Chapter 5 Fax, E-mail and Memo
Faxes: When you send a fax, be sure to include a fax cover sheet like this:
FAX COVER SHEET
Date: October 18,2009
PLEASE DELIVER THE FOLLOWING PAGE(S) TO:
NAME: Jack Tony
FAX NUMBER: +(86) 27-8754-8040
THIS FAX IS BEING SEN BY:
NAME/DEPARTMENT: Tom Smith,Design Dept.
NUMBER OF PAGES: 3 INCLUDING COVER SHEET
TIME SENT: 10:30 AM x PM -----.
IF YOU DO NOT RECEIVE ALL PAGES CLEARLY, PLEASE CALL(915)355-8960
When you send a fax, observe the following guidelines.
1. Be careful about sending anything longer than three to four pages. You can tie up the recipient’s phone line. Call before you fax to see whether the recipient will allow you to fax a longer document or would prefer that you send it another way.
2. Make sure your fax is clear,but
Always include your phone and fax numbers in case the recipient needs to verify your message or has questions about it.
3. Avoid writing any comments in the margins or at the very top or bottom of a fax. Your notes might be cut off or blurred in transmission.
4. It may be permissible to send a fax to a company
After business hours, do not risk sending one after hours to a customer’s home unless they’ve agreed or requested it.
Guidelines for Using E-Mail
Using e-mail technology does not mean you can forget about preparing and organizing your messages carefully with your reader’s needs in mind. Below are several guidelines for writing effective e-mail.
1. Do not send messages in all capital letters. This is the equivalent of shouting at your readers. Moreover , your message will be harder to read.It will not look like professional correspondence.
2. Always include a return mail address as part of the signature, saving your reader the trouble of looking it up.
3. Use clear and specific descriptions for your subject line. Avoid vague one-word s