Fax cover letter format
The fax cover letter format should be a carefully thought out first attempt at getting the employer's attention. The fax medium permits less than perfect confidentiality upon receipt or arrival at a company office; thus it is extremely important to convey the contents of the fax including cover letter, following resume or any other attachments with minimum handling of the documents by those other than the fax addressee.
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The number of faxed pages should be evident to anyone handling the printed fax.
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Verify the fax number and detail the addressee contact data in the proper box. Note if the addressee's phone number is in the same area code as the office number, there may be a transcription error.
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Fax machines are often staffed by clerical personnel who must assemble the entire body of the fax transmission and send it to the recipient's office or desk. Make sure any indicated job title, city name, branch office information and advertisement reference is within the memo of the cover letter to assist this person in handling the fax and its attachments.
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Make sure the lines and resolution of the fax cover sheet are complete when printing and do not fade or obscure the contact detail when the fax is going through.
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Try to leave out unnecessarily sensitive data in the cover sheet. Reference the memo to what the fax is concerning and write a note that final figures or deal terms will come via email. Make sure anything marked confidential or privileged is marked as such in clearly legible writing.
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Make sure there is an area on the top sheet of the fax cover letter that asks that anyone receiving the fax in error communicate this back to the sender, and make sure contact data for that person is available.
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Make sure the job reference and any code numbers or reference information is listed in the memo field. If there is a question about the pertinent contact name, send two versions of the fax, one to a general "To Whom it May Concern" and another more specific title such as 'Human Resources".
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Abbreviate communication to the cleanest and most elegant style possible. A broader number of people will be handling and reading the fax communication than normal mail or email. Don't allow the temptation to pass on a quick joke or speak in slang to compromise what is meant to be a conventional official communication. The overall impression from a wide variety of readers should be the same.
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Proofread resume text, fax cover letter text and other enclosures to make sure of the accuracy of dates, names of employers, job skills or education background. Resumes and cover letters can contain errors, grammatical or typographical that the authors miss reading the initial time.
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Try not to use flashy stationery or tricky fonts as they will reproduce badly through the fax transmission and important details will become unclear upon printing out at the other end.
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Make sure your use of confidential references, personal references, and examples of your work does not contain any compromising identity detail or confidential company information.
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