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Fax vs. email

The ultimate comparison of two transmission methods

Researched and verified
Thoroughly prepared

Both have their 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-sensitive, or legally relevant documents, fax is often the better choice.

The decision depends on the recipient and the importance of the document.

Fax and email in direct comparison

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

When fax, when email?

Fax for contract cancellations

For time-sensitive cancellations, the fax transmission report provides recognized proof of delivery.

Fax for authorities

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

Email for everyday use

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 for you? Both have their place, but for different purposes.

This comparison shows when you should choose fax and when email is the better choice.

The strengths of fax

Fax offers several unique advantages that email cannot provide:

  • 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 fax as official proof.
  • Direct transmission: No intermediate storage on third-party servers.

The strengths of email

Email is an integral part of everyday life, and for good reason:

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

Conclusion: both have their place

Email is unbeatable for everyday use. However, when legal reliability, meeting deadlines, or communication with authorities is important, fax is often the better choice.

With online fax services such as FaxMonkey, you can send faxes just as quickly and easily as emails, with the added advantage of a documented proof of delivery.

Frequently asked questions

Does fax have more evidentiary value than email?

Yes, in most cases. The fax transmission report automatically documents successful delivery with a timestamp. An email read receipt can be declined 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 land 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 price is a small expense for the added security and proof of delivery.

When should I use fax instead of email?

Fax is especially recommended for:

  • Time-sensitive 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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