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🏷️ How to Fax a Resale Certificate to a Supplier

📅 Updated October 2026 · 🌍 Send from any country
✦ Quick Answer

A resale certificate goes from the buyer to the seller, and the seller keeps it. It is never sent to the state. Whether a supplier takes it by fax is the supplier's choice, and many vendor credit departments still do: use the fax number the supplier gives you, select United States, type the 10 digits, and a cover page plus a one-page certificate costs $2.99.

Fax your resale certificate, $2.99

📋 In This Guide

  1. Who Gets the Resale Certificate
  2. What Four States Say About Electronic Copies
  3. Which Fax Number to Use
  4. Entering the Supplier's Fax Number
  5. What to Put on the Pages
  6. When to Send It
  7. Cost and Your Record
  8. Frequently Asked Questions

Who Gets the Resale Certificate

When you buy goods to resell, you give your supplier a resale certificate so it does not charge you sales tax on that purchase. The certificate goes from you, the buyer, to the seller. The seller keeps it in its own records to show why it did not collect tax. You do not send it to the state tax agency.

That is why there is no state fax number for resale certificates. The only number that matters is your supplier's: usually the credit department, customer accounts or sales tax team that set up your account.

The rule: send a resale certificate to the supplier that asked for it, at the number the supplier gives you. Never send it to the state.

What Four States Say About Electronic Copies

Rules on electronic copies and record keeping differ by state. Here is what four of the largest states say about their own certificates:

StateCertificateElectronic copiesSeller keeps it
CaliforniaCDTFA-230Digitally signed certificates provided electronically can be validCheck CDTFA guidance
New YorkST-120May be issued and accepted electronically3 years
Texas01-339Check Comptroller guidance4 years
FloridaAnnual Resale CertificateBuyer may give a paper or electronic copy, or the certificate number3 years

These rules decide what the seller is allowed to accept. Whether a faxed copy is fine for a particular supplier is that supplier's decision, so if they ask for fax, send by fax. If your state is not listed, use the certificate and rules from your state tax agency's own website.

Fax your resale certificate, $2.99

Which Fax Number to Use

The one on the supplier's credit application, account setup email, invoice or tax exemption request. Many vendor credit departments still list a fax number for exactly this kind of paperwork, often separate from the sales line. If the request came from a named person, fax to the number in their email signature or request, and put their name on the cover page.

A resale certificate carries your business name, address, seller's permit or registration number and a signature, so check the number before you send. If you supply several vendors, keep a short list of each one's correct fax number so you do not send one supplier's certificate to another.

Entering the Supplier's Fax Number

For a US supplier, select United States, then type the 10 digits with no leading 1, no spaces and no dashes. A number written 1-888-XXX-XXXX is entered as 888XXXXXXX. More detail is in how to fax to the USA online.

OverseasFax works from your US office, or from anywhere else when you run your business remotely or are traveling when the supplier asks: see sending a fax from outside the United States and faxing without a fax machine.

Fax your resale certificate, $2.99

What to Put on the Pages

Start with a cover page: the supplier's name and the department or contact who asked, your business name exactly as on the certificate, your customer or account number with that supplier, your email and phone, the words "Resale certificate attached" with the state and form name (for example "Texas 01-339"), and the page count.

Then the completed, signed certificate. If the supplier also sent you a credit application or a tax form, add it after the certificate. Put your business name and account number in a corner of every page. Scan to PDF so your permit or registration number is sharp; a misread digit can mean the supplier keeps charging tax until it is fixed.

When to Send It

There is no state deadline for giving a supplier a resale certificate, because it never goes to the state. The timing that matters is your next order: if the certificate is not on file when the supplier invoices you, it may charge sales tax on that order. Send it as soon as the account is opened or the supplier asks, and send a fresh one when yours is renewed or replaced.

Fax your resale certificate, $2.99

Cost and Your Record

A cover page plus a one-page certificate is 2 pages, which costs $2.99. With a three-page credit application added, 5 pages comes to $2.99 + 2 x $0.99 = $4.97. Sending the same certificate to several suppliers is one fax each, $2.99 each for up to 3 pages.

There is no account, nothing is printed on your document, and if the fax cannot be delivered the full amount goes back to your card automatically. Delivery usually takes a few minutes. The confirmation email shows the destination number, the page count and the time, in US Eastern Time. Keep it as your dated record that the certificate went through, in case a supplier later says it never had it on file.

If a supplier wants to fax a signed credit agreement back to you, our sister service GetAFax.com gives you a US fax number for 24 hours for $5, and anything received arrives in your email. If a client asks for your own W-9 at the same time, see how to fax a W-9 to a client. If you run a US company from abroad and still need its tax number, see getting an EIN from abroad without an SSN.

Why send it here

One price for the whole fax, shown before you pay, and nothing added at checkout.

Nothing is printed on your document. It arrives exactly as you uploaded it.

If it cannot be delivered, the money goes back to your card without you asking.

It works from anywhere. Send from any country, in any browser, with no account.

Frequently Asked Questions

Cost and what you get
How much does it cost to fax a resale certificate?
$2.99 for up to 3 pages to a US fax number, then $0.99 per extra page. A cover page plus a one-page resale certificate is $2.99. No account and no subscription.
Is there a cheaper way to fax a resale certificate to a US supplier?
OverseasFax charges $2.99 for up to 3 pages and $0.99 for each extra page, from the US or any other country, with no account, no subscription and nothing added at checkout. Free fax services do exist, but they usually cap the number of pages and print their own advertising on the cover page, which you do not want on a business document.
Can I fax a resale certificate for free?
Free fax services generally limit pages and add their own advertising to the cover page. A supplier's credit team wants a clean certificate, and a dated confirmation email helps if they later say it never arrived.
Sending a fax
Who do I send my resale certificate to?
To the seller, meaning your supplier, not the state. The seller keeps the certificate in its records to show why it did not charge you sales tax.
Do I send a resale certificate to the state?
No. A resale certificate goes from the buyer to the seller, and the seller keeps it. There is no state fax number for resale certificates.
Will my supplier accept a resale certificate by fax?
It depends on the supplier; it is their choice. Many vendor credit departments still take resale certificates by fax, so check their credit application or ask for their fax number.
My supplier's credit department wants my Texas 01-339 today and I'm traveling in Mexico, can I fax it?
Yes. OverseasFax works in any browser in any country and takes international cards. Select United States, enter the supplier's 10-digit fax number, upload the signed certificate as a PDF, and delivery usually takes a few minutes.
Can I send a California CDTFA-230 resale certificate electronically?
Yes, CDTFA says a digitally signed certificate provided electronically can be valid. Whether your supplier takes it by fax, email or portal is their choice, so send it the way they ask.
Can a New York ST-120 be faxed to a vendor?
New York says the ST-120 may be issued and accepted electronically, and the seller keeps it for 3 years. Whether a particular vendor takes fax is up to them, so use the fax number they give you.
How do I give a supplier my Florida Annual Resale Certificate?
Florida lets the buyer give a paper or electronic copy of the certificate, or just the certificate number. The seller keeps it for 3 years. If the supplier asks for a copy by fax, fax it to their number.
Fax numbers and format
How do I enter a supplier's fax number to send a resale certificate?
Select United States and type the 10 digits with no leading 1. A number written 1-888-XXX-XXXX is entered as 888XXXXXXX, and the +1 country code is added for you.
Where do I find my vendor's fax number for a resale certificate?
On their credit application, account setup email, invoice or tax exemption request, or in the email signature of the person who asked. Do not guess a number from a general contact page.
Receiving a reply
Can my supplier fax me back a credit approval after I send my resale certificate?
Not to OverseasFax, which only sends. Our sister service GetAFax.com gives you a US fax number for 24 hours for $5, and anything faxed to it arrives in your email.
Delivery, proof and safety
How do I show a supplier I already sent my resale certificate?
Forward the confirmation email. It shows the destination number, the page count and the exact time the fax went through, in US Eastern Time, which is your record of exactly when it was sent.
Why did my resale certificate fax fail?
Usually a leading 1 was typed, the line was busy, or the number was a phone line rather than a fax. If a fax fails you are refunded automatically and can send again after checking the number.
Is it safe to fax my seller's permit number on a resale certificate?
Yes, if the number is right. The fax goes straight to the number you enter, there is no account, and nothing is printed on your document. Check the supplier's fax number before you pay.
More questions
How long does a supplier keep my resale certificate?
It depends on the state: New York and Florida say 3 years and Texas says 4 years. The seller keeps it, not you, though it is sensible to keep your own copy.
What should the cover page say when I fax a resale certificate?
The supplier's name and contact, your business name as on the certificate, your account number with them, your email and phone, "Resale certificate attached" with the state and form name, and the page count.
Can I fax one resale certificate to several suppliers at once?
Send one fax to each supplier, each to that supplier's own fax number. Each is $2.99 for up to 3 pages, and you get a separate confirmation email for each.
Can I fax my resale certificate and credit application together?
Yes. Upload up to 10 files in one fax, 100MB total. A cover page, a one-page certificate and a three-page credit application is 5 pages, which is $4.97.

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