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Fax transmission report as proof

Why the transmission report matters and how to use it correctly

Researched & verified
Thoroughly researched

Yes, the transmission report is recognized as proof

A positive fax transmission report (OK status) is recognized 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 - digitally or printed.

Key takeaways at a glance

Documented transmission

The transmission report contains all key information: date, time, recipient number, page count, and status.

Legal recognition

Courts and government agencies accept the fax transmission report as proof of successful delivery.

Deadline compliance

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

Easy to archive

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

When the transmission report is especially important

Cancellations

For time-sensitive cancellations, the transmission report proves timely submission.

Contract matters

For contracts, the transmission report documents when changes or addenda were sent.

Dealing with government agencies

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

Legal protection

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

Your benefits

Automatic generation

The transmission report is created automatically for every successful transmission - no extra steps required.

Exact timestamp

The date and time of transmission are recorded down 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 transmission report until you receive confirmation from the recipient.
  • Organize 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 transmission report documents, how to use it properly, 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 dialed 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 reliable proof.

The transmission report as evidence

A positive transmission report has important legal significance: it shifts the burden of proof.

That means if you have a transmission report with OK status, it is presumed that the document reached the recipient. The recipient would have to prove that the fax did not arrive - which is very difficult in practice.

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

  • Cancellations with deadlines
  • Legal documents
  • Appeals and objections
  • Contract-relevant transmissions

Transmission reports at FaxMonkey

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

  • Immediate delivery: The report arrives right after transmission.
  • Digital format: Easy to archive and find.
  • All key data: Timestamp, recipient number, status.
  • PDF attachment: The complete report as a PDF document.

This way, you always have legally reliable proof on hand.

Frequently asked questions

What is included in the 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 proof. A positive transmission report supports the presumption that the document reached the recipient. The recipient would have to prove that the fax did not arrive anyway - which is difficult.

What does "OK" mean in the transmission report?

"OK" (or "Successful") means the fax was fully transmitted 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 term plus limitation periods
  • Government documents: according to record-keeping requirements

When in doubt, keep it longer.

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

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