contains. If you're sending multiple documents, such as your resume and a cover letter, you can use this section to list all the included documents in the order you're sending them.

Fax purpose

You can use this section to let your recipient know why you're sending them the fax. For example, if you are looking for a job, you might write that you are sending your resume and cover letter in response to a job posting. You can also use this section to list any enclosures or attachments.

Relevant notes

You can also include any relevant notes in your cover letter. For example, let the recipient know you may follow up with a phone call or email. You can also include instructions on how you would like the recipient to respond to your fax. This section is helpful when sending company documents that need reviewing, but you can usually leave this section out when sending a resume. The standard fax notes include:

  • for review

  • please sign and return

  • action required

  • enclosed

Tips for sending a cover letter by fax

Here are some suggestions for sending a cover letter by fax:

Write professionally and clearly

When sending a fax, it's important to use a professional and formal tone. Use a polite greeting, such as Dear Mr. Smith and avoid abbreviations or slang. Keep your sentences short, using clear language that's easily understandable. Fax cover sheets are more formal than other types of communication, such as email. If you're applying for a job, you can show more of your professional personality in the other documents.

Use a template

When faxing documents frequently, you can save time by using a fax cover letter template. This helps ensure you don't forget any important information, such as your contact information or the number of pages you're sending. You can find fax cover letter templates online or in word processing programs.

Keep it short

Try to keep the fax cover sheet as brief as possible while including any relevant information. For example, when applying for a position, you can speak more about your qualifications in your job cover letter and resume that appear after the fax cover sheet. It's important to give your recipient enough information to understand what they're about to read, but you don't want to go into too much detail.

Proofread before sending

Check it for grammar and spelling mistakes before sending it, whether by fax or email. Use a spell check or ask a friend to proofread your fax cover letter before sending it. An error-free letter can help you appear professional and detail-oriented.

Thank the recipient

If you're sending a resume or other document in response to a job listing, thank the recipient for their time in considering you for the position. A simple Thank you is quite helpful in establishing rapport and appearing professional. You can also use this opportunity to reiterate your interest in the position or company.

Mention the purpose of the fax

Although the recipient might see what type of document you're sending, it's a good idea to mention the purpose of your fax in your cover letter. This is especially important if you're sending multiple documents or if the document is time sensitive. If there are any special instructions, for example, “Please sign and return by Friday,” be sure to mention them in your cover letter.

Related: How Long Should a Cover Letter Be?

Faxing a cover letter template

Here's a template you can use for your cover letter by fax:

[Your name]

[Your phone number]

[Your email or website]

TO: [Recipient's name]

[Company name]

[Recipient's fax number]

FROM: [Your name]

[Your fax number]

DATE: [Date]

PAGES: [Number of pages] (including cover sheet)

REGARDING

[In a sentence or two, you can describe the contents of your fax here. If you're sending multiple documents in one fax, list each one.]

[In the second paragraph, you can briefly describe the purpose of your fax. For example, if you're sending a resume in response to a job listing, you might say that you're eager to be considered for the position and list your qualifications. You can end this section by saying, I look forward to hearing from you.]

[At the bottom of the document, you can mark if your fax is urgent or needs a reply.]

URGENT

FOR REVIEW

PLEASE COMMENT

PLEASE REPLY

Fax cover letter example

If you are faxing a resume and cover letter for a job opening, your fax cover sheet might look something like this:

Sarah Danes 123 Dundas Street

Toronto, Ontario M4Y 2K1

123-456-7890

cdanes0@email.com

TO: Tom Hanson

RetailLot

987-654-3210

FROM: Sarah Danes

123-456-7891

DATE: April 1, 2022

Pages: 3 (Including cover sheet)

REGARDING

The following fax contains my resume and cover letter for the associate sales position at RetailLot.

I am sending these documents in response to the job listing I saw posted on Indeed. I have five years of experience in sales, and I am confident that I would be a valuable asset to your team. The following documents show my qualifications and the skills I could bring to RetailLot. Thank you for your consideration. I look forward to hearing from you.

URGENT

X-FOR REVIEW

PLEASE COMMENT

PLEASE REPLY

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