Proof that your fax arrived: reports, receipts and archiving

"I sent it on Tuesday." "We never got it." Anyone who has faxed an important document has had that conversation, or dreaded it. The way out is not a better argument but a better record. This article explains the difference between a fax that was sent and one that was delivered, what you can reasonably keep as evidence, and how to store it.

A word of caution first. A receipt is a technical record. It documents what happened on the line. It is not a legal guarantee, and whether any document counts as evidence in a given dispute or procedure depends on the rules that apply to you. If something carries real legal weight, ask the body concerned, or a qualified adviser, what they accept.

Sent, transmitted, delivered: three different things

Sent means your request left. You pressed the button, the system accepted the job. Nothing is known yet about the other end.

Transmitted means a call was made and pages travelled over it. The two machines talked to each other and the data crossed.

Delivered means the receiving machine acknowledged the pages. In fax signalling, the receiver confirms what it has taken in, which is why a fax has always carried more certainty than an e-mail whose fate is unknown after it leaves your outbox.

Even delivery has limits. It tells you the receiving equipment accepted the pages. It does not tell you that they were printed in a legible state, that the right person picked them up, or that anyone read them.

What the CaptainFax tracking page shows

After you confirm by e-mail and the countdown ends, a live tracking page follows the fax as it is dialled and transmitted, then displays the outcome. For a casual send, that is often all you need: you watched it happen. Take a screenshot if you want a quick personal note.

What the optional PDF receipts are

If you want something more durable than a screenshot, you can add receipts for €2.99. They come as PDFs by e-mail:

• A receipt for the request: a record that you asked for a fax to be sent, with the details of the job.
• A transmission receipt: a record of the outcome of the transmission.

You pay only when the fax is delivered, so a failed attempt costs you nothing for the receipts. The details of what they show, and how to read them, are on the delivery proof page. For a plain picture of how the sending side works, see the under the hood page.

What a useful record contains

Whatever you keep, whether it comes from CaptainFax, a machine in your office or anywhere else, it is worth less if it lacks these items. Look for:

1. The date and time of the transmission.
2. The destination number, matching the one you intended.
3. The number of pages, matching your document.
4. The outcome, stated clearly as successful or not.
5. A reference linking the record to your file.

If the page count does not match your document, or the number is not the one you meant, that is a warning, not a proof.

How to archive in five minutes

1. Name the files consistently. For example: 2026-11-10_lease-3B_fax-receipt.pdf. Date first, so the folder sorts itself.
2. Keep a copy of exactly what you sent. The receipt says four pages went; your copy shows which four. Save the final PDF, cover sheet included.
3. Store them together. One folder per case, with the sent document, the receipts and any reply side by side.
4. Back up. A receipt on a single laptop is a receipt waiting to disappear.
5. Note the follow-up. If you phoned or e-mailed to confirm, add a short line: who, when, what was said.
6. Mind retention. Keep records as long as your obligations require, and no longer than necessary where personal data is involved. Our trust page explains how CaptainFax treats files on its side.

When delivery is critical

Some documents are worth a belt-and-braces approach.

• Add a cover sheet bearing the recipient's name and your contact details; the cover sheet tool makes one quickly, and our cover sheet article explains what to include.
• Phone ahead so someone expects the pages.
• Ask for a reply by e-mail or phone that mentions the date and page count.
• If a procedure requires the signed original, post it, and treat the fax as the fast copy.
• If a send fails, check the number against the number checker and the destination's opening hours before trying again.

FAQ

Is a delivery receipt legal proof?

It is a technical record of what happened on the line. Whether it carries weight in a particular procedure is for the organisation or authority concerned to say, so ask them rather than assume.

What if the recipient says they never received it?

Show them the receipt with the date, time and number of pages, and ask them to check their machine's tray and memory. Then offer to resend. Sorting out a mix-up politely is faster than disputing it.

How much do the receipts cost?

€2.99, charged only if the fax is delivered. Sending itself is free for one page and €3.99 flat from two pages. See the rates page.