HP All-in-One (MFP) Fax Errors – Causes, Diagnosis, and Step-by-Step Resolution

Fax errors on HP All-in-One (MFP) printers occur when the fax subsystem fails to send, receive, or establish a stable analog communication over the telephone line.
These issues are common in offices still using fax for legal, banking, healthcare, and compliance workflows.

This Knowledge Base article explains HP fax errors, their technical causes, and structured troubleshooting steps to restore reliable fax operation.

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What Are HP Fax Errors?

Fax errors indicate problems with:

• Telephone line connectivity

• Signal quality or compatibility

• Fax configuration or firmware

• External line devices (PBX, VoIP adapters)

Common Fax Error Messages & Codes

• Fax Send Error

• Fax Receive Error

• No Dial Tone

• Communication Error

• Line Busy

• Fax Failed

• Fax Error Code 344 / 321 / 388 (model-dependent)

Fax errors affect fax functions only; printing and scanning usually remain operational.

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Technical Explanation

HP MFP fax modules use analog fax protocols (T.30) and require:

• Stable PSTN (analog) telephone line

• Correct line voltage and impedance

• Proper dialing and negotiation timing

• Error correction mode (ECM)

Errors occur when:

• Line quality is poor or noisy

• Fax is connected to VoIP or PBX without proper adapter

• Dialing rules are incorrect

• Fax speed is too high for the line

• Firmware misinterprets handshake signals

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Common Use Cases Where Fax Errors Appear

• Using fax over VoIP / IP telephony

• Sharing line with telephone or EPABX

• International faxing

• Poor or long telephone cabling

• Power interruptions during fax transmission

• Recently changed telecom provider

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Step-by-Step Troubleshooting & Resolution

Step 1: Verify Fax Line Connection (Critical)

• Connect fax cable to LINE port (not EXT)

• Plug directly into wall jack

• Avoid:

  • Splitters

  • Extension cords

  • Surge protectors

✔ Fax requires direct analog line for testing

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Step 2: Check Dial Tone

From MFP control panel:

• Run Fax Line Test

• Or lift handset (if supported) to hear dial tone

Result	Meaning
Clear dial tone	Line OK
No tone	Line/cable issue
Noise/static	Poor line quality

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Step 3: Disable Error Correction Mode (ECM)

ECM improves quality but fails on noisy lines.

1. Fax Settings → Advanced

2. Disable ECM

3. Save and retry fax

✔ Increases success on unstable lines

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Step 4: Reduce Fax Speed

1. Fax Settings → Speed

2. Set to Medium or Slow

3. Retry sending/receiving

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Step 5: Configure Correct Dialing Rules

Verify:

• Country/region set correctly

• Correct prefix for:

  • Outside line (PBX)

  • International dialing

• Tone dialing enabled (preferred)

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Step 6: Test with Known-Good Fax Number

• Fax to/from:

  • Another office fax

  • Telecom provider test number

• Helps isolate local vs remote issue

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Step 7: Update Printer Firmware

Firmware updates improve:

• Fax compatibility

• Line negotiation

• Error handling

Perform update via USB or EWS with stable power.

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Common Issues & Fixes

Symptom	Root Cause	Fix
No dial tone	Wrong port or cable	Use LINE port
Fax fails on VoIP	Incompatible signal	Use ATA / lower speed
Fax works intermittently	Line noise	Disable ECM
Cannot receive fax	Auto-answer off	Enable auto-receive
International fax fails	Dialing rules	Correct prefix

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Security & Compliance Considerations

• Faxed documents may contain sensitive data

• Enable fax confirmation reports

• Restrict physical access to fax output tray

• Avoid shared lines with public phones

• Follow document retention policies

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Best Practices

• Prefer dedicated analog line for fax

• Label fax line clearly

• Keep fax logs enabled

• Test fax monthly in low-use environments

• Consider digital fax alternatives where allowed

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Conclusion

HP fax errors on MFP printers are primarily line quality and configuration issues, not hardware failures.
Most problems are resolved by verifying analog line connectivity, adjusting fax speed, disabling ECM, and correcting dialing rules.

Stable telecom configuration ensures long-term fax reliability.

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