Fax Letter Examples – How to Format a Fax Letter Examples

| April 23, 2012 | 0 Comments

You’ll notice that our fax letter examples differ slightly in format from a business letter that is sent by mail. Fax letters are an alternative to emails or snail mail letters, and are used by many businesses in their daily correspondence. A fax is as fast and easy as making a phone call with the added benefit that the recipient has time to read and digest the information before responding. Additionally, fax letters are faster delivered than traditionally mailed letters, and avoid the danger of an email ending up in someone’s spam folder. They are written a bit differently than a standard business letter, but you can easily master them by using one of our fax letter examples.

Follow the format of our Fax Letter Examples

Fax letters are favored by businesses because of their directness and brevity. They are short and to the point, expressing only what is important between the sender and the recipient. They are a quick way to confirm the receipt of documents or orders, even to confirm appointments or set up meetings. It is best to use stationery with your company letterhead containing your businesses name and contact information to give your fax a professional appearance. If you don’t have official stationery, simply type the information and center it on the page so it looks like this:

Major Marketing Company
47 Main St
Hoboken, NJ 07030
Tel: 202-444-9763
Email: emails@prontoprinting.com

Following your header will be the date and information regarding the sender. It is very simply done by listing the date, who the Fax is from and who it is intended for as such:

DATE: July 17, 2011

TO: Mr. Fred Samuels, Pronto Printing Ltd.

FROM: Barry Williams, CEO Major Marketing Company

Notice that the words DATE, TO and FROM are typed in capital letters. This is the standard format for all fax letters, and is already typed for you in our Fax letter examples. You simply have to replace our data with your own.

The next step is to include the fax number to which you are sending the fax. This way if you accidently dial the wrong number, the recipient can advise you and return the fax. It is done like so:

RECIPIENT’S FAX NUMBER: 414-555-7799

The next section of your fax letter will let the recipient know what the letter is about, and how many pages it contains. This is done so that the recipient will know if any pages are missing.

RE: Printing of Brochures

NUMBER OF PAGES: 1

Finally you can begin your letter. In this one of our fax letter examples, a marketing executive is requesting a price list from a printing company. The body is written as a standard business letter is, and thus the completed Fax letter will look like this:

Major Marketing Company
47 Main St
Hoboken, NJ 07030
Tel: 202-444-9763
Email: emails@prontoprinting.com

DATE: July 17, 2011

TO: Mr. Fred Samuels, Pronto Printing Ltd.

FROM: Barry Williams, CEO Major Marketing Company

RECIPIENT’S FAX NUMBER: 414-555-7799

RE: Printing of Brochures

NUMBER OF PAGES: 1

Dear Mr. Samuels,

Our company is interested in using your service to have our annual reports printed. The report is 73 pages long, and would be printed on 12 point full gloss cover stock. We will also be requiring the printing of over 10,000 standard sixed full color posters (27” x 41”) for one of our clients.

Could you please provide me with an estimate for the above projects, as well as a price list for your complete range of printing services. We have ongoing printing needs and as you have been highly recommend by Aardvark Advertising, we are very interested in using your services. Please send the information at your earliest convenience.

If you require any further information to assist you with making an accurate quote, please don’t hesitate to contact me on 202-444-9763 ext. 49, or Fax to this number. Thank you for you assistance.

Kind Regards,

Barry Williams

If you’re ready to begin sending your Fax you can Download This One of Our Fax Letter Examples and edit it to include your personal information.

Tips and Useful Sentences you Can Use with our Fax Letter Examples:

  • Always remember to include the number of pages that are being sent in your fax letter.
  • Make sure you include the recipients Fax number in case of misdialed numbers.
  • Include a section for specific notes beneath the NUMBER OF PAGES section if there are specific instructions or any immediate related information you want to bring to the recipients attention.

Category: Fax Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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