For multi-page faxes, transmission time increases proportionally. For example, a 10-page document will take 5 minutes to fax at 30 seconds per page.
You won’t need to sit around waiting for a manual delivery confirmation as most modern fax machines will automatically generate a report or email stating that the document was sent successfully.
If you’re using an online fax service, you’ll also receive an email confirmation, but sending a fax takes about the same amount of time as it does with a traditional analog fax machine.
In this guide, we’ll cover the fax process so you understand what’s going on after you send — if you’re not getting confirmation or the fax isn’t going through, I’ll also walk you through some basic fax troubleshooting. I will go
Breaking down how long a fax takes
Sending faxes takes time because they rely on the Public Switched Telephone Network (PSTN), the same system used for traditional voice calls. The process of converting a fax document into analog signals that can be sent over a phone line is the most time-consuming process—the signal itself is transmitted almost instantaneously.
When you send a fax, your machine converts the document into audio tones that travel over the phone line. Each page is moved line by line to ensure accuracy, which takes time — typically 15-30 seconds per page. This process is affected by the speed of the fax modem and the quality of the connection. Poor line quality can lead to errors, requiring retransmissions that increase overall time.
See: Learn about Fax modems and more efficient alternatives.
Let’s take a closer look at this process.
How does a fax work?
Here are five general steps most faxes take to get from point A to point B:
- First, a document is scanned into the system by the machine. This scan is then converted into a digital format. (Takes a few seconds to a few minutes).
- The digital information is then translated back into audio tones (beeps and tones) and sent over the phone line. (Happens almost instantly).
- Audio signals are sent over the phone line and received by the recipient’s fax machine. (On average, takes one minute).
- The receiving machine analyzes and decodes the audio tones, translating them back into digital data. (Happens almost instantly).
- The fax machine then prints the document as instructed by the digital data (taking about a minute or two).
The third step, where the signal is sent from one physical destination to another, is usually the longest part of the faxing process. With modern equipment and good sense How to use a fax machinemost other steps will only take a few seconds.
What if I’m using an online fax service?
When you send a document with a Online Fax Servicethe document is digitally transferred to the service’s server, which is then connected to the PSTN. From there, the fax is routed through phone lines to the recipient’s machine just like a traditional fax.
That’s why, using an online service, you don’t need a landline to send a fax — the vendor manages all the back-end infrastructure connected to the analog phone lines.
But don’t expect online faxing to be instant. Uploading, converting and transferring documents to a fax service is faster over the Internet. However, the final delivery speed is still limited by the recipient’s machine and connection. The advantage of online faxing is its efficiency and convenience, not its speed.
Why does it take so long to send a fax?
Have you noticed that your fax machine is not working as fast as you would like? There could be several reasons for this:
Age and quality of the machine
Older fax machines may not have the same processing power as newer models, which can slow down the scanning and encoding process. Additionally, if the machine is in poor condition or not properly maintained, it can cause further delays.
Here are some common aging-related problems that can slow down a fax machine:
- Breakdown of mechanical parts.
- Outdated technology and software that cannot send faxes efficiently.
- Dust and dirt that gets stuck in the machine and reduces its functionality.
- Compatibility issues with computers, phones and other fax machines.
Not only can an old and poor-quality fax machine slow things down, it can also result in lower-quality faxes and more errors.
Document complexity
Documents with many fine details, a group of images, or a complex layout will take longer to scan and transfer than simple text documents. This is because the fax machine takes time to convert all the details into a digital format that can be sent over the phone line.
This requires more data, and as a result, will take longer.
If you are, it can be. Faxing a check or any other type of detailed document that must be sent at high resolution, or in color.
Your phone line quality
If your phone line has voice quality problems, it can affect the speed at which your faxes are sent and received. This is because the audio tones used in fax transmission cannot be decoded correctly if there is interference or noise on the line.
Just as low line quality will cause dropped calls, an unstable connection can cause faxes to take longer or fail altogether.
Internet connection for online fax services
gave Best business phone services And UCaaS solution Often offer faxing capabilities. But sometimes the quality of your Internet connection can affect how quickly a document can be transferred. If you are using an online fax service but are in an area with unstable or slow internet, you may experience delays.
You may also experience slowdowns if your service provider is experiencing server issues, such as maintenance or heavy traffic.
How to confirm receipt of a fax
When you send a fax, you’ll likely receive a confirmation page. This is usually the default setting, so you don’t need to adjust any settings to get authentication. But in case it doesn’t appear, you can access the settings on your fax machine to make sure you receive one.
A fax confirmation page will usually share the following details:
- Date and time the fax was received.
- How many pages were transferred successfully?
- Any error messages that may be encountered during transmission.
In some cases, the confirmation page may not be generated due to paper jams or other problems with the receiving machine. If this happens, it’s best to contact the recipient directly to confirm whether they received your fax.
What about fax logs?
Fax logs keep track of all your fax communications. This historical record is useful for those who want to review their sent and received messages, need an official verification report, or troubleshoot a problem with the fax machine.
Traditional fax services store fax logs in your machine’s memory, while online fax services have a digital log that can be accessed from anywhere. Your fax machine’s manual or your fax service’s online knowledge base will be able to specifically instruct you on how to access your fax logs.
Modern technology has also opened up a few different ways to track your faxes:
- Through email notifications.
- With real-time tracking.
- in your online fax folder.
- With regularly submitted delivery reports (daily, weekly, or monthly).
And when in doubt, you can contact the manufacturer or customer service team for specific help with your fax logs.
Quick troubleshooting tips
It can be frustrating when your fax machine or fax service doesn’t work as expected. Here are some helpful tips for solving common fax problems:
I’m getting a busy signal or no response.
Sometimes, the receiving machine may be busy or temporarily unavailable. This is usually because the line is not open or they are already receiving another fax. Wait about 5 minutes and try submitting the document again. If that doesn’t work, wait an hour.
If the problem persists, contact the recipient, verify their fax number, and check with them to make sure their machine is working.
My fax machine is giving me an error message.
Error messages can mean many things. This may indicate paper jams, connection problems, low ink levels, or a busy signal. When you receive an error message, it may come with an error code. This is a series of numbers or letters that can provide insight into why an error occurred.
Find the error code in your fax machine’s manual, or look it up online. Then, read on and take the specific recommended steps to fix the problem.
It came up with blurry or missing text/images
This problem is usually caused by one of two factors. You may be using a poor quality document that is difficult to scan, which happens when a document is copied many times or damaged.
If you are using a high-quality document, the problem may be with the machine itself. Some factors that can affect the quality of your faxes include ink levels, phone line quality, and the condition of your machine.
Check your ink levels and replace them if necessary. Make sure there are no problems with your phone line, such as noise or interference. And make sure your machine is properly maintained. Clean it regularly and service it when needed.