Japan Still Runs on Fax. Here's Why That's Not as Irrational as It Sounds

Yes, many Japanese organizations still use fax. And no, that's not a joke.

For global companies used to email-first workflows, this is a genuine surprise. But when you look closer, there are practical reasons it has survived.

It's Built Into Official Processes

Government offices, courts and medical institutions in Japan have long accepted fax as an official channel. For many traditional organizations, it remains part of the standard workflow — including in media, where press materials and invitations are still sometimes sent by fax.

Proof That It Arrived

With email, you rarely know whether a message was opened. A fax machine produces a transmission report — a simple record that the document reached the other side.

Paper Lands on Someone's Desk

This may be the most interesting reason. When you only have a generic info@ address, there's always the risk that whoever reads it doesn't recognize its importance and never forwards it to the right person.

Fax bypasses that. A physical piece of paper lands on someone's desk and has to be dealt with. It might be one of the few channels that actually solves the open-rate problem.

It also fits the way decisions move in many Japanese companies: a printed document can be passed along, read and approved within the internal approval process.

The Same Logic Applies to Mail

Physical mail works in a similar way. A well-prepared cover page or a handwritten note makes it harder to ignore, and increases the chance it gets passed along to the person who needs to see it.

What It Tells You

Fax isn't simply inefficiency. It reflects how information moves inside Japanese organizations — through people, desks and approval steps. Understanding that helps, whether you're sending a press release or following up on a business inquiry.

Natsuki Suzuki is the founder of BANTO, which provides back-office support — accounting, HR and payroll, and administration — to overseas companies and their Japan entities. She spent 15 years in Europe and brings both sides of the cultural equation to every engagement.