S 5.24 Use of a suitable fax cover sheet

Initiation responsibility: Head of General Services Section

Implementation responsibility: Fax Officer, IT users

A standard fax cover sheet should be used to allow orderly and efficient exchange of fax information. In particular, this makes it possible to check whether fax messages have been received and printed out successfully.

The fax cover sheet should contain the following:

• Subscriber number of the fax machine

• Name of the sender (with subscriber number of the fax machine, telephone number and complete address)

• Telephone number of a contact person in case of transmission problems

• Name of the recipient (with subscriber number of the fax machine and complete address, where possible)

• Number of pages including the cover sheet

• Degree of urgency

• Sender's signature

It is advisable to request incorrect deliveries to be re-routed or the sender to be informed in such cases.

Additional controls:

• Does the fax cover sheet include all the required items?

• Is the fax cover sheet used regularly?