Fax machines might seem like memories of a bygone era, but they’re still widely used today—particularly for security reasons.
Email can be hacked, leaked, and manipulated, while fax is a secure way to send confidential information—as long as you’re formatting it correctly so it doesn’t end up with the wrong person.
And that starts with fax headers.
Fax headers are an essential part of any fax transmission. They include vital information you need to identify the sender and the receiver, ensuring the document is successfully delivered to its destination. Without a proper header, faxes can get lost and delayed—which can be incredibly frustrating and inconvenient for every party involved.
There are three parts of a fax header you can’t miss:
- Date and time
- Name of the sender
- Fax number of the sender
We’ll cover everything you need to know about fax headers, formatting, and fax cover sheets below.
The Only 3 Parts of a Fax Header
You can get as fancy as you want with a fax header, but if you’re just looking to make sure your fax gets through to its intended recipient, all you need are three elements.
1. Date and Time
The date and time on the fax header mark the moment the transmission begins. This allows the receiver to determine how long ago the fax was sent and when it should have been received.
In situations where there are any delays or errors, the date and time will show exactly when the fax was sent. This is about more than just covering your bases at an informal level; it can serve as evidence in case of legal or financial liability, too.
You may not know when someone sees your fax (even if your machine confirms receipt), but adding the date and time makes it crystal clear when the fax was sent.
Keep in mind some fax machines include the date and time each page of a fax was sent out, so if you send a fax with multiple pages, they might appear with slightly different times.
Similarly, make sure your fax machine is set to the right time zone, to avoid any confusion.
2. Name of the Sender
This is straightforward: nobody wants to receive messages without knowing who they’re from, whether it’s via test, email, or fax.
Make sure your fax header includes your full name (and/or company name) so the recipient knows who sent them the document. This also helps the recipient identify the fax as theirs if they’re using a shared fax machine and are expecting a transmission from you or your company.
Again, this is important from a legal standpoint as well, in case there are any issues with the fax transmission.
3. Fax Number of the Sender
Lastly, your fax header should include the sender’s fax number.
If you’re sending a fax from an office with multiple lines, it may also help to include an extension number so the receiver knows which line they should be looking at. This makes it easy if the recipient needs to send a fax back to you.
Can You Include More Info In a Fax Header?
You’re not limited to just a few elements in your fax header. While date, time, name, and number are the most essential elements, there may be scenarios when you want to include additional elements in your header.
If you do choose to include more information in your header, though, aim to still keep it simple. When you send a professional fax, you should also include a cover sheet with all the pertinent information on it. Keep the additional information you want to include on the cover sheet, and only add what you think is absolutely necessary to the header. (More on that below.)
That said, here are some elements you can choose to include in your header:
- A thank you note: You can always include a simple thank you line for your fax recipient—it shows you’re respectful and appreciative of their time. (Again, keep this very short. A quick “Thank you” is all you need on the header. Anything more should go on the cover sheet.)
- Your contact details: You can include a phone number and/or email address in your fax header so the recipient knows how to reach out for any additional details.
- Number of pages: If you’re sending a multi-page fax, including the total number of pages can help the recipient keep track of how many pages they should be receiving, and it can also help them keep the pages in order.
- Confidentiality statement: If you are working with confidential or sensitive information, you might want to consider including a confidentiality statement.
- Relevant notes: Quick messages like “URGENT” or “FOR REVIEW” can help the recipient understand the urgency or purpose of the document.
Again, most faxes do not include these elements in the header. Only include what you think is absolutely necessary on the header, and leave the rest for the fax cover sheet.
Fax Header vs. Fax Cover Sheet
A fax header and a fax cover sheet are two distinct elements of a fax.
The header is located at the top of each page and usually includes very basic information: date and time of the fax transmission, name of sender, and the sender’s fax number.
On the other hand, the cover sheet is an attachment to a fax—an add-on you can (and should) use to include more information with your communication.
A cover sheet is a standalone document, so it will give you more room to include information like:
- Your contact information
- The subject and scope of the faxed documents
- A quick message regarding the faxed documents
- Your company logo and information
- Recipient’s name and fax number
- Urgency level of the documents
- Confidentiality statement
Another notable difference between a cover sheet and a fax header is that the first will only be included once, while the latter repeats on each page.
The reason for this is simple: the header includes very basic information meant to help you and your recipient track your fax pages. The fax header unifies all the elements of a set of faxed documents so that all the sheets of the fax are automatically linked to one another.
The fax cover sheet, meanwhile, acts as an introduction to the set of faxed documents.
Think of your cover sheet like it’s a cover letter to your resume: it includes additional information the recipient could find useful, but it shouldn’t feel redundant. In other words, it shouldn’t include everything that’s in the enclosed fax itself.
Final Thoughts About Fax Headers
Fax headers can easily be overlooked, but they’re a simple way to add clarity and professionalism to your faxes. This is especially important when it comes to transmitting confidential information.
While more modern means of communication, like email, texting, and VoIP phone services, can be speedier, nothing beats the security of faxing.
Take the time to properly format your faxes to ensure they get to your intended recipient without any problems or confusion.