An efficient way to receive and send documents is using a fax machine. It is the most preferred method of sending signed documents. When sending a fax, you should ensure that the machine has already been plugged into a power source and has also been connected to the jack of the telephone line that you will be using. After checking that, turn the machine on. You should be able to know the fax number that you want to send information to. After gathering all the documents that you want faxed and arranging them in the right order that you need them to go as, fill out a cover sheet putting the recipient’s name, fax number/telephone number with your name and the telephone number. Also on the sheet, put a short message similar to a subject line of the e-mail.

Thereafter, the documents should lay face up on the feeder tray in the fax machine. The cover sheet should be on top. The next thing to do is dialing the recipients fax number not forgetting any dialing instructions that apply to international calls. Thereafter press the send or fax button. This will depend on the model of your fax machine but it is usually a standard button. Each of the documents is scanned by the machine and stored into its memory. Meanwhile, you will hear several tones being emitted by the machine. They are meant to establish a link whereby both machines can communicate. The fax should be sent after a few minutes. If your machine happens to have a small screen, you should get an indication that it has been sent. Otherwise, you can get a small confirmation report from it.

When receiving a fax, the first instructions mentioned above should be addressed. You should ensure that you have enough toner and paper to receive the fax. The phone should ring on your end but do not pick up, instead wait for a handshake tone which normally indicates that both machines have connected. The machine should automatically begin to print out the message. The cover sheet will help you to ensure that you have gotten all the information that was sent. You can call to confirm that you have received the documents.

If you are using faxes for large amounts of promotional material, you may find that a fax broadcast service using dedicated software is a better option. These systems can send the same fax to hundreds of recipients at the same time, often using VOIP technology to save on costs significantly.