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What is faxing a document, exactly?
To fax a document means to transmit a scanned image of its pages over the telephone network to another fax device, which reproduces the pages at the other end. The sender dials the recipient's fax number like a phone call, and the two machines exchange the document during that call. This faxtofax.ca explainer covers what faxing means in practice, what happens during a transmission step by step, what equipment you need, and how the modern online version removes the hardware.
Get Started NowWhat is to fax: the concept in one paragraph
Fax is short for facsimile, meaning an exact copy. A fax machine scans each page into a black-and-white image, encodes it as audio tones, and sends those tones down an ordinary phone line. The receiving machine decodes the tones and prints or stores the identical page. Because the connection is a direct call between two numbers, a fax is point-to-point: it goes to one destination, not through mail servers or shared storage.
Faxing dates to machines standardised in the 1980s, and the core protocol, called T.30, still governs every fax sent today, including those sent from websites. Typical transmission speed is 14.4 kbps, which works out to roughly 30 to 60 seconds per page.
What happens when you fax a document, step by step
Whether the endpoints are machines or online services, every fax follows the same sequence.
- The sender loads the pages into a machine or uploads a file, and dials or enters the recipient's fax number.
- The receiving device answers the call and the two sides perform a handshake, agreeing on speed and page settings.
- The document transmits page by page as encoded image data, at about half a minute to a minute per page.
- The receiver confirms the final page, the call ends, and the sender gets a confirmation of successful transmission.
What you need to send a fax
Traditionally, faxing required dedicated equipment, though walk-in options have always existed.
- A fax machine or multifunction printer with fax capability, connected to an active phone line.
- The recipient's fax number, including the country or area code for long distance.
- The document itself, either on paper to scan or as a file for an online service.
- Alternatively, a walk-in counter: Staples Canada and many public libraries offer faxing for a small per-page fee, though Canada Post does not.
The modern version: faxing a document online
An online fax service runs the phone-line side for you, so the machine disappears. With FaxToFax.com you sign up with your email and a one-time code, pick a local or toll-free Canadian number, and send from any computer or phone browser by attaching a PDF, JPG or PNG or composing the fax on the page. It reaches real fax machines in over 220 countries, statuses show as Delivered, In progress or Failed, and each delivered fax keeps a time-stamped receipt.
Receiving is equally hardware-free: incoming faxes arrive in an encrypted inbox with an alert, rather than printing out or landing in email. Many Canadian clinics, law offices and government departments still favour fax for exactly this directness, so knowing how to fax remains genuinely useful.
The Personal plan costs 4.99 dollars for the first month and 18.99 dollars per month after that for 200 pages, and you can cancel online whenever you like, which makes it an easy way to handle the occasional form without buying any equipment.
What Is Faxing a Document? A Plain-Language Explainer: questions
What does it mean to fax a document?
It means transmitting a scanned image of the document over the telephone network to another fax device, which reproduces the pages at its end. The sender dials the recipient's fax number and the document transfers during that call.
What is to fax, in simple terms?
To fax is to send an exact copy of a page down a phone line. The word comes from facsimile, meaning a true copy, and the receiving machine prints or stores the identical image.
How long does faxing a document take?
About 30 to 60 seconds per page at the standard 14.4 kbps speed, plus a short handshake at the start of the call. Most everyday documents complete within a few minutes.
Do I need a phone line to fax?
Only if you use a physical machine. An online service such as FaxToFax.com handles the phone-network side on its servers, so you just need a browser and an internet connection.
Is a faxed document a legal copy?
Faxed documents are widely accepted by courts, the CRA and insurers because the transmission produces a confirmation and the copy is exact. A minority of processes still demand original wet-ink signatures, so check the specific requirement.
Where can I fax a document in person in Canada?
Staples Canada stores and many public libraries offer walk-in faxing, typically for about one to two dollars for the first page. Canada Post does not provide fax services.
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