Fax to email in Canada: what to know before you sign up

How a fax to email service in Canada works

The provider gives you a Canadian fax number, local or toll-free, or receives forwarded calls from a line you already own. When someone faxes that number, the provider's equipment answers the call, completes the standard fax handshake over the phone network, converts the pages to a PDF and emails it to the addresses on your account.

Sending usually works in reverse: you email a document to the destination number at the provider domain and it goes out as a fax. The appeal is obvious, since no machine, paper line rental or toner is involved.

What clinics and law offices should look for

Whether you choose email delivery or a portal, hold any fax to email service in Canada to the same checklist.

• Encryption in transit with TLS 1.2 or higher and encryption of stored faxes at rest.
• An audit trail that records access and cannot be quietly edited after the fact.
• Retention controls so faxes are kept only as long as your policy requires.
• Canadian local or toll-free numbers so referrers and clients pay no long-distance charges.
• A written agreement covering the personal health information the provider processes for you.

Switching from email delivery to a web inbox

Moving is simpler than most offices expect.

1. Sign up at FaxToFax.com with your email and a one-time code, then choose a new Canadian fax number.
2. Notify regular senders, such as referring clinics and courts, of the new number on your letterhead and voicemail.
3. Set your retention policy in the account controls and add the colleagues who need access.
4. Run a test fax both ways and confirm the alert and delivery receipt arrive before retiring the old arrangement.