Showing a fax got through: reports, receipts, records

"I sent it Tuesday." "We never got it." Anyone who has faxed something important overseas has had that conversation, or dreaded it. The way out isn't a better argument; it's a better record. This article explains the difference between a fax that was sent and one that was delivered, what you can reasonably keep, and how to store it.

First, a caution. A receipt is a technical record of 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 office involved, or a qualified attorney, what they accept.

Sent, transmitted, delivered: three different things

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

Transmitted means a call was made and pages traveled over it. The two machines talked and the data crossed.

Delivered means the receiving machine acknowledged the pages. In fax signaling, the receiver confirms what it has taken in, which is why fax has long offered more certainty than an e-mail whose fate is unknown once it leaves your outbox.

Even delivery has limits. It tells you the receiving equipment accepted the pages. It doesn't tell you they printed legibly, 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 while it is dialed and transmitted, then shows the outcome. For a casual send, that is often enough: you watched it happen. A screenshot makes a quick personal note.

What the optional PDF receipts are

For something sturdier than a screenshot, add receipts for €2.99. They arrive as PDFs by e-mail:

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

You pay only when the fax is delivered, so a failed attempt never costs you the receipts. Details sit on the delivery proof page, while the under the hood page explains how the sending side works.

What a useful record contains

Whether it comes from CaptainFax, an office machine or anywhere else, a record is worth less if it lacks these:

1. The date and time of the transmission. For an overseas fax, note which time zone the record uses.
2. The destination number, matching the one you intended.
3. The number of pages, matching your document.
4. The outcome, clearly successful or not.
5. A reference tying the record to your file.

If the page count doesn't match your document, or the number isn't the one you meant, treat it as a warning, not as proof.

How to archive in five minutes

1. Name files consistently. For example: 2026-11-10_lease-3B_fax-receipt.pdf. Year 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 everything together. One folder per case: the sent document, the receipts and any reply.
4. Back up. A receipt on one laptop is a receipt waiting to vanish. Use your usual cloud or external drive.
5. Log the follow-up. If you phoned or e-mailed to confirm, add a line: who, when, what was said.
6. Mind retention. Keep records as long as your obligations require, and no longer than needed where personal data is involved. The trust page explains how CaptainFax treats files.

When delivery is critical

• Add a cover sheet naming the recipient and giving your contact details, including +1 on your phone number. The cover sheet tool builds one quickly, and our cover sheet article covers what belongs on it.
• Phone ahead, allowing for the time difference. Paris runs six hours ahead of New York for most of the year.
• Request a reply by e-mail or phone that cites the date and page count.
• When a procedure demands the signed original, mail it and treat the fax as the quick copy.
• If a send fails, verify the number with the number checker and the destination's office hours before you retry.

FAQ

Is a delivery receipt legal proof?

It's a technical record of what happened on the line. Whether it carries weight in a particular procedure is for the organization or authority involved to say, so ask them instead of assuming.

What if the recipient says they never got it?

Show them the receipt with date, time and page count, and ask them to check the tray and the machine's memory. Then offer to resend. Straightening 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 is free for one page and a flat €3.99 from two pages. See the rates page.