Why Businesses Still Send Faxes in 2025

In an era dominated by cloud computing, artificial intelligence, and instant messaging, it seems almost paradoxical that businesses still rely on fax technology. Yet, despite its age, faxing remains relevant. The persistence of business fax is not an accident but a result of specific industry needs, security concerns, and regulatory requirements. While many consider it outdated, faxing continues to serve as a critical tool in various sectors.

The Endurance of Fax Technology

Fax technology, first introduced in the 19th century and popularized in the late 20th, should have disappeared by now—or so one would think. However, businesses across finance, healthcare, legal services, and government institutions still send millions of faxes every day. Why? The answer lies in security, compliance, and reliability.

• Security and Encryption – Unlike emails, which are vulnerable to phishing attacks, business fax communications are harder to intercept. The analog nature of traditional fax machines, as well as encrypted online fax services, provides a layer of security many organizations still trust.
• Legal and Compliance Factors – Many regulations, including HIPAA (Health Insurance Portability and Accountability Act) in the U.S. and GDPR (General Data Protection Regulation) in Europe, consider faxed documents legally binding and secure. Digital signatures and email confirmations often fall short of meeting these strict compliance standards.
• Reliability in Communication – Faxes do not get lost in spam filters, nor do they rely on stable internet connections. This ensures critical documents reach their destination without interference.

Industries That Still Depend on Business Fax

The fax machine may have disappeared from everyday office desks, but entire industries still depend on it. Some businesses simply cannot afford to abandon this technology.

• Healthcare – Hospitals, clinics, and insurance companies rely on faxing for secure transmission of patient records. According to a 2023 report by the Office of the National Coordinator for Health IT, 70% of U.S. healthcare providers still use fax machines to exchange medical information.
• Legal Sector – Law firms and courts continue to use fax technology for contracts, court filings, and confidential client communications. Faxed documents often hold more legal credibility than scanned email attachments.
• Finance and Banking – Financial institutions deal with sensitive personal data that requires secure transmission. While online banking dominates, internal communications and regulatory filings still depend on faxing.
• Government Agencies – Governments worldwide, particularly in bureaucratic systems, maintain fax as an official communication method. In Japan, for example, approximately 80% of local government offices still use fax machines, according to a 2024 survey by the Ministry of Internal Affairs.

However, there are no special requirements for how to send and receive faxes. Modern digital faxing wins over traditional fax machines in terms of speed, investment amount and monthly maintenance cost. All you need is an iOS app and it is available on the App Store. With the fax app, you can scan, send and receive documents by fax, and it is absolutely safe.

The Shift to Online Faxing

Fax technology has evolved. The traditional bulky fax machine, once a staple of every office, is becoming rare. Instead, businesses are shifting toward digital fax solutions.

• Cloud-Based Fax Services – Companies now use online fax platforms, allowing users to send and receive faxes via email or dedicated applications. These services integrate with existing IT infrastructure, reducing the need for physical machines.
• Mobile and Remote Faxing – Employees working remotely can now fax documents directly from smartphones, ensuring accessibility without compromising security.
• Cost Efficiency – Digital faxing eliminates paper, ink, and maintenance costs, making it more sustainable while maintaining compliance.

Will Faxing Disappear?

Despite technological advancements, faxing refuses to vanish. Predictions of its demise have been premature for decades. While email, messaging platforms, and blockchain-based document verification continue to rise, faxing persists in industries where security and compliance override convenience.

Consider this: In 2025, global fax usage still exceeds 200 billion pages annually. The idea of an office without fax technology remains unrealistic for many businesses. Although its form is changing, its function remains critical.

Conclusion

The continued use of business fax in 2025 is not a case of stubborn resistance to change but a recognition of its unique strengths. Fax technology offers unparalleled security, legal credibility, and reliability, ensuring its place in industries where data protection is paramount.

As digital faxing solutions become more widespread, the line between “old-fashioned” and “modern” blurs. While the bulky machines may be disappearing, the fax itself is not going anywhere anytime soon.