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What is the Purpose of Fax Headers?
Faxing is still important for businesses that need to send sensitive or official documents. Even with online fax services, features like the fax header are still needed. In this post, we’ll explain what a fax header is, why it matters, how to set one up, and how it’s different from a fax cover sheet.
What Is a Fax Header and What Should It Have?
A fax header is a section of information automatically placed at the top of every fax page. It helps the recipient know who sent the fax and provides key details. A standard fax header includes:
Sender's Name: Individual or business name.
Sender's Fax Number: This is where you enter your fax number.
Date and Time: The timestamp when the fax was sent.
Recipient’s Fax Number
These details allow recipients to identify the sender quickly, trace the origin of the fax, and contact the sender if necessary.
Fax Header Example
Here’s an example of how a typical fax header might appear:
ABC Corporation | Fax: (123) 456-7890 | Sent on: 10/15/2024 | 09:35 AM | To: (987) 654-3210
This information provides a clear overview of who sent the document, when it was sent, and how to contact them.
Why the Need to Use a Fax Header When Sending Fax?
Using a fax header when sending fax is important for many reasons, especially in industries like healthcare, legal, and finance, where data security and following regulations are key priorities. Here are some reasons why it’s important:
Compliance: Notifyre follows ISO 27001 standards, making fax headers essential for secure transmissions. The header helps meet regulations and ensures proper documentation.
Identification: Fax headers allow recipients to quickly see who sent the fax without reviewing the entire document, improving efficiency.
Professionalism: Including a header for fax adds professionalism, offering key details upfront and building trust with the recipient.
Tracking and Auditing: Fax headers are important for tracking and auditing. They include the date, time, and sender info, helping to trace any issues with a fax.
How to Use a Fax Header in Notifyre’s Online Fax System
One of Notifyre’s strengths is its easy-to-use interface, making it simple to add and customise your fax header. Here's how you can add a header when sending a fax through Notifyre:
If you don’t have an account yet, sign up with Notifyre!
In your Fax Settings you can set a default fax header for all faxes.
Enter Header Information: You can enter a fax header to use on all faxes sent from your account. The header should be alphanumeric and contain no more than 21 characters.
When you send a fax simply toggle on to use the default fax header
Or use a custom fax header each time you send
How to Set a Fax Header on a Printer
If you still use traditional fax machines, you might need to manually set a fax header on your device:
Access the Fax Settings: On your printer or fax machine, go to the Fax Settings or Printer Control Panel.
Input Information: Enter the sender’s name, fax number, and time/date stamp. Ensure all the information is correct, as it will appear on each page.
Save Settings: Save the header details. From this point, every fax sent from the device will include the pre-set fax header.
Difference Between Fax Header and Cover Sheet
Many users confuse the fax header with a fax cover sheet, but these serve different purposes:
Fax Header: Automatically added at the top of each fax page. It shows key information like the sender’s name, fax number, and the date/time of the fax.
Fax Cover Sheet: A separate page that includes the recipient’s info, subject, and extra notes or instructions. Unlike the header, it’s manually created and sent as the first page of the fax.
With Notifyre, you can easily add a fax header and cover sheet when sending documents online. This ensures clear and professional communication. It works just like traditional faxing, but it is more convenient. Notifyre lets you enjoy the familiarities of traditional fax but with added features like advanced security, email to fax and fax broadcasting.
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