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Whether you’re a digital nomad, full-time traveler, or remote business owner, the question remains the same: how do you handle your mail?
With an on the go lifestyle you may easily fall behind on your physical mail with the traditional handling of snail mail. If you’re looking to upgrade your mailing solution into something convenient, versatile, and flexible that’s where the virtual mailbox comes in.
A virtual mailbox offers a permanent address in the US so you can travel and work remotely without worrying about accessing your physical mail. It’s an online mailbox that will give you 24/7 access, instant email notifications, and the ability to view and manage mail securely with the click of a button.
In this blog, we will introduce the concept of a virtual mailbox and answer your questions on the following:
What is a virtual mailbox?
How does a virtual mailbox work?
Who can benefit from a virtual mailbox?
How do I pick a virtual mailbox that works best for my needs?
What is a Virtual Mailbox?
A virtual mailbox is a type of service that allows you to read your postal mail online via any device with an internet connection and from anywhere in the world.
With a virtual mailbox, your physical mail is available to you in an online account, similar to email. In addition, a virtual mailbox offers a variety of other mail services including:
Real-time mail notifications.
Online viewing of mail.
Mail opening and scanning.
Mail forwarding.
Package forwarding.
Mail shredding, mail disposal, or mail recycling.
Package storage and shipping.
Check depositing.
Some select services will offer registered agent services at limited locations. Psst...VPM offers FREE registered agent services at all our locations.
How Does a Virtual Mailbox Work?
First, take a look at all the types of mail services available, then choose the mail package that serves your business and personal needs the best. Continue with the following steps to get a virtual mailbox:
Complete the USPS 1583 form - you will find detailed directions and resources to complete this form here.
Change of Address With USPS - a change of address is a request to have USPS forward your mail to a new destination address. This can either be temporary or permanent, and it can be done online or in person. You can learn how to file a change of address with USPS here.
Have your mail and packages sent to the new virtual mailbox address as soon as the mail arrives. It will be scanned and uploaded to your virtual mailbox account.
Log in to your new virtual mailbox account and decide on options for mail scanning, mail forwarding, deleting, shredding, or storing.
Who Uses a Virtual Mailbox and Why?
Typically when you move to a new place you will need to fill out a mail forwarding form with the post office and they make sure your mail gets to your new permanent address.
However, the challenge that full-time travelers, digital nomads, and anyone else embracing a location-independent lifestyle faces is that they don’t have an address because they typically don’t stay in one location for more than a month at a time. A virtual mailbox solves the “permanent address” issue.
The reason a permanent address is still necessary even if you work and travel remotely is many institutions still require a physical address for communication purposes such as the Internal Revenue Service (IRS), the Department of Motor Vehicles (DMV), and voter registration. In the private sector, some law offices, some financial institutions and banks, and even employers providing end of year tax documents often use snail mail by default. You also need an address for things such as credit cards and packages.
A virtual mailbox is also used for multiple purposes outside of a permanent address. We've listed the other reasons small businesses, digital nomads, travelers, and expats find a virtual mailbox is valuable.
1. Startups and Small Businesses
A virtual mailbox provides a streamlined digital document solution and saves time so you can focus on billable activities and what really matters in your business.
It is the smartest and easiest way for you to manage your mail and packages, and it comes with additional long-term advantages for your business. Startups and small businesses will enjoy the following benefits.
A Permanent Address Linked to a Commercial Office
Linking your business address to a commercial office will create and maintain a professional image and makes you look more trustworthy to customers. A permanent address also makes it easier for customers to find and contact your business on a local level.
A virtual mailbox enables a company to have different location addresses across the country, thus spurring market presence and helping the company expand.
Did you know that not all virtual mailboxes are the same?
While it may seem that you have struck gold with a virtual mailbox service that offers locations in multiple locations, you will need to choose an address carefully.
Many virtual mailbox services will use USPS and PO Boxes and forward the mail to their main sorting and scanning facility. This allows the virtual mailbox to offer more addresses even though they may not have a physical presence in that state. Here’s the 4 Reasons to Choose VPM for Your Virtual Mailbox (basically how we differ).
Most importantly, imagine your customers or potential investors are searching online for your business and they see a PO Box. Yikes! That’s why it’s important to ask yourself these questions when selecting a location.
What do you think their impressions would be?
Do you think these locations look professional?
Is this how I want my business to look when customers search on Google Maps?
Read more about Why You Need a Virtual Mailbox with a Commercial Street Address.
Privacy Protection with a Business Address
When you register an LLC or corporation the forms require a business address. This business address will be on public and state websites for the world to see. A virtual mailbox that is tied to a commercial office lets you use that as your business address instead of your home address. This will protect your privacy by not exposing your personal home address.
Additionally, this will protect your personal information when you:
Open documents with your suppliers and vendors.
Receive statements, invoices, payments, and bills.
File for legal contracts, licenses, and permits.
Expose contact information on websites and marketing materials.
Check out more reading material:
Why You Need A Business Address
Why You Need a Business Address for Your LLC or Corporation
4 Benefits of a Virtual Business Address
5 Ways to Get a Business Address for Your Startup
As for an online business or online retailer like you’re a seller on Amazon, Etsy, or Ebay you’ll also need a separate business address to protect your privacy. You can use your separate business address on shipping labels, return labels, website, and public information.
Immediate Access to Mail
A virtual mailbox enables you to handle your mail from any device. You'll receive an instantaneous notification when mail is scanned and processed into your account. You then will need to log into your online account to open and view the mail scans and decide what to do from there.
Document Management Solution
With a virtual mailbox you will be able to store and archive all your important business documents. This gives you a paperless office solution that automates, eliminates junk mail, and lets you skip the hassle and wasted time of opening and sorting your mail manually.
Digitizing all incoming business mail also means:
Effortless record-keeping.
Saving time by scanning documents.
Fully OCR’ed PDF files for easy searching of important documents, and downloadable digital copies in PDF format.
The Wall
This virtual mail is ideal for both personal needs and business!