1. Unit 7 Fax messages

2. Overview  Fax messages  Dealing with fax messages – key points to remember

3. Fax messages  A fax machine – relatively inexpensive item for any business  Transmits and receives any kind of message – handwritten, printed, word-processed; maps, messages, diagrams etc. (versatility)  It takes seconds to transmit, depending on length of document. (speed)  Most companies use a special fax letterhead for fax messages – often used with a brief covering note explaining accompanying document.

4. Fax messages  The salutation and complimentary close are normally omitted but the message will generally be signed.

7. Dealing with fax messages – key points to remember 1. Use fax to send a printed copy of any document, esp. diagrams and illustrations. 2. Prepare the message on the company’s standard fax template where one exists. 3. Make up a fax letterhead if necessary. 4. Do not use a salutation or complimentary close on fax messages. 5. Use the same techniques when writing a fax message as you would a business letter.

8. Dealing with fax messages – key points to remember – cont. 6. Remember numbers or bullets if this would help your display. 7. Sign the fax in the usual way. 8. Send a cover fax with an accompanying document, and remember to indicate the number of pages being sent in total. 9. Key in the fax number correctly. 10. Keep a copy of important documents.