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Fax transmission report as proof

Why the transmission report matters and how to use it properly

Researched & verified
Thoroughly compiled

Yes, the transmission report is recognized proof

A positive fax transmission report (OK status) is recognized as proof of successful transmission of a document. It records the date, time, recipient number, and transmission status - important information for legal purposes.

Keep transmission reports for important documents in a safe place, digitally or printed.

Key points at a glance

Documented transmission

The transmission report includes all key information: date, time, recipient number, page count, and status.

Legal recognition

Courts and government agencies accept the fax transmission report as proof of successful delivery.

Meeting deadlines

The timestamp on the transmission report serves as evidence of timely transmission.

Archivable

With online fax, you receive the transmission report by email, which is easy to archive.

When the transmission report is especially important

Cancellations

For time-sensitive cancellations, the transmission report proves timely delivery.

Contract matters

For contracts, the transmission report documents when changes or addenda were sent.

Communications with government agencies

For applications, appeals, or objections, the transmission report is your proof of timely filing.

Legal protection

In the event of a dispute, the transmission report proves that you transmitted the document successfully.

Your benefits

Automatic generation

The transmission report is created automatically for every successful transmission, no extra steps required.

Exact timestamp

The date and time of transmission are recorded to the second.

Complete information

Recipient number, page count, and transmission duration are recorded.

Digital delivery

With FaxMonkey, you receive the transmission report immediately by email.

Tips

  • Save transmission reports for important documents at least as long as the document itself remains relevant.
  • For cancellations: keep the transmission report until you receive confirmation from the recipient.
  • Organize your transmission reports in a dedicated folder for quick access.

The fax transmission report is more than just a confirmation, it is your legal proof of successful transmission of a document.

This guide explains what the report documents, how to use it properly, and why it is indispensable for important documents.

What the transmission report documents

A complete fax transmission report includes:

  • Date and time: Second-accurate timestamp of the transmission
  • Recipient number: The dialled fax number
  • Page count: Number of pages transmitted
  • Transmission duration: How long the transmission took
  • Status: Successful (OK) or failed (Error)

Together, this information forms legally reliable proof.

The transmission report as evidence

A positive transmission report has important legal significance: it reverses the burden of proof.

This means that if you have a report with OK status, it is presumed that the document reached the recipient. The recipient would have to prove that the fax still did not arrive, which is very difficult in practice.

This is why the fax transmission report is especially important for:

  • Cancellations with deadlines
  • Legal documents
  • Appeals and objections
  • Contract-relevant transmissions

Transmission reports at FaxMonkey

With FaxMonkey, you automatically receive a transmission report by email after every fax you send:

  • Immediate delivery: The report arrives right after transmission.
  • Digital format: Easy to archive and find again.
  • All key data: Timestamp, recipient number, status.
  • PDF attachment: The full report as a PDF document.

This way, you always have legally reliable proof at hand.

Frequently asked questions

What is included in a fax transmission report?

A typical transmission report includes:

  • Date and time of transmission
  • Recipient fax number
  • Number of pages transmitted
  • Transmission duration
  • Status (OK = successful, Error = not successful)

Is the transmission report valid in court?

Yes, the fax transmission report is accepted by courts as proof. A positive report creates the presumption that the document reached the recipient. The recipient would have to prove that the fax still did not arrive, which is difficult.

What does 'OK' mean in the transmission report?

'OK' (or 'Successful') means that the fax was transmitted in full to the recipient's fax machine. The recipient device confirmed receipt. This is the best possible proof of successful delivery.

How long should I keep the transmission report?

Keep the transmission report at least as long as the document could be legally relevant:

  • Cancellations: until confirmation
  • Contracts: for the duration of the contract plus limitation periods
  • Government documents: according to applicable retention requirements

When in doubt, keep it longer.

This article provides general information and does not replace individual legal or professional advice. For specific questions, please consult a qualified expert.

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