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Fax vs email

The ultimate comparison of two transmission methods

Researched and verified
Expertly compiled

Both have their strengths, depending on the use case

Email is unbeatable for everyday communication. Fax, however, excels in legal reliability, proof of delivery and acceptance by authorities. For important, time-bound 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
Evidential value
Deadline compliance
Acceptance by authorities
Speed
Costs (occasional use)

When fax, when email?

Fax for cancellations

For cancellations with deadlines, the fax transmission report provides recognised proof of delivery.

Fax for public authorities

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

Email for everyday use

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

Email for large files

Extensive files, presentations or archives are better sent by email.

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

In this comparison, we show you when to opt for fax and when email is the better choice.

The strengths of fax

Fax offers several unique advantages that email cannot match:

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

The strengths of email

Email is indispensable in everyday life, and for good reason:

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

Conclusion: both have their place

For everyday use, email is unbeatable. But when legal validity, meeting deadlines or communication with authorities matters, fax is often the better choice.

With online fax services such as 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 evidential 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 issue. Spam filters can block legitimate emails without the sender or recipient noticing. A fax cannot land in spam, it is either delivered or it is not, with an appropriate error message.

Which costs more, fax or email?

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

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

When should I use fax instead of email?

Fax is particularly advisable for:

  • Cancellations with deadlines
  • Legally relevant documents
  • Communication with authorities
  • When proof of delivery is important
  • When the recipient prefers fax

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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