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How to fax a multi-page document
A one-page fax is simple. A 20-page application with supporting documents, a signed contract with schedules or a set of medical records is where things go wrong: pages arrive out of order, one is missing, or the recipient cannot tell where one document ends and the next begins. This faxfromcomputer.ca guide shows you how to prepare and send a long fax from your computer so it arrives complete and easy to follow.
Get Started NowCombine everything into one PDF
The cleanest way to send a multi-page fax is as a single PDF with the pages in the right order. It is easier to check, and the recipient gets one continuous transmission.
- Mac: open the first PDF in Preview, show thumbnails from the View menu, then drag other PDFs or images into the thumbnail sidebar where you want them. Reorder by dragging, and save.
- Windows: Windows has no built-in tool for merging PDFs. Use a PDF editor you already trust, such as the one your organisation provides, or print each document to PDF and combine them in that editor.
- Paper originals: scan them in one batch with your scanner's multi-page setting, or use the scanner in the iPhone Notes app, which adds pages to the same scan and saves them as one PDF.
Organise the pages for the reader
- Put the most important document first, such as the completed form, followed by supporting pages in the order the recipient listed them.
- Remove duplicates, blank backs of double-sided scans and anything not requested.
- Rotate any sideways pages so everything reads upright.
- Add page numbers if the documents do not already have them, or write a reference on each page if the recipient asks for it.
- Write a cover page listing what is included, for example "Application form (4 pages), T4 slips (2 pages), letter of explanation (1 page)", and the total page count.
Send the fax
faxfromcomputer.ca recommends FaxToFax.com, which runs in any modern browser on your computer. Sign in with your email and one-time code, start a new fax and attach the combined PDF. Double-check you picked the final file, add your cover page, enter the fax number and confirm it before sending.
Long faxes take longer to transmit, and a status of In progress for a few minutes is normal. When the fax finishes, the status shows Delivered and a time-stamped delivery receipt is saved with it. If it shows Failed, no pages are used, so you can retry without being charged for the attempt.
Plan your page usage
Every page counts, including the cover page. A 25-page fax plus cover sheet to a Canadian, US or UK number uses 26 plan pages. On the Personal plan's 200 pages a month, a handful of long faxes can add up quickly, and received pages count too. Extra pages cost $0.10 each on Personal and $0.07 on Business, which includes 500 pages a month.
If you are faxing overseas, check the rate for the destination first. Pages to some countries use several plan pages each, up to 55 for the most expensive destinations.
Very long documents
- Ask the recipient whether they have a maximum page count per fax. Some offices prefer long documents in parts.
- If you split the document, label each part on its cover page, such as "Part 1 of 3, pages 1 to 20".
- Send parts in order and wait for each to show Delivered before sending the next.
- Keep each delivery receipt with your copy of that part.
How to Fax a Multi-Page Document: questions
Can I attach several files to one fax?
The most reliable approach is to combine them into one PDF first, so the pages stay in the order you choose and are easy to check.
Does the cover page count as a page?
Yes. Plan for the cover page to count toward your page total and include it in the page count you write on it.
Why is my long fax still In progress?
Long faxes take more time to transmit, especially to busy lines. Wait for it to finish; if it fails, retry later. Failed faxes use no pages.
How can the recipient tell if a page is missing?
Number your pages and state the total on the cover page, so the recipient can spot a gap and call you.
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