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Fix Fax Not Sending – Printer Troubleshooting Guide | TroubleshootMyPrinter




How to Fix: Fax Not Sending

The printer’s fax function fails to send faxes, displaying errors such as ‘Communication Error,’ ‘No Answer,’ or ‘Busy.’ Fax issues are often related to phone line quality, connection configuration, or incompatibility between fax machines at each end of the connection. This guide walks you through the most common causes and step-by-step solutions to fix fax not sending on any printer, regardless of brand or model.

Common Causes

This problem is most often caused by one or more of the following:

  • Phone line not properly connected to the LINE port on the printer
  • VoIP phone service not configured for fax compatibility (T.38 protocol)
  • Fax speed set too high for the phone line quality
  • Receiving fax machine not answering or its number is incorrect
  • DSL or phone line filters not installed, causing interference

Step-by-Step Solution

Follow these steps to diagnose and fix the issue. Test your printer after each step.

  1. Step 1: Verify the phone line is connected to the LINE (not EXT) port on the printer
  2. Step 2: Try sending a fax to a known working fax number to rule out the recipient’s machine
  3. Step 3: Reduce the fax transmission speed to 9600 bps or lower in fax settings
  4. Step 4: If on VoIP, enable ECM (Error Correction Mode) and set the speed to the lowest available
  5. Step 5: Install a DSL filter on the phone line if you have DSL internet service
  6. Step 6: Run the printer’s built-in fax test to diagnose line and hardware issues
  7. Step 7: Check that the correct dialing prefix (9 for outside line, 1 for long distance) is configured

Brand-Specific Troubleshooting

Some printer brands require slightly different troubleshooting approaches. See the brand-specific guidance below.

Hp Printers

HP MFP printers have a ‘Run Fax Test’ function in the Fax settings menu that checks the line connection, dial tone, and transmission capability. HP recommends setting fax speed to ‘Slow(V.29)’ for VoIP connections. The HP Fax Setup Wizard walks through initial configuration.

For more Hp-specific troubleshooting, visit our Hp Printer Troubleshooting hub.

Canon Printers

Canon MFP fax settings are configured through the ‘Fax Settings’ menu. Canon printers offer a ‘Communication Management Report’ that logs all fax activity and errors. Reduce the ‘TX Start Speed’ to 9600 bps for unreliable lines.

For more Canon-specific troubleshooting, visit our Canon Printer Troubleshooting hub.

Brother Printers

Brother MFC fax machines have a ‘Transmission Verification Report’ that shows the status of each sent fax. The ‘Compatibility’ setting in the fax menu should be set to ‘Basic (for VoIP)’ when using internet phone service. Brother also offers fax-to-email forwarding for incoming faxes.

For more Brother-specific troubleshooting, visit our Brother Printer Troubleshooting hub.

Ricoh Printers

Ricoh MFP fax settings are accessible through the ‘Facsimile Features’ menu. Ricoh printers support Super G3 fax for faster transmission but should be set to G3 mode for compatibility with older fax machines. The ‘Communication Report’ details all fax errors.

For more Ricoh-specific troubleshooting, visit our Ricoh Printer Troubleshooting hub.

Related Problems

Users experiencing fax not sending often encounter these related issues:

Frequently Asked Questions

Why does my fax keep failing with a communication error?

Communication errors are most commonly caused by poor phone line quality, VoIP compatibility issues, or the fax speed being too high. Reduce the fax speed to 9600 bps in your fax settings. If using VoIP, contact your phone provider to ensure T.38 fax protocol is enabled. Install DSL filters if you have DSL internet on the same line.

Can I send faxes over VoIP?

Yes, but VoIP faxing requires specific configuration. Contact your VoIP provider to enable T.38 fax passthrough. On your printer, reduce fax speed to 9600 bps or lower, enable ECM, and select VoIP compatibility mode if available. VoIP fax is inherently less reliable than traditional phone line fax due to packet loss and jitter.

What does ‘No Dial Tone’ error mean on my fax?

This means the printer cannot detect a dial tone on the phone line. Check that the phone cord is connected to the ‘LINE’ port (not ‘EXT’). Try plugging a regular phone into the line to verify you hear a dial tone. If you hear a dial tone but the printer does not detect it, change the ‘Dial Tone Detection’ setting to ‘Off’ in fax settings, or try a different phone cord.

Need brand-specific help?

This guide covers the general fix. For model-specific instructions, find your printer brand below and navigate to your exact model for tailored troubleshooting steps.