S 5.24 Use of a suitable fax cover sheet

Initiation responsibility: Head of Internal Services

Implementation responsibility: User

In order to achieve a controlled and comprehensible exchange of faxes, the use a standardised fax cover sheet must be planned. in particular, this cover sheet may be used in order to verify whether a received fax transmission was received and printed completely.

The fax cover sheet should include:

• the fax number of the fax machine,
• name of the sender (including phone number and complete address),
• phone number of a contact person for transmission issues,
• name of the recipient (including fax number of the fax machine and possibly complete address),
• number of pages, including fax cover sheet,
• urgent memorandum (possibly classified), if necessary and
• signature of the sender.

It makes sense to request the recipient to forward erroneously received transmissions or to inform the sender.

Review questions:

• Is a standardised fax cover sheet used?