How to Create a Confidential Fax Cover Sheet? [+Free Templates]

Faxing is a proven, secure, and confidential way to send and receive documents. When those documents contain sensitive information such as financial details or protected health information, it’s your responsibility to use a confidential fax cover sheet.

In this article, we’ll explore what a confidential fax cover sheet is and provide you with free templates that you can use in your business.

What is a Confidential Fax Cover Sheet?

A confidential fax cover sheet is the first page you send when you’re faxing a document, and you can use it to ensure the privacy of the sensitive or confidential information you transmit via fax. 

The Importance of a Confidential Fax Cover Sheet

If you work for a highly regulated industry, such as in healthcare, a financial institution, or a law office, you must protect any sensitive information that you fax. This could be information such as medical records, financial statements, or legal documents. There are harsh penalties for businesses that don’t comply with regulation standards.

4 Key Elements of a Confidential Fax Cover Sheet

1. Confidentiality statement: Position the confidentiality statement near the bottom of the cover sheet or in a footer. Use specific language, like “Confidential: This fax contains confidential information intended solely for the named recipient. Unauthorized access is prohibited.” 
2. Header: This includes a subject line that provides the recipient with an idea of the fax content. The subject should be a short description of the attached documents’ contents.
3. Date, time, and number of pages: This information is important as it sets a clear timeline for fax sending and you can use it to confirm delivery. 
4. Recipient details: This helps ensure the fax is delivered to the correct recipient. Include details like the recipient’s name, position, department, fax number, and phone number with an extension if applicable.

7 Steps to Create a Fax Cover Sheet for Confidential Documents

You can follow these seven steps to create a comprehensive fax cover sheet for any confidential documents you need to send. 

Step 1: Create a Clear Confidential Heading

You should format the heading similarly to an email subject line, with a general description of the fax’s contents. Include a confidentiality clause.  For example: “Confidential: This message and its accompanying documents are intended exclusively for the named recipient. Unauthorized access is prohibited.”

Step 2: Include the Recipient’s Information

Next, add information about the intended recipient. Include details like the recipient’s name, position, department, fax number, and phone number with an extension if applicable.

Step 3: Add the Date and Time 

A date and time stamp ensures that the fax is identifiable in the case of a document audit. It also allows your recipient to track the delivery timeline.

Step 4: Summarize the Key Point

In one or two sentences, capture the document’s purpose, upcoming deadlines, and actions required by the user. This can help the front office or assistant staff prioritize the fax and understand its general contents without needing to open it.

Step 5: Include the Total Number of Pages

Adding the total number of pages on the cover sheet helps the recipient verify that they’ve received the entire fax. This is especially important for legal documents or protected patient health information.

Step 6: Add a Confidentiality Statement

This notifies the recipient that the contents of the fax must stay private.

Step 7: Provide Your Contact Information

Lastly, add your contact information at the top or bottom of the fax cover sheet so the recipient can reach out with any followup questions. Include details like your name, role, department, and fax/phone number.

Download Free Printable Confidential Fax Cover Sheet Templates

These free, printable fax cover sheet templates can help get you started.

Best Practices for Using Confidential Fax Cover Sheets

These fax cover sheet best practices ensure that your confidential fax stays private:

1. Keep the confidentiality statement front and center.
2. Make sure the recipient information is correct before you send the fax.
3. Use an encrypted method of faxing when you’re sending confidential information.
4. Check that your intended recipient received the fax when you expect them to.
5. When faxing healthcare documents, ensure the fax service is HIPAA compliant.

Use eFax to Send Faxes Confidentially

eFax is a secure, compliant, convenient online faxing service you can use to send and receive confidential faxes.

When you use eFax, you get these benefits:

• HIPAA compliance: eFax adheres to strict HIPAA regulations which ensures your patient privacy and security is safeguarded.
• Secure sending: Encryption technology like 256-bit, AES and TLS come with eFax to keep your faxes secure in transit and at rest. 
• Cloud storage: Rather than use an external cloud storage, you can store your sent and received faxes in eFax’s integrated cloud storage.

Mobile applications: eFax offers a convenient mobile app that turns your smartphone or tablet into a fax machine, so you can send and receive faxes anytime, anywhere.