Sending a fax

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Use fax to send a letter when:

  • You need to send a document overseas
  • Someone is difficult to get a response from on phone or email
  • Speed is important
  • Appearance of the document is not as important as the content

Sending a fax is little different than writing a letter other than it should be more to the point and contain little emmotion.

Suggestions for sending a professional fax

  1. Don’t hand write letters. Type and print them or use a fax over internet service such as or
  2. Never send confidential information such as social security numbers or credit card information over fax, it may lay on top the machine for a long time.
  3. Use a slightly larger font than normal, data loss may cause a loss in quality – choose a 12 point font for best results.
  4. Don’t use gaudy letterhead or oversized images, your recipient will not appreciate you wasting all of their ink for bad looking results!
  5. To avoid lost faxed letters, be sure to use a cover sheet with the recipient’s name if you are faxing to an office where several people share one machine.

Emotion in faxed letters:

There is none!  As a general guideline, do not fax thank you notes, apologies, or anything that you wish to come across as sincere or dear to the heart.

Pointers for sending a fax:

  1. Keep faxes relatively brief, remember everything has to be printed on the other end expending ink and paper.
  2. Important graphics may come across distorted, keep this in mind when faxing blueprints or technical drawings to scale.
  3. If a document is important, mail the hard copy to the recipient after you send the fax so that they may have the original.
  4. You may want to photocopy faxed letters that have been printed from a fax machine, thermal paper does not scan well and will create a fuzzy image on the other size.
  5. Be sure to pay attention to which direction paper should be fed into the machine, sending a blank or all black page to someone can look incompetent.

Whenever possible, take advantage of email and internet fax software – make using the facsimile machine a last resort! It is extremely cheap to send a fax online.