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1. Start by addressing the recipient correctly. Include their full name, job title (if applicable), and company name. If you are uncertain about any of this information, do some research or contact the recipient directly to ensure accuracy.
2. Write your own name, complete address, and contact information at the top left corner of the mail or fax form. This will allow the recipient to easily identify you and respond if needed.
3. Include the date of sending the mail or fax. This is important for record-keeping purposes.
4. Begin the body of the mail or fax with a proper salutation. Depending on your relationship with the recipient, use either "Dear [Recipient's Name]," or "To whom it may concern,".
5. Clearly state the purpose of your communication in a concise and straightforward manner. Use paragraphs to separate different points you are discussing.
6. Provide any necessary details or supporting information related to your purpose. Use bullet points or numbered lists if appropriate, to make the content easier to read and understand.
7. End the communication with a polite conclusion, such as "Thank you for your attention to this matter." or "I look forward to hearing from you soon.". If applicable, include your name and contact information again at the end.
8. Before sending the mail or fax, proofread it thoroughly to ensure there are no grammatical or formatting errors.

Who needs mail or fax to:

1. Individuals or companies who need to send official documents or correspondence that require a written record.
2. Businesses or organizations that are required to maintain physical copies of documents for legal or regulatory purposes.
3. Individuals or companies who are not technologically equipped or prefer traditional methods of communication for various reasons, such as security concerns or personal preferences.

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