Why Is My Fax Not Working? Comprehensive Guide to Fixing Your Fax Machine

You suddenly need to send or receive a fax. You load the document, press the button, or wait for the fax to come through, and… nothing happens. Now you’re staring at the screen thinking, Why is my fax not going through? Of course, today isn’t the day for this kind of problem.

Maybe the line’s busy, the settings aren’t right, or the fax machine just isn’t working. Whatever the issue, it’s frustrating. In this guide, we’ll cover common fax problems, explain why they happen, and share practical solutions to get your machine working again.

Fax Troubleshooting Tips for Common Issues

If you can’t send or receive a fax, follow these tips to resolve the most common problems. 

Connection Problems

When your fax machine fails to send or receive documents, connection issues are often to blame. These problems can show up in various ways, such as the machine not dialing out, constant disconnection during transmission, or failing to pick up an incoming fax. 

One of the most overlooked culprits is a loose or improperly connected phone cable. Even a slightly misaligned cable can disrupt the connection.

Sometimes, the phone line itself might be the problem. If there’s no dial tone or the line has static, your fax machine won’t work properly. This is quite common in areas with outdated or damaged phone infrastructure.

To resolve these issues: 

• • • Check the phone cable and make sure it’s firmly connected at both ends, that is, the fax machine and the wall jack. If the cable feels loose, try replacing it with a new one.
    • Plug in a regular landline phone to test the line. If there’s no dial tone or if the line crackles, the issue lies with your phone service provider, so give them a call to fix it.
    • For offices using VoIP systems, install a fax adapter to bridge the gap between your machine and the digital phone line.

 Paper Jams

A paper jam might seem like a minor inconvenience, but it can completely stop your faxing process. Jams typically happen when the paper isn’t loaded correctly or if the sheets are curled, folded, or damp. Even small bits of torn paper left in the rollers can cause the machine to keep jamming, leaving you unable to send or receive documents. 

To fix this: 

• • • Start by opening the access panel and carefully pulling out any stuck paper. Don’t yank it, as this could tear the paper and leave pieces behind.
    • Inspect the rollers and feeder for tiny scraps of paper that might have been left behind. If necessary, use a flashlight to make sure nothing is blocking the path.
    • When reloading the tray, use flat, dry paper that isn’t curled or damaged. Align the stack properly within the tray’s guides to avoid future jams.

Busy Line

Faxing to a recipient whose line is constantly busy can test anyone’s patience. This is a common issue when sending documents to offices that receive a lot of faxes daily. Your fax machine will keep trying to connect but without success. 

To remedy this problem: 

• • • Wait a few minutes and try sending the fax again. Many machines have an automatic redial feature, so check if yours does and activate it.
    • If the problem persists, call the recipient to find out when their fax line will be free. Coordinating times can help avoid frustration.
    • For businesses that frequently deal with busy lines, consider upgrading to a machine that can queue multiple faxes and send them once the line is open.

Poor Print Quality

If your faxes look blurry, streaked, or faded, the information could be impossible to read. These issues are often caused by low toner levels, dirty rollers, or worn-out components. Similarly, using thin or low-quality paper can lead to smudging, jamming, and, ultimately, poor print quality. 

What you can do to fix this problem is: 

• • • Replace the toner cartridge if prints appear light or faded. Most machines will alert you when toner is running low, but if they don’t, a visual check is a good idea.
    • Clean the rollers with a soft, lint-free cloth to remove dust or toner buildup. If the streaking persists, your machine may need servicing to replace worn-out parts.
    • Use high-quality paper specifically designed for fax machines. Avoid sheets that feel rough or overly thin, as they can cause jams or reduce print quality.

Power Issues

If your fax machine won’t turn on or keeps shutting off, the problem might be with the power supply. Loose cords, faulty outlets, or internal component failures are common culprits. Therefore: 

• • • Confirm that the power cord is properly plugged into both the machine and the wall outlet. If the connection feels loose, replace the cord.
    • Test the outlet with another device to see if it’s working properly. If the outlet isn’t providing power, try another one.
    • If the machine powers on but shuts down unexpectedly, it may have an internal issue, such as a blown fuse. In such a case, you’ll need to contact a technician. 

Compatibility Problems with Digital Phone Lines

Fax machines were originally designed for analog phone lines, so connecting them to a digital line or VoIP system can lead to problems like dropped connections or failed transmissions. 

What you can do is: 

• • • Install a fax adapter to help your machine work with digital systems. These adapters are widely available and easy to set up.
    • Reduce the transmission speed in your machine’s settings. Digital lines often struggle with higher speeds, so slowing it down can improve compatibility.

Outdated Hardware or Software

If your fax machine is running on outdated hardware or software, it might struggle to perform basic tasks like sending or receiving faxes. Compatibility issues often arise when older machines try to connect with modern devices or networks. In addition, outdated systems may lack important bug fixes, causing the machine to behave unpredictably.

This problem is common in offices with older equipment that hasn’t been updated in years. Manufacturers periodically release updates to fix known issues and improve functionality, but many users overlook these updates.

To address this issue:

• • • Visit the manufacturer’s website to check if your fax machine has any available hardware or software updates. If they do, download and install them following the instructions provided.
    • If your machine doesn’t support online updates, refer to the user manual for alternative ways to update, such as via USB or manual input.
    • Businesses that rely heavily on faxing should consider upgrading to a newer machine that’s compatible with modern networks and devices.

Incorrect Settings on the Fax Machine

Fax machines come with a range of settings that need to be configured correctly for proper operation. If any of these settings are off, the machine might not send or receive faxes as expected. For example, incorrect transmission speeds, paper size mismatches, or improperly set receiving modes can lead to failed transmissions or blank pages.

This issue can occur when the machine’s settings are accidentally changed or when it’s not properly configured after being set up. It’s particularly common when new employees or users unfamiliar with the machine attempt to make adjustments.

What you can do to fix this problem:

• • • Check the machine’s settings menu for any misconfigurations. Make sure the transmission speed is compatible with the recipient’s machine, especially if they’re using older equipment.
    • Verify that the paper size matches the settings. For example, if the machine expects A4 paper but you’re using letter size, it could cause issues.
    • If the machine isn’t receiving faxes, confirm that it’s set to “Receive” mode. Many machines have manual and automatic receiving options, so choose the one that fits your needs.
    • If all else fails, reset the machine to its default settings and reconfigure it following the user manual.

What Does Error in Fax Transmission Mean?

Errors during fax transmission can be frustrating, especially when you’re unsure what they mean or how to fix them. 

These issues are usually caused by connection problems, misconfigured settings, or external factors like poor line quality or the recipient’s machine being unavailable. Sometimes, the problem lies within the fax machine itself, such as outdated software or hardware malfunctions.

Most modern fax machines display specific error codes or messages to point you in the right direction. These codes, while varying by brand, can provide clues about what’s going wrong and how to fix it. Recognizing these codes and taking action can save you time and prevent unnecessary troubleshooting.

Some common errors you might encounter with popular fax machine brands include:

Canon Fax Machines:

• • • #001: Different-sized originals were scanned without enabling the “Different Size Originals” mode.
      (Fix: Set the appropriate mode for different-sized originals and scan again.)
    • #003: Communication exceeded the preset time limit, which is usually 64 minutes.
      (Fix: Divide the document into smaller sections or lower the resolution before resending.)
    • #005: The recipient’s machine did not respond within 35 seconds.
      (Fix: Confirm that the recipient’s machine is turned on and functioning, then resend the fax.)

Brother Fax Machines:

• • • Comm. Error: Indicates a communication problem during fax transmission or reception. This might be due to poor phone line quality or an issue with the recipient’s machine.
      (Fix: Try resending the fax or connecting the machine to another phone line. If the issue persists, contact the phone company to inspect the line.)
    • Change Unable XX / Clean Unable XX: Mechanical problems or foreign objects (e.g., paper clips or torn paper) inside the machine.
      (Fix: Open the upper jam clear cover, remove any obstructions, and reconnect the machine after unplugging it for a few minutes.)
    • Paper Jam: The document wasn’t inserted or fed properly, or it was too long for the Automatic Document Feeder (ADF).
      (Fix: Ascertain the document is correctly placed and refer to the user manual for proper ADF usage.)

HP Fax Machines:
HP fax machines may display general communication errors or encounter issues like paper jams and phone line disruptions.

• • • Communication Errors: Often caused by poor line quality or unstable connections.
      (Fix: Try lowering the transmission speed, disabling ECM temporarily, or checking for line noise.)
    • Paper Jams: Paper might be misaligned or torn inside the machine.
      (Fix: Clear the jam and reload the paper tray with smooth, undamaged sheets.)

Always consult the user manuals or support pages provided by the respective manufacturers for a complete list of error codes and detailed troubleshooting steps. These resources are designed to help you through even the most persistent problems and keep your fax machine running smoothly.

Fax Machine Alternatives: Switching to Online Fax Services

If dealing with a traditional fax machine feels like more trouble than it’s worth, there’s a better way. Online fax services like FaxBurner provide a simple, modern alternative, letting you send and receive faxes without needing a fax machine, phone line, or extra cables. They eliminate many of the frustrations associated with traditional machines. 

For one, you won’t have to worry about paper jams, toner refills, or misaligned documents. Instead, everything is handled digitally, giving you the flexibility to fax from anywhere as long as you’re connected to the internet.

There are several other reasons why switching to online faxing is worth considering:

• • • Convenience: Online fax services let you fax from your smartphone, tablet, or computer, so you’re not tied to a physical machine.
    • Cost Savings: You no longer need to invest in hardware, maintain a phone line, or buy toner and paper.
    • Digital Storage: All your faxes are stored electronically, making it easy to organize and retrieve them when needed.
    • Environmentally Friendly: By going digital, you reduce your reliance on paper and contribute to a greener planet.

Wrap Up

Fax machines are useful for sending and receiving important documents, but they often come with challenges. Connection issues, paper jams, and outdated settings can disrupt your workflow and make faxing frustrating. With the troubleshooting tips and solutions in this guide, resolving most fax machine problems becomes straightforward.

For those who want a simpler way to fax, we offer a modern, digital solution. At FaxBurner, we make faxing effortless. You can send and receive faxes directly from your smartphone, tablet, or computer without worrying about phone lines or hardware. Our service is designed to save you time, reduce costs, and eliminate the headaches of traditional faxing.

Switch to a smarter, hassle-free way to fax. Experience convenience, reliability, and efficiency all in one place with our online faxing solution.

Frequently Asked Questions

How do I clean a fax machine?

To clean a fax machine, unplug it and open the access panel. Use a lint-free cloth to wipe the rollers and remove dust or debris. For the glass scanning surface, use a soft, slightly damp cloth. Avoid using harsh chemicals or sprays directly on the machine. Regular cleaning helps prevent jams and improves print quality.

Can I fax without a phone line?

Yes, you can fax without a phone line by using online fax services like FaxBurner. These services allow you to send and receive faxes over the internet, eliminating the need for a physical phone line or fax machine.

Why do I keep getting blank pages on my fax machine?

Receiving blank pages usually means the sender loaded the document incorrectly. Ask the sender to verify that the pages are facing the right direction in their machine. If the issue continues, check your machine’s rollers and glass for dirt or damage that might be affecting the print.

Why do I keep getting blank pages on my fax machine?

Receiving blank pages usually means the sender loaded the document incorrectly. Ask the sender to verify that the pages are facing the right direction in their machine. If the issue continues, check your machine’s rollers and glass for dirt or damage that might be affecting the print.