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Faxes Sending faxes: guideline

Slide 2:

A fax is an original document copied and transmitted over telephone or computer lines . Faxes are particularly helpful either when you have only hard copy to send or when you want to send an original signed letter, contract , blueprint, artwork , other document that you can not send via an e-mail transmission. Faxes demonstrate exactly what original documents look like and allow recipients to obtain a hard copy quickly.

Fax: Cover Page :

Fax: Cover Page It should include the following information: 1. The name of the sender and his/her fax and phone numbers. The phone number enables the recipient to report an incomplete transmittal. 2. The name of the recipient and his/her fax and phone number. They ensure delivery of the message. 3. The total number of pages being faxed, including the cover page itself. 4. A brief explanatory note that lets the recipient know what the fax is, what its purpose is, and how and when to respond to it.

Sending a Document :

Sending a Document Follow these four guidelines to fax a clear and complete document: 1. Make sure the original documents you send are clear. An unclear faxed document will be difficult for the recipient to read. For example, penciled comments may be too faint to fax clearly. 2. Avoid writing on the top, bottom, or edges of the documents to be faxed. Such notes may be cut off or blurred during transmittal. 3. Do not send overly long faxes. Be careful about sending anything longer than 3 or 4 pages because you will occupy both your own and the recipient’s fax machines. 4. Respect the recipient’s confidentiality. Faxes may be picked up by other employees in your office, don’t assume your message will be confidential, unless the recipient has a private fax machine.

Practical Part:

Practical Part Send a fax to a company or an organization requesting information about the products or services it offers. Include an appropriate cover sheet.