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Fax vs email

The ultimate comparison of two transmission methods

Researched & verified
Thoroughly compiled

Both have their strengths - depending on the use case

Email is exceptionally convenient for everyday communication. Fax, however, excels in legal certainty, proof of delivery and acceptance by authorities. For important, time-sensitive or legally relevant documents, fax is often the better choice.

The right 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 fax as an official communication channel, email often 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.

In this comparison we show you when to choose fax and when email is the better option.

The strengths of fax

Fax offers some unique advantages that email cannot match:

  • Automatic proof of delivery: The transmission report records 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 temporary storage on third-party servers.

The strengths of email

Email is indispensable in everyday life, for good reason:

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

Conclusion: both have their place

For everyday use, email is exceptionally practical. But when it comes to legal certainty, meeting deadlines or communication with authorities, fax is often the better choice.

With online fax services like FaxMonkey you can send faxes as quickly and easily as emails, with the added benefit 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 the spam folder.

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 issue. 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 an error message in the latter case.

Which costs more - fax or email?

Email is free if you already have an email account. Online fax at FaxMonkey costs 1,00 € for the first page and 0,25 € for each additional page.

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

When should I use fax instead of email?

Fax is particularly advisable 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 purposes and does not replace individual legal or professional advice. For specific questions, please consult a qualified expert.

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