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Fax vs email

The ultimate comparison of two transmission methods

Researched and verified
Expertly prepared

Both have their strengths - depending on the use case

Email is extremely convenient for everyday communication. Fax, however, shines in legal enforceability, proof of delivery and acceptance by authorities. For important, time-sensitive 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 in direct comparison

Criterion Fax Email
Proof of delivery
Evidential value
Deadline compliance
Acceptance by authorities
Speed
Cost (occasional use)

When to use fax, when to use email

Fax for cancellations

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

Fax for authorities

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

Email for everyday use

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

Email for large files

Extensive files, presentations or archives are easier to send 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 choose fax and when email is the better option.

The strengths of fax

Fax has some unique advantages that email cannot offer:

  • Automatic proof of delivery: The transmission report documents successful transmission.
  • No spam filters: A fax cannot be blocked by mistake.
  • Higher 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 - for good reason:

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

Conclusion: both have their place

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

With online fax services like 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 documents 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 rated more highly.

Can an email end up in the 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 a corresponding 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 one.

For occasional important documents, this price is a small expense for the extra 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 and does not replace individual legal or professional advice. For specific questions please consult a qualified expert.

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