What to Put on a Fax Cover Sheet (Checklist and Sample Notice)
A good cover sheet tells the recipient who the fax is from, who it is for and what to do if it arrives in error. Use this checklist and sample confidentiality notice.
The cover sheet is the first page the recipient sees. In a busy records department or law office, it is what routes your fax to the right person. It also plays a protective role: a clear confidentiality notice tells anyone who receives a fax by mistake what they should do. Here is what to include.
Cover sheet checklist
- Your organization's name and logo, ideally on your letterhead.
- Sender name, phone number and fax number for replies.
- Recipient name and organization, plus department if relevant.
- Recipient fax number, so a misdirected fax can be identified.
- Date of transmission.
- Number of pages, including or excluding the cover (say which).
- Subject or reference, such as a matter number, claim number or request ID.
- A short message explaining what is enclosed and any action needed.
- Status marks such as Urgent, For review, Please reply or Confidential.
- A confidentiality notice with instructions for misdirected faxes.
What not to put on the cover sheet
The cover page is the most visible page of the fax, and it may be seen by anyone near a receiving machine. Keep sensitive details off it:
- Do not include diagnoses, account numbers or Social Security numbers in the message.
- Use a reference number rather than a full description of a case.
- Keep the note short. Put details in the enclosed documents.
Sample confidentiality notice
Adapt this general wording to your organization and have it reviewed against your policies:
CONFIDENTIALITY NOTICE: The documents accompanying this fax contain confidential information that may be legally privileged or protected by law. This information is intended only for the use of the recipient named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or action taken in reliance on the contents of these documents is strictly prohibited. If you have received this fax in error, please notify the sender immediately by telephone and destroy the documents.
Healthcare organizations sometimes add a line noting that the information may include protected health information. Law firms often mention attorney-client privilege. See faxing legal documents securely for a legal-specific example.
Creating cover pages in FaxToFax
FaxToFax builds your cover page for you, so you do not need a separate template document:
- Upload your logo and set your letterhead details once in settings.
- Under More options, turn on the cover page and choose a template.
- Recipient name and number are filled in from what you entered, and FaxToFax shows each number back to you, with its flag, before anything is sent.
- Add a subject and short message.
- Apply marks: Urgent, For review, Please reply or Confidential.
- Preview the cover page before sending.
Cover pages for multiple recipients
When you send one fax to many recipients, the cover page lists everyone on the distribution, so keep the message general and appropriate for every recipient. More in how to send one fax to multiple recipients.
Does a cover sheet guarantee confidentiality?
No. A confidentiality notice is a courtesy and a statement of expectations, not a technical control. The best protection is sending to the right number in the first place, and limiting what you send to what is needed. That is why FaxToFax shows each number back to you, with its flag, before anything is sent, and lets you save contacts.
It also helps to review your cover template once a year. Phone numbers change, staff move on and notice wording may need updating as your policies evolve. A quick check keeps every fax you send accurate and professional.
Related reading
Learn how to send a fax online from your computer, or get started and set up your letterhead today.
