Send a fax without owning a fax machine? What used to be unthinkable is now everyday. Online faxing makes it possible to send documents digitally while still arriving as a classic fax at the recipient. We explain how it works technically and why fax is still relevant today.
Whether you want to send a cancellation to your insurer, forward a signed contract to your lawyer or fax a medical certificate to your employer, with online faxing you can do it in a few minutes without owning a fax machine.
How does online fax work technically?
Online fax combines the advantages of the digital world with proven fax technology. This is how the process works:
- 1. Upload: You upload your document (PDF, image, Word) to our server
- 2. Conversion: The document is converted into the fax format (TIFF)
- 3. Transmission: Our fax server dials the recipient's fax number over the telephone network
- 4. Reception: The recipient's fax machine prints the document, just like a normal fax
For you the process is fully digital, for the recipient a perfectly normal fax comes out of the machine. The technology behind it is complex, operation is very simple.
Online fax vs traditional fax: the differences
Why use online fax instead of buying a classic fax machine? The advantages are compelling:
- No hardware: No fax machine, no paper, no toner, no telephone line
- Location independent: Fax from anywhere, at home, on the go or on holiday
- Available 24/7: Send faxes at any time, even at night or on weekends
- Digital proof: Delivery reports are sent and archived automatically by email
- Cheaper: No purchase costs, no maintenance, you only pay per use
The only difference for the recipient: there is none. The fax comes out of their machine just like a classic fax.
When is fax still required today?
Despite email and digital communication, fax remains standard or even mandatory in many areas:
- Public authorities and offices: Registry offices, tax offices, immigration authorities often prefer fax
- Courts: Documents submitted to meet deadlines are often sent by fax
- Healthcare: Doctors, hospitals and pharmacies often use fax for data protection reasons
- Lawyers and notaries: Signed documents and powers of attorney are sent by fax
- Cancellations: Insurers, gyms, mobile providers, fax is considered reliable proof of delivery
- Banks and financial institutions: Instructions and approvals often require fax transmission
The reason: fax provides a delivery confirmation as evidence that is recognised in court, unlike a simple email.