If you manage corporate tax, VAT, or personal income tax in the United Kingdom, you may need to send documents, certificates of residence, or response letters to HMRC (His Majesty's Revenue and Customs).
While HMRC is transitioning many services to online portals, specific departments, tax inspectorates, and compliance officers may still ask for documents by fax. Using a secure online fax service lets you send tax documents to the fax number on your HMRC notice without a physical fax machine.
This guide covers:
- When HMRC may ask you to submit tax documents by fax.
- Preparing your PDF tax documents for HMRC review.
- How to fax HMRC online from your computer or phone.
- Obtaining proof of delivery for your compliance records.
1. When does HMRC accept faxes?
HMRC does not accept faxes as a primary method to file standard Corporate Tax (CT600) or VAT returns. Those must be e-filed through your tax account or compatible software.
However, you can fax documents in the following scenarios:
- Responses to Tax Audits & Compliance Checks: If an HMRC officer is auditing your company or checking your VAT records, they will send you a notice. This notice usually includes a direct fax number of the caseworker to submit requested files.
- Double Taxation Treaty Claims / Certificates of Residence: Foreign companies and individuals claiming tax treaty benefits often need to submit stamp-signed residency certificates. Caseworkers may request these by fax to speed up processing.
- Urgent Correspondence: If you need to stop an enforcement action or respond to a penalty notice urgently, faxing is faster than UK postal mail.
- VAT Registration Inquiries: Specific VAT units accept supporting documentation (like lease agreements or bank statements) by fax.
2. Preparing Documents for HMRC Submission
HMRC officers process thousands of pages daily. To ensure your fax is reviewed and linked to your tax file:
- Write Your Reference Numbers on Every Page: Always clearly write your Unique Taxpayer Reference (UTR), National Insurance Number (NINO), or VAT Registration Number on the top of every page.
- Include a Detailed Cover Sheet: Specify the Taxpayer Name, Company Registration Number, the name of the HMRC Officer/Caseworker (if known), the Reference Number of the notice you are replying to, and the total page count.
- High Contrast PDF: Ensure scanned tax forms are straight, legible, and scanned in high contrast black-and-white. Blurry documents will delay processing.
3. How to Fax Your Documents to HMRC Online
You can send your tax files directly from your web browser without buying fax hardware.
Step 1: Upload Your PDF
Save your document and cover sheet as a single PDF. Go to Send Fax Online and upload your file.
Step 2: Select Country & Enter the HMRC Fax Number
Select United Kingdom (+44) from the country dropdown. Enter the fax number printed on your HMRC notice or caseworker letter, without the leading 0.
For example, if your HMRC letter lists a fax number as 01234 567890, enter 1234567890 in the input field.
Step 3: Enter Your Email for Receipts
Input your email address in the Guest Checkout form so we can send you immediate transmission receipts.
Step 4: Pay and Transmit
Select your preferred payment method (PayPal or Credit Card) and complete the checkout. Our system will immediately transmit the PDF to the HMRC fax machine.
4. Retaining Official Proof of Delivery
When dealing with tax authorities, having proof that you sent your reply on time is critical.
Once HMRC's machine receives your transmission, we will email you an official Delivery Receipt. This receipt includes:
- The delivery status (Success/Delivered).
- The exact UTC timestamp of receipt.
- The destination HMRC number (+44...).
- The total page count transmitted.
Print this receipt or save it alongside your tax documents. It gives you a dated transmission record if you need to discuss deadlines or missing documents later.
Need to send documents to HMRC now? Go to Send Fax Online to send your PDF securely.