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Fax vs email

The ultimate comparison of two transmission methods

Researched and verified
Thoroughly prepared

Both have strengths, depending on the use case

Email is unbeatable for everyday communication. Fax, however, excels in legal certainty, 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
Meeting deadlines
Acceptance by authorities
Speed
Costs (occasional use)

When to use fax, when to use email

Fax for terminations

For time-bound terminations, the fax transmission report provides recognised proof of delivery.

Fax for authorities

Many authorities accept fax as an official communication channel, email often is not.

Email for everyday use

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

Email for large files

Large files, presentations, or archives are easier to send by email.

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

This comparison shows when you should opt for fax and when email is the better choice.

The strengths of fax

Fax offers some unique advantages that email cannot provide:

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

The strengths of email

Email is indispensable in everyday life, for good reason:

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

Conclusion: both have their place

For everyday use, email is unbeatable. But when it comes to legal certainty, meeting deadlines, or communication with authorities, fax is often the better choice.

With online fax services like FaxMonkey you can send faxes as quickly and easily as emails, with the added benefit of documented proof of delivery.

Frequently asked questions

Does fax have greater 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 spam folders.

In legal disputes, a fax transmission report is therefore often given greater weight.

Can an email end up in a spam folder?

Yes, that is a common problem. Spam filters can block legitimate emails without the sender or recipient noticing. A fax cannot end up in spam, it is either delivered or not, with an appropriate error message.

Which costs more, fax or email?

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

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

When should I use fax instead of email?

Fax is particularly advisable for:

  • Time-bound terminations
  • Legally relevant documents
  • Communication with authorities
  • When proof of delivery matters
  • When the recipient prefers fax

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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