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Fax transmission report as proof

Why the transmission report is so important and how to use it correctly

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Yes, the transmission report is recognised as proof

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

Keep transmission reports for important documents carefully - digital 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 of the transmission report serves as evidence of timely transmission.

Archivable

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

When the transmission report is especially important

Cancellations

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

Contract matters

For contracts, the transmission report records the time of sending amendments or addenda.

Dealings with 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 proves that you transmitted the document successfully.

Your benefits

Automatic creation

The transmission report is created automatically for every successful transmission - you do not need to do anything extra.

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 cancellations: keep the transmission report until the recipient's confirmation is received.
  • 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.

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: 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 an important legal effect: it shifts the burden of proof.

This means: if you have a 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.

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

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

Transmission report with FaxMonkey

With FaxMonkey, you automatically receive a transmission report by email after every fax you send:

  • Immediate delivery: The report arrives immediately 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 at hand.

Frequently asked questions

What is included in the fax transmission report?

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 creates the presumption 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 that the fax was transmitted in full to the recipient 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:

  • Cancellations: until confirmation
  • Contracts: for the contract period plus limitation periods
  • Official documents: according to retention requirements

When in doubt, keep it longer.

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

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