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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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Thoroughly prepared

Yes, the transmission report is recognized proof

A positive fax transmission report (OK status) is recognized as proof of successful document transmission. It documents date, time, recipient number, and transmission status, all important details for legal purposes.

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

Key points at a glance

Documented transmission

The transmission report contains 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.

Meeting deadlines

The timestamp on 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 time-sensitive cancellations, the transmission report proves timely transmission.

Contract matters

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

Dealing with authorities

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

Legal protection

In case 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

The date and time of transmission are recorded to the second.

Complete information

Recipient number, page count, and transmission duration are captured.

Digital delivery

With FaxMonkey, you receive the transmission report immediately by email.

Tips

  • Save transmission reports for important documents at least as long as the document itself remains relevant.
  • For cancellations, keep the transmission report until the recipient confirms receipt.
  • Organize 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 a successful document transmission.

This guide explains what the 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 includes:

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

The transmission report as evidence

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

This means, 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.

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

  • Time-sensitive cancellations
  • Legal documents
  • Appeals and objections
  • Contract-relevant transmissions

Transmission reports with FaxMonkey

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

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

This way you always have legally reliable proof at 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 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 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 may be legally relevant:

  • Cancellations: Until receipt is confirmed
  • Contracts: For the contract term plus limitation periods
  • Government documents: According to applicable retention requirements

When 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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