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Fax vs. email

The ultimate comparison of two transmission methods

Researched & verified
Thoroughly compiled

Both have strengths, depending on the use case

Email is unbeatable for everyday communication. Fax, however, excels in legal certainty, proof of delivery, and acceptance by government agencies. For important, time-sensitive, or legally relevant documents, fax is often the better choice.

The choice depends on the recipient and the importance of the document.

Fax and email compared directly

Criterion Fax Email
Proof of delivery
Evidentiary value
Meeting deadlines
Acceptance by government agencies
Speed
Costs (occasional use)

When to use fax, when to use email

Fax for cancellations

For time-sensitive cancellations, the fax transmission report provides recognized proof of delivery.

Fax for government agencies

Many government agencies accept faxes as an official communication channel, emails often do not.

Email for everyday communication

For normal business correspondence and internal communication, email is more convenient.

Email for large files

Large files, presentations, or archives are easier to send by email.

Fax or email - which delivery method is right? Both have their place, but for different purposes.

In this comparison, we show you when to choose fax and when email is the better option.

The strengths of fax

Fax has several unique advantages that email cannot offer:

  • Automatic proof of delivery: The transmission report documents successful delivery.
  • No spam filters: A fax cannot be blocked by mistake.
  • Higher acceptance: Government agencies and businesses often accept faxes as official proof.
  • Direct transmission: No temporary storage on third-party servers.

The strengths of email

Email is indispensable for everyday use, and for good reason:

  • Free: No per-message costs.
  • Large attachments: Files up to several GB are possible.
  • Archiving: Emails remain in your mailbox permanently.
  • Reply function: Easy conversations are possible.

Conclusion: both have their place

For everyday use, email is highly convenient. But when it comes to legal certainty, meeting deadlines, or communications with government agencies, fax is often the better choice.

With online fax services like FaxMonkey, you can send faxes just as quickly and easily as emails, with the added benefit of documented proof of delivery.

Frequently asked questions

Does fax have more evidentiary value than email?

Yes, in most cases. The fax transmission report automatically records successful transmission with a timestamp. An email read receipt can be refused by the recipient, and emails can end up in the spam folder.

In legal disputes, a fax transmission report is therefore often given greater weight.

Can an email end up in the spam folder?

Yes, that is a common problem. Spam filters can block legitimate emails without the sender or recipient noticing. A fax cannot "end up in spam" - it is either delivered or not, with an appropriate error message.

Which costs more - fax or email?

Email is free if you already have an email account. Online fax costs 1,00 € at FaxMonkey for the first page and 0,25 € for each additional page.

For occasional important documents, this price is a small expense for the added security and proof of delivery.

When should I use fax instead of email?

Fax is particularly recommended for:

  • Time-sensitive cancellations
  • Legally relevant documents
  • Communication with government agencies
  • When proof of delivery is important
  • When the recipient prefers fax

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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