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Fax transmission report as proof

Why the transmission report matters and how to use it correctly

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Expertly compiled

Yes, the transmission report is recognised as proof

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

Keep transmission reports for important documents carefully - digitally or printed.

Key points at a glance

Documented transmission

The transmission report contains all key information: date, time, recipient number, number of pages 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.

Easy to archive

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

When the transmission report is especially important

Terminations

For time-bound terminations, the transmission report proves timely submission.

Contract matters

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

Dealings with authorities

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

Legal protection

In case of 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

Date and time of transmission are recorded to the second.

Complete information

Recipient number, number of pages and transmission duration are captured.

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 terminations, keep the transmission report until the recipient confirms receipt.
  • 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 the successful transmission of a document.

In this guide, you will learn what the transmission report documents, how to use it correctly and why it is indispensable for important documents.

What the transmission report documents

A complete fax transmission report contains:

  • Date and time: Timestamp of transmission accurate to the second
  • Recipient number: The dialled fax number
  • Number of pages: How many pages were transmitted
  • Transmission duration: How long the transmission took
  • Status: Successful (OK) or Failed (Error)

Together, these details provide legally robust proof.

The transmission report as evidence

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

This means, if you have a transmission report with "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.

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

  • Terminations 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 complete report as a PDF document.

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

Frequently asked questions

What does the fax transmission report contain?

A typical transmission report contains:

  • 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 transmission report supports the assumption 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 the fax was transmitted completely 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:

  • Terminations: Until confirmation
  • Contracts: For the contract term plus limitation periods
  • Documents for authorities: As per 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 qualified expert.

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