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Fax vs email

The ultimate comparison of two transmission methods

Researched and verified
Expertly prepared

Both have strengths, depending on the use case

Email is unbeatable for everyday communication. Fax, however, excels in legal reliability, 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
Deadline compliance
Acceptance by authorities
Speed
Costs (occasional use)

When to use fax, when to use email

Fax for cancellations

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

Fax for authorities

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

Email for everyday communication

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

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.

In this comparison, we show when you should opt for fax and when email is the better choice.

The strengths of fax

Fax has some unique advantages that email cannot offer:

  • 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 faxes as official proof.
  • Direct transmission: No intermediate storage on external servers.

The strengths of email

Email is indispensable in everyday life, and for good reason:

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

Conclusion: both have their place

Email is unbeatable for everyday use. But when it comes to legal reliability, 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 advantage 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 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 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 page.

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

When should I use fax instead of email?

Fax is particularly recommended for:

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

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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