Tips to Keep Fax Lists Clean and Compliant
Posted: Thu May 29, 2025 5:24 am
Maintaining a clean and legally compliant fax list is crucial for maximizing campaign effectiveness and avoiding costly penalties under laws like the TCPA, CAN-SPAM, and CASL (for Canada). Here's how to do it right:
1. Regularly Clean and Verify Your Fax Numbers
Remove Invalid or Dead Numbers: Use fax validation tools or send test faxes periodically.
Check for Changes: Businesses relocate, merge, or close—update your list every 3–6 months.
Watch for Duplicates: Avoid duplicate fax lists contacts to prevent waste and annoyance.
2. Keep Documentation of Consent
Maintain records showing when, where, and how a contact gave permission to receive faxes.
For purchased lists, get a compliance certificate or agreement from the vendor confirming opt-in status.
3. Honor Opt-Out Requests Promptly
Every fax must include a clear and easy way to opt out (e.g., fax back number, toll-free line).
Remove opt-outs immediately and maintain an internal "Do Not Fax" list.
4. Stay Within Legal Boundaries
TCPA (USA): You must have an existing business relationship or express written consent to fax.
CASL (Canada): Requires consent, clear identification, and an opt-out mechanism.
GDPR (EU): If faxing EU contacts, be sure data is lawfully obtained and usage is justified.
5. Use Reputable Data Sources
Buy or rent fax lists only from vendors who:
Guarantee compliance
Provide recent updates
Allow segmentation by industry or geography
6. Use a List Management Tool or CRM
Tag contacts by source, consent status, and campaign history.
Automate suppression of unsubscribed or invalid numbers.
7. Test and Segment for Performance
Track delivery and response rates.
Remove or re-engage underperforming segments to keep your list active and engaged.
Pro Tip:
NEVER scrape fax numbers from the web or directories without consent—this is one of the fastest ways to get blacklisted or fined.
Need help auditing your existing fax list for compliance or setting up a permission-based list from scratch?
1. Regularly Clean and Verify Your Fax Numbers
Remove Invalid or Dead Numbers: Use fax validation tools or send test faxes periodically.
Check for Changes: Businesses relocate, merge, or close—update your list every 3–6 months.
Watch for Duplicates: Avoid duplicate fax lists contacts to prevent waste and annoyance.
2. Keep Documentation of Consent
Maintain records showing when, where, and how a contact gave permission to receive faxes.
For purchased lists, get a compliance certificate or agreement from the vendor confirming opt-in status.
3. Honor Opt-Out Requests Promptly
Every fax must include a clear and easy way to opt out (e.g., fax back number, toll-free line).
Remove opt-outs immediately and maintain an internal "Do Not Fax" list.
4. Stay Within Legal Boundaries
TCPA (USA): You must have an existing business relationship or express written consent to fax.
CASL (Canada): Requires consent, clear identification, and an opt-out mechanism.
GDPR (EU): If faxing EU contacts, be sure data is lawfully obtained and usage is justified.
5. Use Reputable Data SourcesBuy or rent fax lists only from vendors who:
Guarantee compliance
Provide recent updates
Allow segmentation by industry or geography
6. Use a List Management Tool or CRM
Tag contacts by source, consent status, and campaign history.
Automate suppression of unsubscribed or invalid numbers.
7. Test and Segment for Performance
Track delivery and response rates.
Remove or re-engage underperforming segments to keep your list active and engaged.
Pro Tip:
NEVER scrape fax numbers from the web or directories without consent—this is one of the fastest ways to get blacklisted or fined.
Need help auditing your existing fax list for compliance or setting up a permission-based list from scratch?