Faxing has been a reliable method of sending documents from one place to another for decades. In the digital age, despite the fact we have many other ways of communication, it is still an integral part of business communication. To send faxes properly, you need to have some basic knowledge of how they function, such as knowing how to create a fax header.
It is an important feature of a fax document that contains essential information about the sender, recipient, and the contents of the fax. In this article, we will discuss what a fax header is, its meaning, and an example of a fax header.
What Is a Fax Header?
A fax header provides all the essential details about the sender and recipient of the document. It should appear at the top of each page and contain such crucial information as both the sender’s and the recipient’s name, fax number, and phone number.
Apart from that, a fax header also includes the date and time the document was sent, the number of pages, and a brief description of what it includes.
The purpose of a fax header is to provide essential data about the document you are sending. This information is necessary for verification purposes and helps to make sure that the fax is sent to the right person.
Identifying the sender and the recipient clearly from the fax header makes it easier to keep track of communications, which can be essential for your business.
Fax Header Example
Here is an example of a typical fax header:
Name: Robert Watson
Fax Number: (123) 637-4703
Phone Number: (123) 637-4703
Name: Sarah Rogers
Fax Number: (555) 346-5698
Phone Number: (555) 346-5698
Date/Time: 16/05/2023 11:30 AM
Description: Contract Agreement
In this example, Robert Watson is the sender, and Sarah Rogers is the recipient. The fax was sent on May 16th, 2023, at 11:30 AM and contained four pages. The brief description of the fax content states that it is a contract agreement.
The sender’s name, fax number, and phone number are essential pieces of information that help to identify the sender of the fax. The same data about the recipient helps to make sure that the fax is sent to the right person.
The date and time the fax was sent are important for record-keeping purposes, and the number of pages in the fax allows the recipient to know how long the document is, so it can also be helpful in managing your business and assigning tasks to employees.
The brief description of the contents of the fax may be the most significant part of the fax header, as it helps the recipient to quickly identify the nature of the fax and prioritize it accordingly. For example, if the fax contains urgent information, the recipient can prioritize it over other faxes that may not be as important.
What Is a Fax Header Page?
The fax header page is the first page of a fax document and the most significant one, as it provides essential information. It contains the fax header, followed by the actual content of the fax, which can be a document, image, or text.
Thanks to the fax header page and all the crucial information found there, communication within your company or with your clients and business partners can go more smoothly.
How to Set up a Fax Header in Your Machine
It is not that difficult to set up an automatic fax header. All you have to do is as follows:
1. Turn on your fax machine and check if it is properly connected to a phone line.
2. Open the fax settings menu on your machine. The process for accessing the settings menu may vary depending on the make and model of your machine. Refer to your user manual for specific instructions.
3. Once you are in the settings menu, look for an option that allows you to set up the fax header. This option may be labeled as “Fax Header,” “Header Information,” or something similar.
4. Enter your name, fax number, and phone number in the appropriate fields. Make sure to provide the information accurately, as this will be used to verify your identity by the recipient.
5. Enter the recipient’s name, fax number, and phone number in the appropriate fields. Again, double-check the information to ensure accuracy to be sure your document will be delivered to the correct recipient.
6. Enter a brief description of the document’s contents in the designated field. This can help the recipient quickly identify the nature of the fax they receive.
7. Save the changes and exit the settings menu.
Once you have set up the fax header, it will automatically appear on every page of the fax you send from that machine.
You can also easily do it if you decide to use an online faxing service instead of a traditional fax machine. This will provide you with more convenience and lots of additional features.
How Is a Fax Header Different From a Fax Cover Sheet?
A fax header and its cover sheet serve different purposes in the document you are sending. Namely, the fax header is mandatory and appears on top of every page of the fax. It contains crucial information, such as the sender and recipient’s names, fax numbers, and phone numbers, as well as the date and time of sending, page count, and a brief description of the fax content, as it was mentioned above. Its purpose is to make sure that the document is delivered to the intended recipient with all the necessary details.
The fax cover sheet, on the other hand, is optional and usually placed only on the first page of the fax. It includes information about the sender, recipient, and nature of the fax, along with any additional messages or instructions for the recipient. Its purpose is to provide context and make it easier for the recipient to handle the fax efficiently.
As you can see, a fax header is an important feature of a document you are sending, so you should always remember to include it and write it in accordance with the overall accepted standards. It contains crucial information about the sender, recipient, and the contents of the fax.
Understanding the fax header’s meaning and purpose is crucial to provide effective communication through faxing. It helps to avoid mistakes and misunderstandings and makes the document more convenient and easier to identify.
Using online faxing services like FaxBurner can significantly facilitate this process, as it can be automatically generated in the app so that you don’t have to remember to add it yourself – you just need to fill in all the necessary data. Sign up for one of our pricing plans and find out how easy it can be done in the FaxBurner app!