Businesses and individuals alike, will oftentimes contemplate if getting a virtual mailbox, is the right choice for them. Ever since the early 2000’s and the boom of the Internet, there has been an increase in demand for virtual addresses; platforms that will upload postal mail in a digital format.
Some of the primary reasons why someone would want to sign up for a virtual mailbox service, differ depending on the size of the company and nature of operations.
For small businesses, one of the primary reasons they want to leverage the use of virtual mailboxes, is due to the associated virtual address that comes with it. For larger companies & corporations however, registering a virtual mailbox is more than just about getting a fancy looking address or registering a new LLC with the State. For larger companies, it’s all about outsourcing mail & digitizing the mail room.
Here are 5 reasons why your organization needs a virtual mailbox for business.
You Own A Small Business
When you decide to start a new company you will be required to not only file with the secretary of state, but also receive government mail pieces from that point on. What happens, especially in the case of startup online businesses, is the owner usually wants to run their business from home, without exposing that residential address online.
Using your home address for the sake of a business registration, in addition to security risks, will create a wave of incoming mail (in addition to what you’re getting already.) Depending on the complexity of your operations, it will always be something getting in your way that takes your attention & time away from your job of running operations.
Another reason to consider a virtual mailbox for your small business, is that showcasing a home address as the address of your business, will reflect negatively on you as a business owner. Everyone knows it’s more convenient and cheaper to use their home address for business purposes; but it does not look professional. If maintaining a professional look to your brand matters, then you should consider distancing home from business.
You Need Streamlined Mail Management
As mentioned earlier, larger corporations tend to lean on virtual mailboxes for the sake of a more streamlined mail management system. When you consider payroll, maintaining physical storage and the headache of dealing with paper mail, you quickly realize why companies such as Shell & Netflix, look for a virtual mail processing experience. At the time of writing this blog, Covid-19 has also set in as a reality, with several areas of “offline” life going virtual, with the flip of a switch.
Handing mail online is more than just avoiding to deal with paper however; a virtual mailbox platform will typically allow for several users to manage mail from a single account. Think of it as “seats.” Depending on the size of the company and the amount of mail you receive, you can have 1 or more people manage all mail virtually. And it can be some assistant remotely located from your corporate offices (if you have hired from abroad.) Finally, taking mail virtual from a corporate perspective, allows for business management & cloud storage tools to document important files and keep everything in one place.
You Want To Complete Check Deposits Virtually
An often overlooked perk of using a virtual mailbox, is the added feature of an in-account check deposit. What that means is, you get to request some bank check be deposited to your bank of choice, from your desktop or smartphone device. Examples of companies that benefit from a feature like this, are property management companies. The amount of mail they need to deal with as well as checks, can sometimes become overwhelming for office staff to handle. Or simply, these firms would like to have their staff focus on activities such as showing units & maintaining high occupancy rates.
Being able to deposit bank checks remotely, comes very handy if the person in charge is in an out of state location and it saves that employee several trips & time to the bank.
You Want One Virtual Address For Life
Registering a virtual address, means that regardless of where you decide to relocate, your mailing address stays the same. Think about it; if you decided to move to some other office location, would you change your phone number?
Registering a virtual mailing address is similar to getting a phone line; you are not location dependent and can move anywhere without leaving your mail behind. The alternative is keeping track of all mail correspondence and contacts that will need to be updated on your address switch (that includes online directories, your website, Google etc.)
Maintaining a permanent address shows consistency as well; if the nature of your business is such that you need to move occasionally, then being able to show that you are staying put in one location will only help the image of your brand.
The common point that connects all 5 reasons for getting a virtual mailbox, is convenience. Being able to handle check deposits from your desktop or mobile device, having someone virtually manage mail on your behalf & the sense of 24/7 on demand access, just allows you to focus on things that matter to your organization.
The larger your company is, the more moving pieces and pressing issues that you need to focus your attention on. Mail should not be making your top 20 list of things that you need to look out for.