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Fax transmission report as evidence

Why the transmission report matters and how to use it correctly

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Expertly compiled

Yes, the transmission report is accepted proof

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

Keep transmission reports for important documents safely, either digitally or printed.

Key points at a glance

Documented transmission

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

Legal recognition

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

Meeting deadlines

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

Suitable for archiving

With online fax you receive the transmission report digitally by email, making it easy to archive.

When the transmission report is especially important

Cancellations

For cancellations with deadlines, the transmission report proves timely delivery.

Contract matters

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

Dealing with public authorities

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

Legal protection

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

Your benefits

Automatic creation

The transmission report is generated 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

  • Store 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.
  • Organise your transmission reports in a dedicated folder for quick access.

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

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

What the transmission report records

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, these details form legally robust evidence.

The transmission report as evidence

A positive transmission report has important legal implications, it shifts the burden of proof.

This means that if you have a report with an OK status, it is assumed 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.

The fax transmission report is therefore especially important for:

  • Deadline-sensitive cancellations
  • Legal documents
  • Objections and appeals
  • Contract-relevant transmissions

Transmission report 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 important data: Timestamp, recipient number, status.
  • PDF attachment: The full report as a PDF document.

This ensures you always have legally reliable proof to hand.

Frequently asked questions

What does a fax transmission report include?

A typical transmission report includes:

  • Date and time of transmission
  • Recipient fax number
  • Number of pages transmitted
  • Transmission duration
  • Status (OK = successful, Error = unsuccessful)

Is the transmission report valid in court?

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

What does 'OK' mean in the transmission report?

'OK' or 'Successful' means that the fax was fully transmitted 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 might be legally relevant:

  • Cancellations: until confirmation
  • Contracts: for the contract term plus limitation periods
  • Documents for authorities: according to retention requirements

If in doubt, keep it longer.

This article is for general information only and does not replace individual legal or professional advice. For specific questions, please consult a specialist.

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