Fax Cover Sheet: Free Template and How to Fill It Out

To		From
Company		Company
Fax		Fax
Phone		Phone
Re		Pages

What is a fax cover sheet?

A fax cover sheet, also called a facsimile cover sheet, fax cover page or fax cover letter, is the page you send first, on top of your documents. It tells whoever picks up the pages who they are for, who sent them, and how many pages should have arrived.

That matters because fax machines in offices are usually shared. Without a cover sheet, your pages can sit in a tray or end up on the wrong desk. A cover sheet also gives the recipient a phone number to call if pages are missing or unreadable.

Looking for a cover letter for a job application instead? See our guide on how to start a cover letter.

What goes on a fax cover sheet? Every field explained

The free fax cover sheet template in the generator above includes each of these fields. Here is what to put in each one.

Field	What to write	Example
Date	The day you send the fax	October 8, 2026
To	The person who should receive it	Renee Walsh
Company or department	Organization and department, so it reaches the right desk	Lakeside Family Medicine, Records
Recipient fax	Their fax number, with area code	(312) 555-0118
Recipient phone	Their phone number, in case the fax fails	(312) 555-0119
From	Your full name	Jordan Lee
Your company	Your organization, if any	Brightside Dental
Your fax	Your fax number, for replies	(614) 555-0131
Your phone	The best number to reach you	(614) 555-0130
Number of pages	Total pages, including the cover sheet	4 (including cover)
Subject or Re	A short label for what is attached	Records request, ref. 4471
Status boxes	Urgent, For review, Please comment, Please reply	For review, Please reply
Message	One to three sentences on what you sent and what you need	See example below
Confidentiality notice	A standard statement for sensitive documents	See sample text below

How to fill out a fax cover sheet

Confirm the recipient’s fax number. Call or check a recent email signature if you have not faxed this person before.
Fill in the To and From sections. Include names, companies, fax numbers and phone numbers for both sides.
Count your pages. Add one for the cover sheet itself, and write “including cover” so there is no confusion.
Write a clear subject line. Use a reference number or short label, not sensitive details.
Add a short message. Say what is attached and what you want the recipient to do.
Add a confidentiality notice if the pages contain personal, medical, legal or financial information.
Print it or save it as a PDF, then place it first in the stack or upload it first in your online fax service.

Fax cover sheet example (filled in)

Here is a completed fax cover page using fictional details.

FAX

Date: October 8, 2026
To: Renee Walsh, Records Department, Lakeside Family Medicine
Fax: (312) 555-0118
Phone: (312) 555-0119

From: Jordan Lee, Office Manager, Brightside Dental
Fax: (614) 555-0131
Phone: (614) 555-0130

Pages: 4 (including cover)
Re: Records request, ref. 4471
Status: For review, Please reply

Message: Attached is a signed records release form for the patient in reference 4471. Please fax the requested X-rays and treatment notes to (614) 555-0131. Call me at (614) 555-0130 if any pages are missing.

Confidentiality notice: See the medical office sample below.

Notice what the example leaves out: the patient’s name, date of birth and diagnosis. Those belong on the attached pages, not on the cover sheet that anyone near the machine can read.

Confidentiality notice for a fax cover sheet (sample text)

A confidential fax cover sheet adds a short statement at the bottom. You can adapt these samples. They are general examples, not legal advice, so ask your compliance officer or attorney what wording your organization requires.

General business confidentiality notice:

CONFIDENTIALITY NOTICE: The pages accompanying this fax contain confidential information intended only for the person or organization named above. If you are not the intended recipient, any review, copying, distribution or use of this information is prohibited. If you received this fax in error, please call the sender at the number above and destroy all pages.

Medical office confidentiality notice:

CONFIDENTIALITY NOTICE: This fax may contain protected health information that is confidential. It is intended only for the recipient named above. If you are not the intended recipient, do not read, copy or share this information. Please notify the sender by phone right away and destroy all pages.

What does HIPAA say about faxing?

The U.S. Department of Health and Human Services (HHS) says the HIPAA Privacy Rule allows health care providers to share patient information for treatment purposes by fax, as long as they use reasonable safeguards. HHS gives examples such as confirming the fax number with the intended recipient before sending to a number you do not use regularly, and pre-programming frequently used numbers into the fax machine to avoid misdialing.

HHS also says covered entities need reasonable administrative, technical and physical safeguards for information sent by fax, such as keeping the fax machine in a secure location. A confidentiality notice on your cover sheet is a helpful extra step, but it does not replace those safeguards.

When do you still need to send a fax?

Email has replaced fax in many offices, but some industries and agencies still rely on it.

Health care. Providers send records, referrals and test results by fax. HHS uses examples like a lab faxing test results to a physician and a hospital faxing care instructions to a nursing home.
Government forms. The IRS, for example, accepts Form SS-4 (the application for an employer identification number) by fax through its Fax-TIN program. The IRS says you can generally receive your EIN by fax within 4 business days if you include your own fax number on the form.
Legal and real estate. Some law offices, title companies and courts still accept signed documents by fax. Check the specific office’s or court’s rules before relying on it.
Insurance, HR and housing. Insurers, employers and property managers sometimes ask for signed forms by fax when they do not accept email attachments.

How to send a fax online

You do not need a fax machine to send a fax. An online fax service lets you send from a browser or phone app.

Scan your documents as a PDF. A phone scanning app or a printer’s scan function works.
Fill in the generator above and save the cover sheet as a PDF.
Open your online fax service and start a new fax.
Upload the cover sheet first, then your documents, or use the service’s built-in cover page.
Enter the recipient’s full fax number, including area code.
Send it and save the confirmation. The confirmation usually shows the date, time and number of pages delivered.

Other options include an all-in-one printer with fax connected to a phone line, or the fax service at a shipping store, office supply store or some public libraries, often for a per-page fee. If you handle health information at work, ask your compliance officer which fax method your office has approved.

Fax cover sheet mistakes to avoid

Leaving out the page count. The recipient cannot tell if the fax is complete.
Putting sensitive details on the cover sheet. Keep Social Security numbers, diagnoses and account numbers on the attached pages.
Forgetting your phone number. If the fax fails, the recipient needs a way to reach you.
Sending to an unconfirmed number. One wrong digit can send private documents to a stranger.
Using light ink or highlighter. Faxes transmit in lower quality than the original, so faint text and highlighted lines can become hard to read.

For more free templates, browse our letters and templates hub or the full list of JobQuix tools.

Frequently asked questions

Is a fax cover sheet required?

There is no general rule that every fax needs one, but many offices expect it because fax machines are often shared. A cover sheet tells staff who the pages are for and how many to expect. For medical, legal or financial documents, include one with a confidentiality notice.

Does the fax cover sheet count as a page?

Yes. Most senders include the cover sheet in the total page count and write "including cover" next to the number. That way the recipient can tell right away if a page is missing.

Can I handwrite a fax cover sheet?

Yes, as long as your writing is dark and easy to read. Print in block letters with a black pen, since pencil and light-colored ink may not come through clearly on the other end.

What is the difference between a fax cover sheet and a fax cover letter?

They are usually the same thing. Some people say fax cover letter when the message is longer and written like a short business letter, but the purpose is identical: to tell the recipient what is attached and who sent it.