send-a-fax.com › Resources › How to send a fax to multiple recipients
How to send a fax to multiple recipients
Sometimes the same document has to reach many offices: a price update to every branch, a policy notice to each clinic in a network, or a signed letter to several insurers. Feeding the same pages through a fax machine again and again takes most of an afternoon. An online fax service lets you send one fax to a list of numbers in a single pass. This send-a-fax.com guide shows how to do it, how to avoid sending to the wrong number, and the rules that apply when a fax is promotional.
Get Started NowPrepare the document once
Because every recipient gets the same pages, check the document carefully before you start. A typo sent to 40 offices is 40 corrections.
- Save the final version as a single PDF, or compose it in the editor on your letterhead.
- Keep the wording general enough for every recipient. If each one needs a different name or account number, send separate faxes instead.
- Use a cover page that does not name a single recipient, such as 'To: All branch managers'.
- Count the pages, including the cover page, so you can estimate how much of your allowance the send will use.
Send to a list of numbers
FaxToFax.com, the service send-a-fax.com recommends, lets you add up to 50 recipients to one fax, and each number is confirmed before sending.
- Gather the fax numbers in one place, such as a spreadsheet, and check them against a recent source.
- Sign in to FaxToFax.com in your browser with your email and the one-time code.
- Attach your PDF, PNG or JPG file, or open the editor and type the document.
- Add your cover page, using a saved template if you have one.
- Enter each recipient's fax number, up to 50 in total.
- Review the list when each number is confirmed before sending. Remove duplicates and any number you are unsure of.
- Send now, or schedule the fax for a time when the offices are open.
Track delivery and handle failures
Review the delivery status once sending finishes. Each delivered fax gets a time-stamped receipt you can keep as proof. Failed faxes use no pages, so you can send again to any number that failed without paying twice.
When a few numbers fail, the cause is usually a busy line, a machine out of paper or an outdated number. Wait a while and try those again. If one keeps failing, call the office to confirm the fax number.
Budgeting pages for a group send
Plan as though each recipient's copy uses pages. A 3-page notice sent to 30 offices is 90 pages, nearly half of the Personal plan's 200 pages a month. The Business plan includes 500 pages, with extra pages at $0.07 each instead of $0.10. If you have more than 50 recipients, split the list into batches of 50 or fewer and send each batch separately.
Rules for promotional faxes
In the United States, the Telephone Consumer Protection Act and the Junk Fax Prevention Act restrict sending unsolicited advertising by fax. Faxes to people who have given permission, or in some cases to existing business contacts, have their own conditions, including an opt-out notice. If your fax promotes a product or service, check the current FCC rules or ask a lawyer before you send it to a list. Operational notices to your own branches or clients are a different matter, but keep your list clean either way.
How to Send a Fax to Multiple Recipients: questions
How many recipients can I add to one fax?
Up to 50 recipients per fax. For a longer list, send in batches of 50 or fewer.
Do I need to type every number by hand?
You enter each recipient's fax number, and each one is confirmed before sending. Keeping a checked list in a spreadsheet makes it quick to copy them in.
Can I personalise each copy?
Every recipient gets the same pages. If each fax needs a different name or reference, send separate faxes.
Can I send a marketing fax to a list of businesses?
Unsolicited advertising faxes are restricted under the TCPA and the Junk Fax Prevention Act. Check the current rules before sending anything promotional.
More guides on send-a-fax.com
Send a fax to Australia from the US ›
Dialing code +61, 1 plan page per page, and the best time to send.
Send a fax to South Korea from the US ›
Dialing code +82, 2 plan pages per page, and the best time to send.
Send a fax to South Africa from the US ›
Dialing code +27, 13 plan pages per page, and the best time to send.
Get a Pennsylvania fax number ›
15 area codes (215, 223, 267, 272…) and how to get a local number.
Get a Minnesota fax number ›
8 area codes (218, 320, 507, 612…) and how to get a local number.
Get an Arizona fax number ›
5 area codes (480, 520, 602, 623…) and how to get a local number.
More from send-a-fax.com
How it works ›
Step by step: get a number, send, receive and track faxes with send-a-fax.com.
Pricing ›
send-a-fax.com plans from $4.99 for the first month, extra numbers and faxing abroad.
Security ›
Encryption, audit log and the compliance programs behind send-a-fax.com.
FAQ ›
Answers to the questions people ask most about send-a-fax.com.
Guide ›
A step-by-step guide to sending your first fax with send-a-fax.com.
Resources ›
Country guides, fax numbers by state and province, and how-to guides on send-a-fax.com.
Start faxing online with send-a-fax.com
Get your fax number in minutes and send your first fax today. $4.99 for your first month, cancel online any time.
Get Started Now →