You can fax from your computer, phone, or a public location — you don't need a fax machine at home
Faxing still happens, mostly for legal documents, medical records, and government forms that institutions insist on receiving the "original" way. If you don't own a fax machine, you have three practical routes: use an online fax service (which converts a digital file to a fax and sends it), visit a business service center that has a physical machine, or ask the place you're sending to whether they'll take email or a scanned PDF instead. The fastest option depends on what you're sending and who you're sending it to.
The reason faxing persists is that a fax is legally treated as a signed original document in most contexts. An email with a PDF attachment or a scanned image usually is not — at least not without both parties agreeing in advance. So before you spend time faxing, ask the recipient whether they actually need a fax or whether they'll accept a scanned copy by email. Many will, and that saves you money and time.
Key Takeaways
- Online fax services like HelloFax, eFax, and Adobe Sign let you upload a document and fax it from your computer for a fee, usually $5 to $20 per fax or per month.
- FedEx Office, UPS Store, and local print shops have physical fax machines you can use in person, typically charging $1 to $5 per page.
- Before you fax, ask the recipient whether they will take a scanned PDF by email instead — many institutions now do, and it's free.
- If you fax from an online service, keep the confirmation receipt they send you as proof the document arrived.
Online fax services: sending from your computer
Online fax services let you upload a document file (PDF, Word, image) and send it as a fax without owning a fax machine. You create an account, enter the fax number you're sending to, upload your document, and the service converts it and dials the number. The recipient receives it on their fax machine or fax system the same way they would if you'd sent it from a traditional machine.
Common services include HelloFax, eFax, Adobe Sign, and Google Fax (through Google Workspace). Most charge per fax sent — typically $2 to $5 for a single fax, or $10 to $20 per month for a plan that includes a set number of faxes. Some offer a free tier with limits (often one fax per month or a low page count). The service usually emails you a confirmation receipt showing the date, time, and whether the fax went through.
The main advantage is speed and convenience — you can send from anywhere you have internet. The main disadvantage is cost if you're only sending one or two faxes. If you fax regularly (more than once a month), a monthly plan usually costs less than paying per fax.
Physical fax machines at business service centers
FedEx Office, UPS Store, CVS, Staples, and local print shops all have fax machines you can use in person. You bring your document (printed or on a USB drive), tell the staff the fax number, and they send it for you. Cost is usually $1 to $3 per page, sometimes with a small minimum (like $5 total). The transaction takes a few minutes.
This option works well if you're already in the area, have a printed document, or prefer not to set up an online account. It also gives you a receipt when ready. The downside is you have to travel to the location and you're limited by their hours. Call ahead to confirm they offer fax services — some locations have phased them out.
Asking whether email or scanning will work instead
Many institutions that once required faxes now accept scanned documents by email. Banks, insurance companies, medical offices, and government agencies increasingly take PDFs. Before you fax, call or email the recipient and ask: "Will you take a scanned copy by email, or do you need an actual fax?" If they say email is fine, scan your document using your phone camera (most phones have a built-in scanner app) or a home scanner, save it as a PDF, and email it. This is free and when ready.
The reason to ask first is that some places have old systems or legal requirements that genuinely do require a fax. But many staff members will tell you they prefer email because it's easier to file and search. You won't know unless you ask.
How to fax from your phone
If you have a smartphone, you can use an online fax app to send a fax directly from your phone. Apps like eFax, HelloFax, and Adobe Sign have mobile versions. You take a photo of your document with your phone camera, upload it through the app, enter the fax number, and send. The cost is the same as sending from a computer — usually $2 to $5 per fax.
Some phone plans or cloud services (like Google One or Microsoft 365) include fax capabilities as part of their package, so check whether you already have access before paying separately. The advantage of phone-based faxing is that you can do it anywhere, anytime. The disadvantage is the same as any online service: you need an account and you're paying per fax unless you have a plan.
What to do if the fax doesn't go through
Fax machines are old technology and sometimes fail silently — the fax doesn't reach the recipient, but you don't find out for days. If you use an online service, you'll get a confirmation email within minutes saying whether it succeeded or failed. If it failed, the service usually lets you retry for free. If you faxed from a physical machine, ask the staff for a receipt showing the date and time; if the recipient says they never got it, you have proof you sent it.
If a fax fails and you need to resend, try again when ready. If it fails a second time, ask the recipient whether their fax machine is working or whether they can take the document another way (email, mail, in person). Don't assume the problem is on your end — fax machines break, phone lines get crossed, and numbers change.
Cost comparison: which option is cheapest
| Method | Cost per fax | Setup time | Best for |
|---|---|---|---|
| Email or scanned PDF | Free | None | When recipient accepts it |
| Online fax service (one-time) | $2–$5 | 5 minutes to create account | Occasional faxing |
| Online fax service (monthly plan) | $10–$20/month for 50–100 faxes | 5 minutes to create account | Regular faxing |
| FedEx Office or UPS Store | $1–$3 per page | Travel time | When you're already nearby |
If you're sending one fax, email is free if the recipient accepts it. If they don't, a one-time online fax costs $2 to $5. If you fax more than three times a month, a monthly plan ($10 to $20) becomes cheaper than paying per fax. A physical location is cheapest per page ($1 to $3) but only if you're already there.
The choice also depends on how soon you need the fax to arrive. Online services send within minutes. Physical locations are when ready but require you to be there. Email is free and when ready if the recipient accepts it, which is why asking first always saves time.
Frequently Asked Questions
Do I need to own a fax machine to send a fax?
No. You can send a fax from an online service using your computer or phone, or you can visit a business service center like FedEx Office or UPS Store and use their machine. The recipient receives it the same way either way.
Is a fax sent from an online service legally valid?
Yes, in most contexts. A fax sent through an online service is treated the same as one sent from a traditional fax machine. Keep the confirmation receipt the service sends you as proof it went through. If you're unsure whether the recipient will accept it, ask them first.
Can I fax a document that's on my phone?
Yes. Use a fax app like eFax or HelloFax, take a photo of the document with your phone camera, upload it through the app, and send it. You can also email a scanned copy if the recipient accepts email instead of fax.
What if the person I'm sending to doesn't have a fax machine?
Many online fax services can receive faxes and email them to the recipient as a PDF instead. Ask the service whether they offer this before you send. Alternatively, ask the recipient whether they prefer email — most people do.
How long does it take to fax a document?
A fax usually arrives within a few minutes. Online services send confirmation emails within minutes showing whether it succeeded. If you're faxing from a physical location, ask the staff for a receipt showing the time sent.