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Fax transmission report as proof

Why the transmission report matters and how to use it correctly

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Thoroughly prepared

Yes, the transmission report is recognised proof

A positive fax transmission report (OK status) is accepted as proof of successful transmission of a document. It records date, time, recipient number, and transmission status, all important 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, page count, and status.

Legal recognition

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

Meeting deadlines

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

Archivable

With online fax you receive the report digitally by email, easy to file.

When the transmission report is especially important

Terminations

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

Contract matters

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

Dealings with authorities

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

Legal protection

In case of dispute, the report shows that you transmitted the document successfully.

Your benefits

Automatic creation

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, page count, 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 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 just a confirmation, it is your legal proof of successful transmission of a document.

This guide explains what the 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 includes:

  • Date and time: Timestamp to the second
  • 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, this information forms legally robust proof.

The transmission report as evidence

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

This means that if you have a report with an 'OK' status, it is assumed the document reached the recipient. The recipient would have to prove that the fax still did not arrive, which in practice is very difficult.

The fax transmission report is therefore especially important for:

  • Terminations with deadlines
  • Legal documents
  • Objections and appeals
  • Contract-relevant transmissions

Transmission reports at FaxMonkey

With FaxMonkey you automatically receive a transmission report by email after each fax is sent:

  • 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 full report as a PDF document.

This ensures you always have legally reliable proof to hand.

Frequently asked questions

What is included in the fax transmission report?

A typical transmission report includes:

  • Date and time of transmission
  • Recipient fax number
  • Number of pages transmitted
  • Transmission duration
  • Status (OK = successful, Error = not successful)

Is the transmission report admissible in court?

Yes, the fax transmission report is accepted by courts as proof. A positive report creates a presumption that the document reached the recipient. The recipient would have to prove that it still did not arrive, which is difficult.

What does 'OK' mean in the report?

'OK' (or 'Successful') means that the fax was fully transmitted to the recipient's device. The recipient device confirmed receipt. This is the best possible proof of successful delivery.

How long should I keep the transmission report?

Keep the 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: according to retention obligations

If in doubt, keep it longer.

This article provides general information and does not constitute legal or professional advice. For specific questions, please consult a qualified expert.

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