I am looking for an ibnstruction book, "Brother" are not replying to me about this. In the first instance I need to attend to my ID and also check if I have put my correct telephone number into the system
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If you have a Brother FAX-525DT, then place the document face down with the leading edge (top) down. The scan unit is on the bottom of the paper path for documents. The manual for the unit is available from Brother's EU division's support. The direct link is http://www.brother.com/pub/eur_fax_doc/fax515_525dt.pdf . The picture for how to position the document to be faxed is on page 55 (page 65 of the PDF).
Unfotunately you probably already know the solution here. The keypad needs to be replaced. There is a way to get into the pad and attempt to fix the individual key itself, but if you are here posting this, I'll simply assume that you don't have the technical skill required to fix that individual keypad.
If you purchased it recently, I would go to brother's website, find their support number and call them. It MAY still be under warranty. They can also advise you of any pricing and installation costs associated with replacing the keypad. I have over 20 years experience on office equipment, and I HIGHLY stand behind Brother and their services. Their support is very friendly and will help you... ;)
I use Esselte Dataline 210x30x12.7, the code is 80428 and the last lot I bought cost me £2.99 but I am afraid it is quite a whilst since I purchase this thermal fax paper I cannot remember where I bought it from, but I hope this helps