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5 Online Faxing Practices For Retailers

Faxing has existed since the early days of genius inventor Alexander Bain in the 20th century. Since its invention, the facsimile—as it is sometimes called—has played an essential role in communication between businesses and their clients, more so among retailers. 

Technological advancements recently introduced online faxing to the communication mix. Online faxing, the practice of sending and receiving faxes over the internet, has brought faster and more secure online faxing between retailers and their customers.

Here are some best practices for retailers that can be harnessed to make the most of this valuable tool:

Use The Services Of A Reliable Provider



A reliable fax service provider should have the following characteristics:

  • They should offer a reliable and secure fax service.
  • They should have a good reputation based on excellent customer service.
  • They should provide competitive rates for both local and long-distance faxing.
  • They should have an easy-to-use website or mobile app to make your work easier.

When you partner with a reliable online fax service provider, your retail business will benefit from a hassle-free faxing process, saving you time and money.

Encourage Your Customers To Scan And Send Faxes Online



Technology has provided solutions to questions such as how to fax online. It allows retail businesses and customers to scan and send faxes over the internet using smartphones or computers. Your business should take advantage of these advances and ask customers to fax you online instead of going through the hassle of locating a fax machine, scanning their documents, and sending them to your business.

Convincing your customers that sending online faxes is beneficial for both parties is crucial, as it is faster and saves time and money. Plus, it eliminates the need for paper or toner supplies, ultimately making it more environmentally friendly.

Your Fax Number Should Be Local



A vital online faxing practice for retailers is using local fax numbers even when faxing goes online. A local fax number instills customer trust in your retail business because it shows a local presence that can be easily reached and tapped into, increasing the chances of a sale. A local fax number is beneficial if the local region is one of your retail business’s targets for selling or promoting goods and services.

Local fax numbers can also help your retail business connect with customers locally and build better relationships with them. Customers will feel comfortable doing business with a retailer they know is available locally. They will easily contact you with any questions or concerns about your products or services.

Your retail business can get a local fax number through an online fax service provider or from a local phone company. In this case, the best practice is to change your toll-free number if you have one and get a local one. 

Put A Cover Page on All Outgoing and incoming faxes.



Online fax does not exempt your retail business from putting a cover page on faxes. An ideal fax cover page should have your business name, date, and contact details. It should also clearly indicate the purpose of the fax to help customers to tell the difference between different faxes they receive from you. For example, indicate whether it is an invoice or an update. 

Indicating the purpose of a fax on the cover page will also help your customers know who their supplier is when they receive an invoice for a product they ordered from another company. An excellent online fax cover page should be visible at the top of every fax you send and professional-looking with clear fonts and colors.

Secure Your Online Fax Service



While the online faxing system is fast and effective, it is also prone to attacks from threat actors who can access your data. Since online faxing can utilize smartphones and computers, use appropriate security measures like a VPN (Virtual Private Network) when sending faxes on a public Wi-Fi connection. A VPN will encrypt information sent over the internet, thus giving you a secure environment to send and receive faxes. 

It is imperative to maintain a secure website and apps for your retail business. Implement up-to-date security measures—such as HTTPS encryption—to prevent eavesdropping on your fax transmissions. Secure systems are essential for businesses that transmit sensitive and confidential information.


The aforementioned faxing practices for retailers are merely a fraction of the comprehensive strategies to employ. Ensuring the optimal functioning and efficiency of your online fax service demands further action. By utilizing the right tools, it becomes possible to quickly identify and address weak points within your online fax service. Consequently, implementing these essential changes will not only improve the performance of the service but also provide tangible benefits to both your retail business and its valued customers.

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