Fax Software: 5 Tips for Effective Faxing

While faxing may seem like it is quickly becoming obsolete, it remains fundamental to corporate communication and serves to supplement – not precede – email. Faxing is a secure way to transmit business-critical information such as contracts and legal documents, and fax software is a convenient way to send and receive documents sans a bulky fax machine.

Unlike email, fax comes with very little spam, and recipients can be assured the message originates from a trusted source. Whether you fax multiple times a day or just once a month, here are five useful tips that will help you get the most out of faxing and fax software.

Include a Cover Page – Regardless of its content, every fax transmission should include a cover page; it lends a sense of professionalism while clearly exhibiting the intended recipient. Most fax software applications come with basic cover page templates that can be customized, or you can upload your own. Complete contact information for both you (as the sender) and the recipient should be included on the cover page. If your business has a standard logo or trademark, be sure to include it on the cover page.

You should also have a digital version of the cover page so you can type in all the contact information. This ensures the information is legible and dark enough for the recipient to read.

Maintain Privacy – While transmitting faxes is inherently secure, it’s important to keep privacy a priority, especially if you are faxing sensitive information. Call ahead to let the recipient know you will be sending a fax if the information is confidential or intended for the recipient only. This is especially important if they are using a conventional fax machine (as opposed to fax software or an online fax service) and he or she is not the sole user of the machine.

Scan Documents Correctly – Since faxing software doesn’t use a traditional fax machine, you must first scan any paper-based documents you want to fax. When scanning a document, use at least 200 dots per inch (DPI) resolution to ensure the scan and subsequent fax come out clear.

Use Clean, White Paper – If you are faxing a paper-based document, make sure the paper is clean and clear of any markings. The receiving fax machine will pick up any marks that are darker than the white of the paper, which can mar the paper and significantly increase the transmission time.

Seek Suitable File Support – If you opt to use fax software, make sure it supports the type of files you will be faxing. At the very least, it should allow you to send Microsoft Word documents, JPEG images and PDF files. If you will be sending PNG images or OpenDocument files, make sure you find fax software that supports those types of files.

Faxing is a technology that, while seemingly antiquated, remains relevant in the corporate world and an essential communication tool in many different industries. When using fax software, be sure to adhere to these five easy yet effective tips to help you maximize and improve your faxing practices.

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