When it comes to business communication, the significance of the fax cannot be denied. Many offices still use faxes to communicate with customers and suppliers around the globe.
However, many people are unfamiliar with the fax header and its purpose even today.
In this guide, we’ll be explaining what a fax header is and why it is a vital part of fax. So, next time you know precisely how to use it while axing someone.
- A Fax header contains all the essential details to identify the source of the fax.
- If you don’t use a cover sheet, then it is important to put the header at least.
- A Fax header helps companies in confirming the accuracy of the information that they have received.
What is a Fax Header?
It is the most prominent part of a fax document containing all the essential details to identify the actual source of the fax.
It usually mentions the date and time on which the fax began its transmission, the names of both sender and recipient and their fax numbers, and the name and number of the fax machine sending the fax.
The information in the fax header is usually imprinted automatically at the top of each page by the fax machine.
Putting a fax header is necessary, especially if you don’t use a cover sheet with information. 1
Read: What Is Classic Fax?
Read: How To Fax From Email?
What is a Purpose of a Fax Header?
The fax header indicates the identity of the fax and helps companies confirm the accuracy of the receiving documents and record accurate fax time, which is sometimes very important.
To ensure smooth communication with your customers or business partners, learning how to put a fax header is inevitable.
What Should I Add in a Fax Header?
The things you include in a fax header depend on the needs of your business. However, here are some general rules to follow to make sure your header looks professional:
You should include your full name in the fax header for a number of reasons. First, it helps in identifying who the fax is from.
Second, your name allows them to contact you in case of any transmission problem.
Third, putting your name into the header acts as a personalization, and if the recipient wasn’t expecting a fax from you, then it also allows them to pay more attention to your fax.
You should also add a date in your fax header as it ensures that the information in the fax is up-to-date. It ensures a clear timeline for follow-ups.
Including the date can also help you in protecting your legal right in case of any dispute.
Including a fax number ensures that your fax is going to the right person.
Omitting or not including the fax number could mean that your fax is sent to the wrong person.
Apart from this, including the fax number in the header is business etiquette. 2
How to Add a Fax Header?
Nowadays, tons of modern devices are available that allows you to send and receive fax quickly.
Here are the various ways to set up a fax header:
- All-in-one Printer
If you want to use an all-in-one printer to send a fax, you can easily set up the fax header through the software provided with the printer or set up the fax header from the control panel.
Here are the instructions below to set up the fax header:
- Press the home button on your fax machine and tap on “Set up.”
- Next, tap on the “Fax Set up” and then “Preferences.”
- Tap on the “Fax Header.”
- Enter your name or company name and tap “Done.”
- Online Fax Service
If you want to use free fax online service, here’s how you can add a header:
- Start by clicking on the “Home” button option.
- Next, click on the arrow key and choose the “Set up” option.
- Next, click on the “Fax settings,” and there, you will see a “Communication” option.
- Click on the arrow button, select “Header,” and then “Fax Header.”
- A numeric keyboard or a keypad will appear on the screen.
- Enter the sender’s name, your name, or your business name in 40 characters and click on “OK.”
- Fax Applications
Setting a fax header is also simple and easy with online fax applications. Below is the step-by-step method to put a fax header:
- Download the app on your phone and install it.
- Create an account.
- To add the fax head, follow the same method used to add a cover sheet.
- Scan or upload the document you want to fax out.
- In the end, save your changes or preferences. 3
So by now, we hope you know what is a Fax Header and what the importance of including it. In this guide, we also shared how you can add a Fax Header in different ways. We hope this was useful to you.
How is a Fax Header different from Fax Cover Sheet?
A Fax Header goes on the top side of the first page of the fax document and includes the date, name, and fax number.
A Cover sheet, however, is a separate document that goes in the front of the fax. A cover sheet also includes name, date, fax number, etc. However, it also has space to write a brief note if you want to. 4
What is an example of Fax Header?
A Fax header is sent ideally at the beginning of the fax transmission, and it includes the date, company name, sender’s name, and fax number.
Shefali Jain is a Content Editor & Writer at National Planning Cycles.
After completing her graduation in hospitality, Shefali decided to follow her passion and started writing. Shefali has been writing for two years now and contributes to our website as a skilled editor and content writer with strong research skills. Writing product and service reviews, biographies, and book reviews are some of her key areas, among many others in which she specializes.
The National Planning Cycles is committed to producing high-quality content that follows industry standards. We do this by using primary sources, such as white papers and government data alongside original reporting from reputable publishers that were appropriate for the accuracy of information while still being unbiased. We have an editorial policy that includes verifiable facts with due credit given where applicable.