Start with the sender and recipient
The most important fields are usually the recipient name, the sender name, the fax number, and a phone number for follow-up. These give the receiving office enough information to route the packet or ask for clarification if pages are missing.
Use a clear subject line
The subject line should say what the packet actually is. “Signed authorization form,” “records request,” or “invoice packet” is more useful than a vague label like “documents” or “paperwork.”
Count pages carefully
Include the total number of pages so the receiving office knows whether the transmission looks complete. In many office settings, that total includes the cover sheet itself.
Keep the message short
The message block is best used for brief routing context, not a full explanation. One or two sentences is usually enough.