Fax may feel outdated, but it is still a required submission method in several industries. Legal offices, medical practices, government agencies, and some financial institutions continue to accept or even prefer faxed documents for job applications, client communications, and compliance paperwork. If you are asked to fax a cover letter, the format and expectations are different from what you would send by email or upload through an online portal.
This guide covers the specific format of a fax cover letter, how to write the message section, and tips for making sure your faxed application arrives looking professional. For general cover letter guidance, see our walkthrough on how to write a cover letter.
Fax Cover Letter Format
A fax cover letter serves a dual purpose: it acts as a routing sheet so the document reaches the right person, and it functions as your professional introduction. Every fax cover letter should include the following fields at the top of the page:
- To: The recipient's full name and title
- From: Your full name
- Company/Organization: The recipient's company name
- Fax Number: The recipient's fax number
- Phone: Your phone number for follow-up
- Date: The date you are sending the fax
- Number of Pages: Total pages including the cover sheet
- Subject/Re: The position you are applying for or the purpose of the fax
These fields should be clearly labeled and easy to scan. Use a simple layout with each field on its own line or in a two-column grid. Do not use decorative borders, logos, or heavy formatting that may not transmit cleanly through fax.
Below the header fields, include a horizontal line or clear visual break, followed by the message section.
How to Write the Message Section
The message section of a fax cover letter is shorter than a standard cover letter but still needs to accomplish two things: identify the purpose of the fax and make a professional first impression.
Keep it to three or four paragraphs. The first paragraph should state what you are sending and why. The second paragraph should briefly highlight your most relevant qualification. If you are including a full cover letter and resume as additional pages, the message section can be even shorter since the detailed pitch lives in the attached documents.
Be direct about what is included. A fax does not have the visual preview that email attachments provide. The recipient needs to know exactly what they are holding. State the total number of pages and list the enclosed documents: "Attached please find my cover letter and resume for the Legal Assistant position, totaling four pages including this cover sheet."
Include a confidentiality notice if the documents contain sensitive information. Many fax cover sheets include a standard line such as "This fax is intended only for the named recipient. If you have received this fax in error, please notify the sender immediately." This is especially common in legal and medical contexts.
For guidance on cover letter format standards that apply to the attached letter itself, our format guide covers margins, fonts, and section structure.
Fax Cover Letter Example
Below is a complete fax cover letter that includes the header fields and a professional message section. Adjust the details to match your own application.
Fax cover letter example — legal assistant application
Includes standard fax header fields followed by a brief professional message.
Subject: Application for Legal Assistant Position — Case No. 2024-0847
Tips for Faxing Job Applications
Fax introduces physical and technical variables that email and online submissions do not. Keep these points in mind:
- Use a clean, simple font. Fax machines reduce image quality. Sans-serif fonts like Arial or Calibri at 11 or 12 points transmit more legibly than serif fonts with fine details. Avoid anything smaller than 10 points.
- Set wide margins. Fax machines sometimes crop edges. Use at least one-inch margins on all sides to ensure no content is cut off during transmission.
- Print a test page first. Before sending, print your cover letter and review it for formatting issues. What looks fine on screen may lose alignment or clarity when printed and then faxed.
- Confirm the fax number. A misdirected fax means your application lands on the wrong desk or disappears entirely. Double-check the number against the job posting or call the office to verify.
- Follow up by phone or email. Fax transmissions can fail silently. Send the fax during business hours when possible, and follow up with a brief phone call or email to confirm receipt. Something like "I faxed my application materials this morning and wanted to confirm they arrived" is sufficient.
- Keep a confirmation page. Most fax machines and online fax services generate a transmission confirmation. Save it as proof that your documents were sent successfully and on time.
FAQ
Is a fax cover letter the same as a regular cover letter?
No. A fax cover letter combines a routing sheet with a brief professional message. It includes fields like the recipient's fax number, the sender's phone number, and the total page count that a standard cover letter does not contain. If you are attaching a full cover letter as a separate page, the fax cover sheet can be shorter and more functional. If the fax cover sheet is your only letter, it needs to carry more of the persuasive weight. Visit our cover letter templates page for full letter structures you can attach.
Do employers still accept faxed applications?
Yes, in certain industries. Legal firms, medical offices, government agencies, and some financial institutions still use fax as a primary or backup method for receiving documents. If a job posting lists a fax number as a submission option, it is acceptable to use it. When both email and fax are listed, email is generally faster and more reliable, but fax is not a negative signal.
How many pages should a fax cover letter be?
The fax cover sheet itself should be one page. If you are attaching a separate cover letter and resume, the total fax will typically be three to four pages. Always state the total page count on the cover sheet so the recipient knows whether the full transmission was received.
Should I also email my application if I fax it?
If the posting only lists fax as the submission method, fax is sufficient. If the posting offers both fax and email, sending by both methods is generally acceptable as long as you note in the email that you also faxed the materials. This ensures your application arrives regardless of any transmission issues on either end.