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Fax transmission report as evidence

Why the transmission report matters and how to use it correctly

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Yes, the transmission report is recognised evidence

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

Keep transmission reports for important documents carefully, either digitally or printed.

Key points at a glance

Documented transmission

The transmission report includes 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.

Deadline compliance

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

Archivable

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

When the transmission report is especially important

Cancellations

For time bound cancellations, the report proves timely transmission.

Contract matters

For contracts, the report documents the time of transmitting amendments or addenda.

Dealing with authorities

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

Legal protection

In the event of a dispute, the report proves that you transmitted the document successfully.

Your benefits

Automatic creation

The transmission report is generated 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 recorded.

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 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 a confirmation - it is your legal proof of successful transmission of a document.

This guide explains what the report records, how to use it correctly, and why it is indispensable for important documents.

What the transmission report records

A complete fax transmission report includes:

  • Date and time: Second accurate timestamp of the transmission
  • 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 evidence.

The transmission report as evidence

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

This means that if you have a report with an 'OK' status, it is presumed 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.

The fax transmission report is therefore especially important for:

  • Deadline sensitive cancellations
  • Legal documents
  • Appeals and objections
  • Contract related transmissions

Transmission reports 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 gives you legally reliable proof at hand at all times.

Frequently asked questions

What is included in a 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 valid in court?

Yes, the fax transmission report is accepted by courts as evidence. A positive 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 that the fax was transmitted in full 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 may be legally relevant:

  • Cancellations: until confirmation
  • Contracts: for the term of the contract plus limitation periods
  • Official documents: according to 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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