Write a letter-format incident report (who, what, where, when, how) that you will be faxing (505-827-3806) addressed to the following:
Ms. Jessica Rodrigues, State Engineer
Interstate Stream Commission
Water Use and Conservation Bureau
P. O. Box 25102
Santa Fe, NM 87504-5102
Tell Ms. Rodrigues that the zip disk has accidentally been destroyed and ask for a replacement. It’s the third zip drive in a series entitled “Water Levels, Upper Rio Grande Valley.” The first two disks have ID tags with the numbers URGV3301 and URGV3302. You need to find a polite way to ask her to send the replacement disk quickly so that you can continue converting the data. Keep your description of the incident short—you don’t want to bury your request for a speedy replacement of the zip drive.
Here is a template for a fax cover page: Fax Cover Sheet Template
The cover sheet precedes the letter (formatted as a formal business letter) into the fax machine. (Healthcare organizations in particular still send a lot of faxes, so I want you to practice the format).