How to Test a Fax Machine?

Faxing is still a big part of business communication, but failed transmissions can cause delays and lost documents. Nearly 5% of fax attempts don’t go through because of line interference, incorrect numbers, or technical issues. In industries like healthcare and legal services, where faxes handle contracts and official records, missing one can lead to unnecessary problems.

Even with digital options available, many businesses still depend on faxing. Research shows that most companies continue to use fax for documents that need signatures, official approval, or archiving. 

With that much at stake, testing your fax setup before sending something important just makes sense. That’s why you should first test your setup using a test fax number.

Sending a test fax helps check transmission quality, confirm system settings, and avoid failed attempts. In this guide, you’ll learn how to send a test fax, when to send one and more. 

What Is a Test Fax Number?

A test fax number is a designated fax number that you can use to check whether your fax machine, online fax service, or fax app is working properly. 

Instead of sending an important document and hoping it goes through, you can send a test fax first. If it works, you know your setup is fine. If it doesn’t, you can figure out what’s wrong before trying again.

This helps businesses and individuals avoid failed transmissions. A quick test confirms that everything is set up correctly, so there are no surprises when sending important documents.

Send Your First Test Fax in 3 Simple Steps

To send your first test fax, follow these simple steps:  

Step 1: Prepare Your Test Document

Use a file that includes both text and images to check if everything transmits clearly. Most fax services and machines support PDF, DOCX, and JPG formats, but some may have restrictions. 

If you’re using a physical fax machine, make sure the document is properly aligned in the feeder to avoid transmission issues. If scanning a file before faxing, check the resolution settings to prevent blurry text or images.

Step 2: Choose a Test Fax Number

If you’re using an online fax service, you can send a test fax to a free test number, a dedicated test line, or your own number. Some services provide automatic confirmation, while others require manual checks.

If you’re testing a new fax machine, try sending a fax to another machine in your office or a known working number to confirm both sending and receiving functions.

Step 3: Send and Verify

Transmit the fax and review the received document for clarity and completeness. If something looks off, check for common issues like file size limits (many services cap files at 10MB or lower), paper jams, or poor connection quality. 

If the recipient’s line is busy, the fax may fail or retry automatically, depending on the system. For traditional fax machines, listen for error beeps or check the printed transmission report for details.

When Should You Send a Test Fax?

• • • After setting up a new fax machine or service – This confirms that installation was successful and that the system can send and receive faxes.
    • Before sending important or time-sensitive documents – A quick test helps avoid last-minute problems that could cause delays.
    • When transmission errors occur – If a fax fails or doesn’t go through, sending a test fax can help identify the issue.
    • During routine maintenance – Checking periodically helps keep everything running properly and prevents unexpected failures.

Testing Methods Comparison

Method	Pros	Cons
Using Your Own Fax Number	– Direct confirmation of delivery to your actual fax machine. – Can test specific features like print quality, header information, etc. – No reliance on external services or numbers.	– Ties up your line, preventing normal fax traffic during testing. – May incur costs depending on your fax plan. – Requires manual checking of received faxes.
Using a Known or Dedicated Test Fax Number	– Avoids tying up your primary fax line. – Can be a dedicated line for testing, separate from normal operations. – May offer automated confirmation of receipt.	– Requires access to and setup of a separate fax line/number. – May incur costs for maintaining an additional line. – Still requires some level of monitoring.

Conclusion

Sending a fax without knowing if it will go through is a risk you don’t need to take. A quick test with a test fax number can save you time and help you avoid the frustration of failed transmissions. 

It makes it easy to catch issues like poor connection quality, file size limits, or dialing mistakes before they turn into real problems. Remember, running these checks now and then keeps everything working properly, so you’re not scrambling when you need to send an important document.

But you can skip the hassle of fax testing and everything that comes with it. With FaxBurner, you can send and receive faxes online using our free fax app or email-to-fax service – no paper, no clunky hardware, no guesswork. Give FaxBurner a try and fax without the stress.

Frequently Asked Questions

 Can I send a test fax for free?

Yes, some online fax services provide free test fax numbers. If you have another fax machine or an online fax account, you can also send a fax to yourself to check if everything works.

What should I do if my test fax doesn’t go through?

Check for common problems like a busy line, incorrect number, or file format issues. If you’re using a physical fax machine, make sure it has enough paper and toner, and that the phone line is connected properly.

Do I need a test fax number, or can I just fax any number?

You can fax any number, but a test fax number is designed to confirm transmission success. Some services send an automatic confirmation, so you don’t have to check manually.

How often should I test my fax setup?

It’s a good idea to run a test whenever you set up a new fax machine, switch services, or experience failed transmissions. Checking every few months helps catch small problems before they turn into bigger ones.