FaxMonkey
Send fax

Legal

Fax transmission report as proof

Why the transmission report matters and how to use it correctly

Researched & verified
Thoroughly compiled

Yes, the transmission report is recognised proof

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

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

The most important points at a glance

Documented transmission

The transmission report contains all important 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 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-bound cancellations, the transmission report proves timely delivery.

Contract matters

For contracts, the transmission report records the time of sending amendments or addenda.

Dealings with authorities

For applications, appeals or objections, the transmission report is your evidence of on-time submission.

Legal protection

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

Your benefits

Automatic creation

A transmission report is created automatically for every successful fax, you do not need to do anything extra.

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

  • Keep 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.
  • 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 transmission 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 these details form legally robust proof.

The transmission report as evidence

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

This means, if you have a report with OK status, it is assumed 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:

  • Deadline-bound cancellations
  • Legal documents
  • Appeals and objections
  • Contract-relevant transmissions

Transmission report 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 again.
  • All key data: 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 does the fax transmission report include?

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 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 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 could be legally relevant:

  • Cancellations: Until confirmation
  • Contracts: For the contract term plus limitation periods
  • Official documents: According to retention requirements

If in doubt, keep it longer.

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

Ready to fax?

Send your first fax now - fast, secure and affordable.

1 € first page · 0,25 € each additional

Send fax now