How to Send a Fax in 2025

Whether you need to fax a single document to the IRS or handle hundreds of faxes monthly for your medical practice, there's a method that works for you. This guide covers every way to send a fax in 2025, from traditional machines to modern cloud solutions.

---

Method 1: Send a Fax from Your Computer

This is the most common method for office workers. You don't need a physical fax machine — just an internet connection and an online fax service account.

Step-by-step:

1. Sign up for an online fax service (most offer free trials)
2. Log in to the web dashboard from any browser
3. Click "Send Fax" or "New Fax"
4. Enter the recipient's fax number (include country code for international)
5. Upload your document (PDF, Word, or image file)
6. Add a cover page if needed
7. Click Send

The service converts your digital document into a fax signal and transmits it. The person on the other end receives a standard fax — they can't tell it was sent from a computer.

Best for: Office workers, remote employees, anyone who faxes from a desk. See our guide on remote fax solutions.

---

Method 2: Send a Fax from Your Phone

Modern fax apps turn your iPhone or Android into a portable fax machine. This is ideal for professionals who work in the field — mobile notaries, real estate agents, and traveling executives.

How to fax from iPhone or Android:

1. Download a fax app from the App Store or Google Play
2. Create an account and choose a fax number
3. Tap "Send Fax"
4. Take a photo of the document using your camera, or upload a PDF from your files
5. Enter the recipient's fax number
6. Send

The app automatically scans and straightens your photo, converts it to fax format, and transmits it. Incoming faxes appear as notifications on your phone.

---

Method 3: Send a Fax from Email

If you prefer not to leave your email client, many online fax services support fax-by-email. You compose an email, attach your document, and send it to a fax number.

How it works:

1. Compose a new email in Gmail, Outlook, or any email client
2. In the "To" field, enter: faxnumber@yourfaxservice.com
3. Attach your document (PDF works best)
4. Any text in the email body becomes the cover page
5. Hit Send

Incoming faxes arrive as email attachments (encrypted PDFs), so everything stays in your inbox.

---

Method 4: Use a Traditional Fax Machine

If you still have a physical fax machine, the process is straightforward — but increasingly expensive. Our cost analysis shows the average fax machine costs $3,200+ per year when you include the phone line, paper, toner, maintenance, and staff time.

Steps:

1. Place documents face-down in the feeder tray
2. Dial the recipient's fax number on the keypad
3. Press the Send/Start button
4. Wait for transmission confirmation
5. Retrieve your originals

For most businesses, this method is becoming obsolete. Cloud fax offers the same reliability with better security and lower cost.

---

Comparing Methods: Which Is Right for You?