Why Businesses Are Still Sending Faxes in 2024

Despite what you might have heard, fax machines are far from obsolete. This 160-year-old technology continues to thrive, even in an era dominated by online file sharing and electronic signatures. So, why do businesses still rely on faxing? And is it worth considering for your company? The truth is, online faxing services are revolutionizing the way we think about faxing

Why do businesses still send faxes?

While fax machines hold a significant place in technological history, faxing as a method of file sharing remains relevant today. In fact, for many businesses, faxing is more crucial than ever. There are several compelling reasons why faxing continues to thrive, especially in the business world.

1. Faxing is still reliable because of standard interoperability

The first international technical standards for fax transmissions were established in 1968. These standards have since been updated to speed up fax delivery and enhance image quality. Modern fax machines, as well as other fax-capable systems, adhere to both current and past standards. This means a fax machine in 2024 can communicate seamlessly with one from the 1980s.

2. Faxing is a result of the network effect

The network effect, which helped popularize text messaging and Facebook, also applies to faxing. The more widely a service is used, the more valuable it becomes to its users. Here’s why the network effect still holds true for faxing:

• Tens of millions of fax machines remain connected to phone lines worldwide.
• Most modern business VoIP systems support faxing.
• Faxes can be sent and received via email.

For more information on faxing integrations, check out our roundup of the best business phone systems.

3. Faxing is helpful for conducting international business

While fax usage has decreased in many countries, it remains vital in others. In 2021, the Japanese government had to abandon a plan to eliminate fax machines from government departments, largely due to resistance from the country’s “faxophiles.” Faxing remains essential for the majority of businesses in Japan, so anyone looking to do business there should consider adopting their document-sharing practices.

Similarly, in Germany, a Bitkom survey found that 25% of companies still use faxing “very often.” Although this represents a decline, it highlights the ongoing relevance of faxing in international communication. If you trade internationally, research fax usage in your target countries. If faxing is common there, it’s wise to get on board. Adapting to local business customs can increase your chances of success.

4. Faxing offers a secure connection

Traditional faxing, not conducted over the internet, is a direct form of peer-to-peer communication, connecting one machine directly to another. This is why many healthcare providers and legal firms prefer to send sensitive information via fax, as it’s less vulnerable to interception than email or web traffic. That said, e-faxing is becoming increasingly secure, with many online fax providers offering encryption and even HIPAA compliance.

5. Faxing provides a confirmation receipt when messages are sent

While not as secure as the answerback signals from telex machines, traditional fax machines do provide a receipt confirming that a fax was successfully sent. These receipts include the date, time, and receiving fax number, providing proof of delivery. This can be particularly useful when dealing with late payments or disputes over whether a document was received. Some digital faxing services also offer delivery receipts.

6. Faxing still provides a marketing outlet overseas

Had this article been written 30 years ago, it would have highlighted fax marketing as a current trend. Although it’s now largely replaced by email and SMS marketing, fax marketing remains in use overseas. Some companies still sell databases of fax numbers categorized by industry, location, and company size. Marketing departments use these lists to send unsolicited material to their target audience, typically to generate leads rather than make sales.

7. Faxing is now a unique way to communicate

Fax volumes have decreased significantly, even in countries where unsolicited fax marketing is still permitted. Companies now might receive only one or two faxes a month, compared to 10 to 20 per week two decades ago. This rarity can be an advantage. Faxes are often noticed precisely because they’re so uncommon today. In fact, consumer forums sometimes recommend faxing a complaint instead of emailing it, as it might elicit a quicker response.

Similar to postal mail, while direct mail marketing has declined in the U.S. over the past two decades, response rates to mailing campaigns have risen. The scarcity of a communication method can add value, making faxing a strategy that can help your business stand out.

What are the best online fax services?

In today’s world, you no longer need a physical fax machine to send and receive faxes. Instead, you can take advantage of various online fax services that handle everything digitally. Incoming faxes are delivered as email attachments, and you can send faxes in a similar way. These services even provide you with a dedicated fax number, eliminating the need to install an additional landline.

Some of the best online fax services for small businesses include:

• eFax: Starting at $15 per month for 500 pages in the first month, eFax’s rate increases to $49.99 per month. Opting for an annual plan reduces the cost to $41.66 per month, offering a 17% discount.
• MetroFax: MetroFax offers three different packages, starting with the Essential plan at $11.95 for 550 pages per month. They also provide a 17% discount for annual billing.
• SRFax: SRFax’s pricing begins at $11.45 per month for 200 pages. They also offer HIPAA-compliant fax plans for healthcare practitioners and a 15% discount for annual billing.
• RingCentral: RingCentral provides a 14-day free trial, with plans starting at $27.99 per month, which includes an impressive 3,000 pages of faxes.
• mFax: mFax offers a 14-day free trial, with packages starting at $75 per month for 800 pages.
• FaxBetter: With rates starting at $5.95 per month, FaxBetter also has a free service that allows for 50 incoming faxes per month but does not support outgoing faxes.

Does your business still need fax services?

Whether your organization still needs fax services depends largely on your industry and operations.

Your business might still benefit from fax services if:

• It requires physical signatures, which is common with legal documents and contracts.
• It operates within the healthcare, pharmaceutical, or insurance industries.
• It conducts business internationally, as faxing remains prevalent in certain parts of the world.

On the other hand, your business might not need fax services if:

• It operates in a fully digital environment.
• It collaborates with clients or partners who also operate digitally.
• It can legally accept digital or electronic signatures.

Online fax services offer an affordable communication option for businesses. By using an online fax service provider, you can avoid the costs of installing an extra phone line or maintaining a fax machine. While faxing may no longer be business-critical, accommodating a key customer who prefers this method can be beneficial. If your budget allows, maintaining fax capabilities in 2024 could still offer valuable applications for your business.