How to Send a Fax: Easy 2025 Guide

Introduction: Why Fax is Still Relevant in a Digital World

In a time when most communication happens over email, instant messaging, and cloud storage, many people wonder why fax is still in use. The truth is, certain industries—such as healthcare, law, finance, and government services—still rely heavily on fax because of its security, reliability, and compliance with regulations like HIPAA.

If you’ve never sent a fax before—or if you thought fax machines disappeared with dial-up internet—this guide will walk you through everything you need to know about how to send a fax in 2025.

Understanding Fax Technology

 

What is a Fax?

A fax is a method of transmitting scanned documents from one device to another using a telephone line or an internet-based fax service. The recipient receives the document as an image or a printed copy.

How Fax Works

 

1. Scanning: The sender’s fax machine or app scans the document.
2. Encoding: The scanned image is converted into a digital signal.
3. Transmission: This signal is sent via phone line or internet.
4. Decoding: The recipient’s fax device or service converts it back to an image or printout.

Different Ways to Send a Fax in 2025

 

1. How to Send a Fax via Email

Sending a fax via email is the most popular method today because it doesn’t require a fax machine.

Step-by-Step Guide:

 

1. Choose an online fax service – eFax, MyFax, or HelloFax are common options.
2. Create an account and verify your email.
3. Compose a new email:
   • In the “To” field, enter the recipient’s fax number followed by your service’s domain (e.g., 1234567890@efaxsend.com).
   • Attach the document (PDF, DOCX, or JPG).
4. Write your cover letter in the email body (optional).
5. Click Send – your service will convert the email into a fax.

Advantages:

 

• No fax machine required
• Send from anywhere
• Store faxes digitally

2. How to Send a Fax from iPhone

If you’re always on the go, you can send a fax directly from your iPhone.

Recommended Fax Apps for iPhone:

 

• eFax – Integrates with email and cloud storage
• Fax.Plus – Offers free and premium plans
• iFax – User-friendly interface

Step-by-Step Process:

 

1. Download a fax app from the App Store.
2. Sign up for a free or paid account.
3. Scan or upload your document.
4. Enter the recipient’s fax number.
5. Press Send – your document is faxed instantly.

3. How to Send a Fax from My Computer

There are two main ways to fax from a computer:

Option 1: Using an Online Fax Service

 

• Visit your chosen fax provider’s website.
• Upload your document.
• Enter the recipient’s fax number.
• Click Send.

Option 2: Using a Connected Fax Machine

If you have a multifunction printer (MFP):

1. Connect your printer to a phone line.
2. Load the document in the scanner tray.
3. Use your printer’s fax function to send it.

4. How to Send a Fax from My Phone for Free

Yes, it’s possible to send a fax without paying a cent—but with some limitations.

Free Fax Apps & Websites:

 

• FaxZero – 3 free faxes/day (with ads)
• GotFreeFax – No ads, but limited pages
• Fax.Plus (Free Plan) – Limited monthly quota

Limitations of Free Faxing:

 

• Page limits (usually 3–5 per fax)
• Watermarks or ads
• Slower delivery times

Traditional Fax vs. Digital Fax: Which is Better?

 

Feature	Traditional Fax	Digital Fax
Speed	Slower	Instant
Cost	High (paper, toner, phone line)	Low or free
Mobility	Fixed in office	Accessible anywhere
Security	High	High (with encryption)
Storage	Physical copies	Cloud storage

Common Fax Problems and Solutions

 

1. Fax Not Sending

 

• Check phone line or internet connection.
• Verify the recipient’s number.

2. Poor Document Quality

 

• Use high-resolution scanning.
• Avoid handwritten documents when possible.

Best Practices for Sending a Fax

 

Security Tips

 

• Use encrypted online fax services.
• Add a cover sheet for sensitive information.
• Avoid public Wi-Fi when sending confidential faxes.

Formatting Tips

 

• Save documents as PDF for best compatibility.
• Use clear, readable fonts like Arial or Times New Roman.

Top Online Fax Services in 2025

Here’s a quick overview of the most reliable services:

eFax

 

• Email-to-fax integration
• Secure cloud storage

MyFax

 

• Affordable pricing
• Great for small businesses

HelloFax

 

• Google Drive integration
• User-friendly interface

FAQs

Q1: Do I need a fax machine to send a fax?
No, online services let you send faxes without a physical machine.

Q2: Is faxing more secure than email?
Yes, faxes are harder to intercept than standard emails.

Q3: Can I send a fax internationally?
Yes—just include the country code before the number.

Q4: How long does it take for a fax to send?
Usually between 1–5 minutes depending on length.

Q5: Can I send a fax from my phone for free?
Yes, using services like FaxZero or GotFreeFax.

Q6: Can I fax a PDF file?
Absolutely—PDF is the most common format for online faxing.

Conclusion

Faxing might feel like a relic from the past, but it remains relevant, secure, and reliable for many industries. Thanks to modern online fax services, you no longer need a bulky fax machine or a dedicated phone line. Whether you’re learning how to send a fax via email, from iPhone, from your computer, or from your phone for free, you now have all the tools you need to fax quickly and efficiently.