cover letter for fax

Create a fax cover sheet in Word for the web

It's quick and easy to make a fax cover sheet like this while you're online.

Fax Cover template

Choose one of our fax templates , and open it in Word for the web to make it yours.

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To print the fax cover sheet, press Ctrl+P, and wait for the Print dialog.

Note:  If you don't see a Print dialog box, click the link for opening a PDF version of your fax cover sheet. From there, use the PDF program's Print command.

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cover letter for fax

Free Fax Cover Sheet Templates

  • Choose from our collection of free and editable fax cover pages .
  • Click each thumbnail to preview the contents of the template.
  • Download , edit, save , or  print the template as  DOC  or  PDF  file.

Choose from our collection of free and editable fax cover pages. Download, edit, save, or print the template as DOC or PDF file.

Simple Fax Cover Sheet

Generic Fax Cover Sheet

Business Fax Cover Sheet

Professional Fax Cover Sheet

Basic Fax Cover Sheet

HIPAA Fax Cover Sheet

HIPAA Fax Cover Sheet

Formal Fax Cover Sheet

Formal Fax Cover Sheet

Minimalist Fax Cover Sheet

Minimalist Fax Cover Sheet

Standard Basic Fax Cover Sheet

Standard Basic Fax Cover Sheet

Department fax cover sheet

Department fax cover sheet

Urgent Attention Fax Cover Sheet

Urgent Attention Fax Cover Sheet

Top Secret Fax Cover Sheet

Top Secret Fax Cover Sheet

Medical Fax Cover Sheet

Medical Fax Cover Sheet

Urgent Fax Cover Sheet

Urgent Fax Cover Sheet

Corporate Fax Cover Sheet

Corporate Fax Cover Sheet

Simple Fax Cover Sheet - Free Download of DOC or PDF template

What is a fax cover sheet

A fax cover sheet, also known as a fax cover letter , is a document that is sent with a fax to provide additional information. It includes details about the recipient, the sender, and the contents of the fax.

The details provided usually include the sender’s name and contact information, the name and contact details of the recipient, the subject of the fax, the date, and other special instructions (eg. requests for reply).

If it’s important to keep the contents of the fax private, the fax cover sheet can also include a confidentiality note.

Some fax cover sheets also include a space for the sender to sign. The recipient can send back the signed fax sheet to indicate that they have received and reviewed the fax. Fax cover sheets are often used to provide a professional and organized summary of all important information associated with the fax being sent.

What does a fax cover sheet look like

Fax cover sheets can vary in appearance and layout, but generally, they include the following information:

  • Sender’s name and contact information
  • Recipient’s name and contact information
  • The date the fax was sent
  • The subject
  • Notes or special instructions
  • A confidentiality statement

Depending on the sender’s intent and preference, the fax cover can use a basic, professional, modern, or casual design and layout.

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Free Fax Cover Sheets

  • Free Fax Cover Letter Template Examples (PDF, Word)

by faxcoversheet | Aug 28, 2023 | Blank | 0 comments

Fax cover letter comes in handy when it comes to sending important documents securely. Fax is still used as a mode of communication even though there are plenty of communication modes available.

If you have important or confidential documents to send for work, school, or personal matter then do check out the fax cover letter templates here and download a suitable one for your use.

There is a section on a cover sheet where messages, comments, or other important information can be added. Faxing is a part of government offices, medical sector, professional sector, and academic sector.

A fax cover letter is the very first thing that the recipient would see. The contact information of both sender & receiver, fax number, fax subject, etc is written on a cover letter.

Fax Cover Letter PDF Example

If you are wondering what’s written on a cover letter then please note that the date, number of fax pages, name & address of recipient, fax number, fax subject, a short messages is usually covered on a cover letter. For a business fax cover sheet, there is a section to include the name & logo of a company for branding purposes.

Fax Cover Letter PDF

Download PDF

Free Fax Cover Letter Template Word

Check out the editable fax cover sheet template below. You can download this letter in .doc word format. You can make the necessary changes as per your work need or requirement.

Fax Cover Letter Template Word

Download Word

Blank Fax Cover Letter Sample

A blank fax cover page has empty fields where information can be added by a sender. The sample of blank fax cover sheet is shared below.

Blank Fax Cover Letter

How to Make a Fax Cover Sheet

Making a fax cover sheet is no rocket science, you need to have a basic knowledge of using MS Word to create a fax cover sheet. Creating a cover letter from scratch may consume some time and efforts. In order to save the time & efforts of our users, here we have shared free fax cover sheet samples and examples, download or print any of the cover sheet from here and use it for your work requirement.

Many people wonders why faxing is still relevant? Faxing is one of the oldest and secure mode of communication specially when it comes to send confidential information.

You can see the use of fax machines in government offices, medical offices, and many companies as well. If you are a part of the organization or business where faxing is done then make sure to know about the cover sheet or letter, how to make it, how to properly fill it, and what’s the purpose of using it.

Free fax cover pages are shared on this page that can be used for both personal and professional work. For business or professional work, make sure to add logo and name of a company, use the formal font & design only. For personal work, you can choose to add whatever font or design you like. A variety of cover letters are available here, download any of the template, and print as many copies as you want.

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Fax Cover Letter

Fax cover letter template.

Fax Cover Letter

Author : Brent Weight and Jon Wittwer

License : Limited Use

Fax Cover Letter vs. Fax Cover Sheet

There is a difference between a fax cover letter and a fax cover sheet . The cover letter is a more personal detailed informative page whereas the cover sheet is less personal and usually includes much less information. A cover letter usually is sent along with resumes and other business reports to non-familiar entities. A cover sheet usually accompanies a document where the correspondents are somewhat familiar with each other. For a cover sheet, you can download our Fax Cover Sheet Template .

Tips for Fax Cover Letters

  • Keep it simple. Too much information will quickly throw off your recipient and make them less likely to care about what's in the rest of your fax.
  • Keep it neat and clean. Your fax cover letter is a representation of what your recipient will see in the rest of your transmission. Use clean and concise language. Just because you understand a word does not mean the recipient will, so avoid using slang terms and technical jargon.
  • Give as much information as necessary to keep the recipient wanting to read through the rest of the fax. If you give them too much information, the recipient will think they have read enough to get the gist of it.
  • Pay attention to the recipient's business hours. Some businesses may be open until 8 or 9 but they only want to get faxes between the hours of 8 to 6. If received later, the information may be marked as received the following business day.
  • Long letters are less likely to be read, so keep your fax cover to one page.
  • Make sure a fax cover letter is marked as CONFIDENTIAL if the accompanying documents are confidential.

Sample Fax Cover Letters

Example 1 - fax containing documents to sign.

The ABC Barn 123 S. 1000 E. Ste. 1 Business Town, Business State 12345 (123) 456-7890 www.abcbarn.com

TO: C.E.O. Gary Fischer (987) 654-3210

FROM: C.E.O Sarah Tobler (123) 456-7890

DATE: 1/1/15 Pages: 5 (Including cover letter)

The following pages contain the summary of our plans to incorporate your recently acquired company into our business circle and will outline what we plan to do with everyone that worked for you. Also included is a copy of the purchase agreement that we have both signed as part of this merge.

I am sending this fax to you so that you and I both have a copy of the plans and an extra copy of the purchase agreement and I would appreciate it if you could send me back a signed copy so that I know that you received my fax and that you are ok to proceed with our company's plans.

Example 2 - Fax Cover Letter for Submitting a Resume

James Henry III 1 Fiji Way Your Town, Your State 98765 568 974-2013 www.myresume.com

TO: Taco Tower H.R. (987) 654-3210

FROM: James Henry III (123) 456-7890

DATE: 1/1/15 Pages: 3 (Not including cover page)

This fax contains my Resume and the accompanying cover letter for the position as Assistant Manager at your 2398 Kings Way location.

I am sending this fax in response to the ad I found on craigslist advertising for the Assistant Manager position and, once you read the contents of this fax, you will see that with my background I am extremely qualified for the job and I hope to hear back from you soon.

References and Resources

  • Microsoft Template Gallery - templates.office.com - Includes a few Fax Cover templates.
  • The Scanner-Friendly Resume - www.njit.edu - Provides tips for making a resume that can be easily and correctly read by a scanner.
  • Choosing an Online Fax Service - labnol.org - This article can help you figure out what to do when you need to send a fax without access to a fax machine.
  • How to Make a Simple Cover Letter - yourbusiness.azcentral.com - A step-by-step guide to making a fax cover letter using different computer programs.

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How to Write a Fax Cover Sheet

Effectively sending a fax takes more than just transmitting the pages of the actual document. Without also including a fax cover sheet as page one, you expose yourself to a few easily avoidable risks, like disclosing confidential information, creating uncertainty about the intended recipient or document purpose, or simply appearing unprofessional. 

Luckily, it’s easy to create a fax cover sheet and include one with every fax you send. We’ll show you how.

cover letter for fax

Write Your Fax Cover Sheet in 3 Easy Steps

If you’re going to send a fax, you want to make sure to include a fax cover sheet with every transmission. The cover sheet makes the who, what, and why about your fax crystal clear to the receiver. A fax cover sheet also serves as a layer of protection for confidential or sensitive documents.

Fax cover sheets are easy to create, and it takes just three steps.

  • Decide How You Want to Send Your Fax
  • Identify All Essential Cover Sheet Information
  • Create A Fax Cover Sheet Template

Ready to level up your faxing game? Let’s get to it.

1. Decide How You Want to Send Your Fax

Today, you have options when it comes to faxing documents. The option you choose dictates how you’ll create a fax cover sheet. 

Use a Traditional Fax Machine

Readers of a certain age surely remember fax machines of old. These are standalone units where you manually type in the recipient’s fax machine telephone number on a keypad, then listen to ringing and the random beeps and hums until your call is connected to the recipient’s fax machine. 

If you haven’t had to fax anything since the early 2000s, you might think those old-fashioned fax machines are obsolete. But you’d be wrong. There are many businesses and organizations that still rely on traditional fax machines to send important documents.

Why? Fax machines can be used without any internet connection, you just need a working telephone line. If your internet connection goes down, you can still fax. Plus, with a traditional fax machine, you don’t have to worry about your physical fax being sent to someone’s spam email folder where it is overlooked. 

Likewise, your faxed documents don’t become part of internet traffic. This eliminates the risk of being intercepted during transmission. And you’ll never question whether your fax was successfully sent, since the confirmation page that prints out at the end offers proof of when, where, and to whom your fax was sent. 

So don’t write off using a traditional fax machine. Depending on your business needs, it may be the preferable way to share important documents with third parties.

Subscribe to an Online Fax Services

Of course, there’s a higher-tech solution for faxing, too. With the advent of online fax services, you can leverage the power of your computer or smartphone to share documents with others–no fax machine or dedicated telephone line needed.

Online fax services offer a number of other benefits, too. They keep all your faxes digitally organized in a single location. They also secure your faxes with 256-bit SSL encryption, the most secure protection publicly available, to keep your information protected as it moves through the cloud.

But one of the biggest features is convenience. With an online fax service, you can send and receive faxes from your computer, tablet, mobile device, and even a fax machine. Yes, that’s right–if you do have a traditional fax machine, it can be incorporated into your online fax service, giving you even more flexibility.

Best of all, online fax services include the option to automatically include a fax cover sheet with every fax you send. You set up your preferred cover sheet options once, and the service takes care of it after that. A fax cover sheet is automatically created for you every time you use the service.

If this type of convenience sounds good to you, check out our comparison guide to the best online fax services . Whether you send just a few faxes each month or are a power faxer, there’s a service that’s perfect for you.

2. Include All Essential Cover Sheet Information

As you create your fax cover sheet, keep in mind that its purpose is to make things crystal clear for the recipient. The more information you include, the better the chance of your document getting to the right person right away.

The information you include also depends on the nature of what you’re sending. Private documents, business contracts, and employment agreements are just a few things that demand a specialized fax cover letter noting the confidential nature of the documents. In some cases, like medical records, specific disclaimer language is required by law.

Basic Information to Include on Every Fax Cover Sheet

No matter what you’re sending, at a minimum your fax cover sheet should include the following:

  • Sender’s company info : Display this information clearly to make it easier for the recipient to recognize your fax as a legitimate business communication. 
  • Sender’s direct contact information : Include a direct dial telephone number or extension for the fax sender, so they can be quickly contacted with questions or issues related to the fax transmission. 
  • Recipient’s name and fax number : Note this on the cover sheet so the fax can be easily sent by anyone and quickly delivered to the correct recipient upon arrival.
  • Number of total pages : Include the fax cover page in your total page count so the recipient can verify they received all pages.
  • Date of transmission : Include the date you sent the fax so the recipient can easily see when you sent it, no matter when they personally receive it.
  • Short message : Explain the purpose of the fax and any special instructions, so the recipient knows why they received it and what they need to do next.

Special Requirements for Confidential Fax Cover Sheets

If you’re faxing anything that contains sensitive or confidential information, you’ll want to be sure that it is clearly noted on your fax cover sheet. While such a notice won’t eliminate the possibility that someone other than your intended recipient will view the information, it does provide a warning, which is the best you can do when sending a fax.

In addition to all the basic information listed above, there are two additional things to include when sending private documents. 

The word CONFIDENTIAL should be prominently displayed on the fax cover sheet. Use a large font and capitalize all letters for maximum impact. The point is to make it easily known that the pages that follow are intended only for the named recipient’s eyes.

A confidentiality clause should also be included, usually at the bottom of the page in smaller font. Again, it isn’t going to eliminate the chance that your fax is viewed by someone other than the receiver, but it at least explains the importance of the confidential materials. You can find many examples of confidentiality clauses, like the one in the example below, by doing a basic Google search.

As a general best practice, you can create a single fax cover sheet that includes these confidentiality notations, and then use the same cover sheet no matter what you fax–confidential or not. Here’s an example of what such a multipurpose sheet might look like.

Example of a fax cover sheet with a confidentiality clause at the bottom

HIPAA-Compliant Fax Cover Sheets

There’s a separate category of faxes that have special legal requirements for their cover sheets. Any time you transmit a patient’s healthcare information via fax, you’re governed by the Health Insurance Portability and Accountability Act of 1996. This set of U.S. laws is more commonly known as HIPAA.

It’s very important to be HIPAA compliant when sending faxed medical records. Violating HIPAA can result in large fines.

While HIPAA laws themselves don’t spell out exactly how to design a compliant fax cover sheet, there are basic elements that must be included. In addition to the bullet list above, a HIPAA-specific disclaimer is required. This can replace or be in addition to the general confidentiality disclaimer discussed above. 

Here’s an example of what a HIPAA-compliant fax cover sheet might look like.

Example of a HIPAA compliant fax cover sheet with the HIPAA confidentiality clause at the bottom

Now that you know what to include on your fax cover sheet, it’s time to create your own. 

3. Create A Fax Cover Sheet Template

Let me help you streamline all your future faxes. The best way to do that is with a template.

A template helps you avoid reinventing the wheel every time you send a fax and saves you cumulative time and effort.

If you choose to use an online fax service, it should provide a template you can customize. The service will walk you through the process to create your fax cover sheet when you sign up for a plan.

But even if you intend to send most of your faxes through the online service, there still might be an occasion when you need to send something manually on a fax machine. For those situations, you’ll still want to have a fax cover sheet available. 

And if you’re not using an online fax service, you’ll need to create a fax cover sheet on your own. So no matter what, it’s a good idea to design and keep a fax cover sheet template on hand.

Using Google Docs, Microsoft Word, or other word processing software is the fastest and easiest way to create a fax cover sheet template that you can use again and again. You can find and modify these templates in the software’s template library or import a template from a third-party source.

We picked Microsoft Word for this example since they have a very robust library of fax cover letter templates. Here’s how to create a personalized fax cover sheet template.

From the Word main menu, select File > New from Template .

Image of Microsoft Word file menu with a red arrow pointing to the New From Template menu options

In the search bar, type in Fax to display all the available fax cover sheet templates.

Microsoft Word template document search bar with red arrow pointing to it

Select the template you prefer, then choose Create .

Microsoft Word template documents display screen with red arrow pointing to Fax Cover Sheet template document

Edit the template to your specifications, then click File > Save as Template .

Image of Microsoft Word File menu with red arrow pointing to Save as Template menu option

Name your new template , then click Save . Note: The default location will be Word’s template directory, and the default file extension will be .dotx . Do not change either of these settings.

Microsoft Word file saving pop up screen with red arrow pointing to Save  As field and Save button

Your new template should now appear at the top of the screen anytime you visit the Word start screen, as shown below.

Microsoft Word new file window with red arrow pointing to ABC Company Fax Template that was created in the preceding steps

And that’s all there is to it. Once you create a new fax cover sheet template, it will be ready to electronically fill in anytime you need it. Alternatively, you can print a few and keep them close to the fax machine for those last-minute transmissions. 

Final Thoughts About Writing a Fax Cover Sheet

Whether you use an online fax service or still rely on your trusty fax machine, a fax cover letter is an essential part of the faxing process. They’re easy to create and should be included with every transmission you send.

Make sure you include key information on your fax cover sheet and that it is the first page of your fax. This way the person on the receiving end knows exactly what and why they’re getting something from you.

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Fax cover templates

Use customizable fax cover templates for seamless communication. make a fax cover sheet for your business using these templates in minutes..

Fax cover page template surrounded by 3D design elements

Free fax cover page templates

If you or your business still use fax machines, it’s important that you have a professional fax cover sheet. Fax cover sheets will make communication a breeze. They can also protect the content of your fax if it contains sensitive information. Explore a variety of fax cover page templates that you can quickly and easily edit in Word. There are a variety of fax cover sheet templates available: choose from simple fax cover sheet templates or colorful fax cover sheet templates. You can customize each fax cover page to match your company branding. For example, you can add your company colors to the fax cover page for a professional look. These fax cover page templates include space for your logo, your company name, and contact information like your phone number and email. You can also enter the number of pages in your fax and the subject. Explore more templates that you can use for your business .

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  2. Free Printable Basic Fax Cover Sheet Template In PDF

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  4. Free Blank Fax Cover Sheet Template [PDF, Word, Google Docs]

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  5. √ Free Printable Fax Cover Sheet Template Word

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  6. Printable Fax Cover Letter Template / These templates contain all of

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COMMENTS

  1. Fax Cover Letter: Definition, Template and Example

    A fax cover letter is the page you send at the beginning of a fax. It introduces the documents in a fax and helps you reach the right person. Learn what to include, when to use one, and how to write one with a template and an example.

  2. Create a fax cover sheet in Word for the web

    To print the fax cover sheet, press Ctrl+P, and wait for the Print dialog. Note: If you don't see a Print dialog box, click the link for opening a PDF version of your fax cover sheet. From there, use the PDF program's Print command. Need more help? Want more options? Discover Community

  3. How To Write a Fax Cover Letter

    A fax cover letter or fax cover sheet is a must to protect sensitive documents from accidental disclosure. Learn what to put on a fax cover sheet, how to format it, and see a sample of a fax cover letter. You can also use iFax to create fax cover letters with ease and customize them to suit your needs.

  4. Fax Cover Sheet

    A fax cover sheet, also known as a fax cover letter , is a document that is sent with a fax to provide additional information. It includes details about the recipient, the sender, and the contents of the fax.

  5. Free Fax Cover Letter Template Examples (PDF, Word)

    Download PDF Free Fax Cover Letter Template Word Check out the editable fax cover sheet template below. You can download this letter in .doc word format. You can make the necessary changes as per your work need or requirement. Download Word Blank Fax Cover Letter Sample

  6. Free Fax Cover Letter (Sheet) Templates

    Keeps information safe When you send information or communicate to another person through fax, the recipient will receive the message as a paper copy. And in most cases, companies and businesses usually have one fax machine-accessible to everyone within the company.

  7. FREE Editable Fax Cover Sheet Template

    1 Fax Cover Sheet Template 2 Disclaimers 3 How to make a cover sheet 4 Fax cover sheet example 5 How to make a fax sheet cover 6 How to edit cover sheet for fax 7 How to fax without a fax machine Fax Cover Sheet Template A fax cover sheet template is very useful when sending documents for work, school, or personal matters.

  8. Fax Cover Letter Template for Word

    Your fax cover letter is a representation of what your recipient will see in the rest of your transmission. Use clean and concise language. Just because you understand a word does not mean the recipient will, so avoid using slang terms and technical jargon.

  9. How to Write a Fax Cover Sheet

    1. Decide How You Want to Send Your Fax Today, you have options when it comes to faxing documents. The option you choose dictates how you'll create a fax cover sheet. Use a Traditional Fax Machine Readers of a certain age surely remember fax machines of old.

  10. Fax Cover Sheet Templates

    Download free editable Fax Cover Sheet Templates to streamline your communications. Customize, print, and send effortlessly. Get started now!

  11. How to fill out a fax cover sheet

    4. Choose how to send the fax Learn more about PandaDoc Author Keith Rabkin Chief Revenue Officer for PandaDoc Companies sending and receiving documents containing sensitive data must include a cover sheet. This addition makes your documents more professional and acts as a stamp of approval.

  12. Fax cover page templates

    Find fax cover page templates in Word that you can edit and use for your business. Choose from simple or colorful designs, and add your logo, company name, and contact information.

  13. Guide: Fax Cover Sheet (with template)

    Write a detailed fax cover letter with any notes, additional details or information they need to go with your fax. Provide a subject, so they know what the documents pertain to. Make sure you count the number of pages and note it on the fax cover sheet (count the fax cover sheet template as a page also).

  14. 27 Free Fax Cover Sheet Templates (Word)

    Fax cover letters are often used in professional or business settings where faxes are still commonly used as a means of communication. If you are faxing a document, you want to ensure that it includes a fax cover sheet.

  15. Create a Confidential Fax Cover Sheet

    Cover the document's goal, urgent deadlines, or specific actions the receiver should take. Put this message below the recipient's information and above any special handling instructions on the cover letter fax. Indicate the Total Number of Pages. Specify the total number of pages in the fax, including the cover sheet, in a marked section.

  16. Free Fax Cover Sheets

    Confidential These blank fax cover sheets and templates are available free for your use. Each is available as a Microsoft Word, PDF or Apple Pages template. Print or download our modern cover sheet designs and edit or customize as needed. What Is a Fax Cover Sheet?

  17. Quick Guide: How To Fill Out a Fax Cover Sheet

    Step 1: Start with Your Contact Information. The first step in how to do a fax cover sheet is to include your contact information. This allows you to personalize your message by adding details such as your name, fax or phone number, address and email address. Some businesses print fax cover sheets on letterhead paper that include the company ...

  18. 7 Best Fax Cover Letter Samples [Free]

    Written by Jessica William Want to write a Fax cover Letter When sending a fax, it is always best to include a cover letters. This helps the recipient to understand what the fax is about, and who it is from. It also helps to ensure that the fax is received and reviewed in a timely manner.

  19. How to Create Fax Cover Sheet Template and Fill Out It

    Steps to Create Fax Cover Sheet with Word: Step 1. Launch Microsoft Word, create a new blank document, and input the text of large font size. Step 2. Under the "Insert" tab, you can find the "Text Box" option, click on it and select "Simple Text Box" from the drop-down menu. Step 3.

  20. Fax Cover Sheet Examples (+ Free Downloadable Template)

    Cover Letter Format for Fax. The fax cover letter generated by PDF.Live is generally what a fax cover letter should look like and contain. Your fax cover letter will include: The recipient's phone number. The sender (your) phone number. The recipient's name. The sender's name. The fax document "subject" (think of this as an email ...

  21. Free Fax Cover Sheet Templates

    Default. { {long-text-heading}} { {long-text-content}} Choose from dozens of online fax cover sheet template ideas from Adobe Express to help you easily create your own free fax cover sheet. All creative skill levels are welcome.

  22. How to Write a Cover Letter for Fax

    The first line should contain the sender's name and company details, followed by the date. The next line should include the recipient's fax number. Lastly, write a brief description of the documents being sent to help the receiver determine the contents at a glance. If the fax is for a business, the sender's contact information should be ...

  23. What records are exempted from FERPA?

    Records which are kept in the sole possession of the maker of the records, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the records.