Writing fax covers
For a helpful tool to use when writing a fax, see
Checklist: Writing emails and faxes.
If you want to send legal documents or letters by facsimile (fax), you will generally need to include a fax cover sheet. A fax cover sheet is a page that comes before the first page of the letter or document you are sending and includes information such as:
- the name of the company the fax is being sent to (if relevant)
- the name of the person in the company that the document or letter is being sent to
- the fax number of the company or person the document is being sent to
- your name
- your company's name (if relevant)
- your telephone number, fax number, email address and other contact details
- the word "URGENT" if the fax is urgent
- a brief description of the letter or document being sent, including how many pages the fax is (including the cover sheet)
- a statement in words to the effect that the fax is confidential and for the intended recipient only
- your signature.
It is a good idea to check with the person or organisation you are sending the fax to whether it will be received in a confidential area. If the fax is a shared machine in an open area and you want to send private documents, you may want to send a letter or email instead of a fax.
There are many templates for fax cover sheets available on word processing software, such as Word, which allow you to fill in the relevant details.
A fax cover sheet could look like this:
|To ||XYZ Law Firm |
|Attn ||John Spoon |
|Fax ||02 9000 1111 |
|From ||Gloria Yan |
|Contact number ||0599 062 789 |
|Return fax ||02 9001 9999 |
|Date ||Tuesday, 11 October 2011 |
|Pages ||4 |
|Re ||Gloria Yan v Paddy Smith, Car accident claim|
Local Court of NSW, Case number 2011/010101
This fax is confidential. If you are not the intended recipient, please notify me immediately.
Please do not copy it, use it for any purpose or disclose its content to any other person.
Please find enclosed a copy of my Defence filed at the District Court on 10 October 2011.