When everything turns digital, one thing seems to not turn digital at all: business addresses & residences. Or do they?
In this blog, we will be discussing the importance of using a virtual address for business or for personal use. There are certain pros & cons you need to be aware of and understanding what your options are along with associated costs, will be important in your consideration of acquiring a virtual address.
What Is A Virtual Address
A virtual address is a physical address in a remote location, used as your own mailing address.
For example, let’s say you live in the suburbs of NYC but want to showcase your business being located downtown on Main Street. You would be selecting from a list of virtual business addresses located downtown NYC which could be used for your business registration, receiving & managing mail from your virtual mailbox that comes with it, and displaying that address on your business cards & website.
Another example (in the case of residential virtual addresses,) would be that you are located in Cleveland, Ohio and are about to move overseas for an extended period of time. That means there will be no one back home to pick up your mail, and you would still need to access your mail some way while overseas. Using a virtual address physically located in your former home town, will allow you to access all needed documents & snail mail from your smartphone or desktop device, through your virtual mailbox. An easy way to think of it, is “snail mail that looks like e-mail.”
All your documents will be scanned & uploaded into your virtual mailbox. From there you can decide to have the content of your envelope opened up & scanned, you can have it shredded (in the case of sensitive information such as bank statements or social security numbers,) and you can even have the real physical copy shipped to your location at up to 80% off of typical shipping rates.
What Does Virtual Address Mean?
A virtual address is a real physical street address, where all mail & packages can be sent and processed. Because these addresses come with a virtual mailbox, that is why they are called virtual addresses.
How is a virtual address converted to a physical address?
A virtual address is not converted into a physical address. Rather a physical address is turned into a virtual address, through the use of a virtual mailbox.
Is A Virtual Address Important In 2022?
As with anything in life; it depends.
Here are some cases where using a virtual address will come in handy for you:
Why Do We Need A Virtual Address?
There are different reasons why someone would sign up for a virtual address. In some cases, someone may want to use the address for business registration. In other cases, someone may want to use the address to receive their mail, while overseas. And in other cases, someone may prefer a virtual address to a PO Box, due to the convenience of getting your mail on your phone or computer.
Virtual Address For Business
Sure, you can always use your home address as your business address, but there are a couple reasons you would want to avoid that. For starters, using your home address for business is probably not the most professional thing you can do. An easy Google search will be a quick way for people to tell that you are operating your business out of your home. And even though you may be able to do some from an operations perspective, it still looks a bit “cheap” and you won’t a good first impressions from potential customers.
Another more important reason for not using your home address as a business address however, is the fact that it’s in public display online. Whether on Google or online directories, everyone now (well or ill intentioned) knows precisely where it is you & your family live. So if you have grumpy customer or someone that is straight out an ill intentioned person (or criminal,) you are exposing the rest of your family to the dangers of them walking up to your doorstep and harming you and loved ones.
Alongside this, you need to protect all the important documents your business will receive. You can’t do this with a home address. You need a virtual address for proper security. Otherwise your legal contracts, licenses, permits, correspondence with suppliers, vendor contacts, statements, payments, bills, invoices, and contact information could fall into the wrong hands. Remember, your 4-year-old tot counts as the wrong hands! You never know, you might come home to your taxes covered in purple crayon and apple juice. That wouldn’t look so good, would it?
Plus, you get immediate access to your mail with a virtual box. Regardless of the device you use — smartphone, tablet, laptop, desktop, you name I — you can access your mail as soon as it comes in. It doesn’t matter where you are; you just need your login details and your received mail pops up. This can be fantastic if you’re awaiting that all-important order your business needs or you are currently talking to vendors about potential contracts. Things like that can’t wait for you to get back from your travels.
Finally, a digital mailbox presents a paperless, seamless document management solution. You can set up it to automatically perform functions that you would otherwise have to make time for — think getting rid of junk mail and shredding certain items. You will never fall short with record-keeping ever again. Imagine that!
One thing Americans are known for, is travel. Whether for leisure or professional reasons, there are millions of Americans that have moved overseas on a more permanent or temporary basis. They did not turn in their passports necessarily, but rather they have decided to be overseas for a little while. Certain US obligations still follow you however. The simplest thing that comes to mind, are IRS notices & US taxes. These will only come in via the mail. So being able to stay on top of these, will help you avoid fines & being able to pay your taxes or penalties in time. Additionally, other important documents or information will be sent to you; if you are retired, your social security check also comes through the mail. So getting it delivered to you, while overseas can be a very important reason to register a virtual address. Check out what a check deposit is and how it could be a great convenience in getting your bank checks deposited quickly.
You want a virtual solution
When you consider the amount of time we spend in our vehicles every day, it is staggering and adds up to months or years over a lifetime. Why drive to the Post Office, just to stay in line to open an empty mailbox or one stuffed with junk mail? Many people are turning to virtual solutions, considering the ease of accessing all mail from your phone. You simply log into your account the same you would with Gmail, and check all snail mail online. It’s as easy as that!
You are a frequent traveler
Many people need to move every quarter, either because their job requires that (i.e travelling nurse) or because someone has decided to become a full time RV’er. That means that every single quarter, you would need to complete a change of address with the USPS. Although I am sure some people have the time to do that, it’s probably easy to understand what a hassle that can be and how unreliable considering the flexibility required to align with your schedule.
Registering a virtual address, means that you get to have a permanent US address, that follows you wherever you go. Just pick a city, complete your change of address and 1583 form, and you’re good to go. No more hassles, and access all paper mail online!
For all you digital nomads out there, the benefits of a virtual mailbox solution don’t stop here.
With a virtual address, you are guaranteed the utmost security. The mail handlers who work at the facilities are incredibly well-trained and have nothing but the safety of your personal information and mail in mind. The data is encrypted and uploaded to your dashboard so nobody could even dream of hacking it. Plus, any packages you may receive while you are globetrotting are professionally handled and kept in secure, remote locations.
Additionally, depositing checks is now a breeze. Yep, regardless of what currency! When you get a paycheck, your virtual mailbox service will send you a notification. Then, you can use the app to deposit it to any bank in the United States of America. This way, the money will appear in your account as quickly as possible. You shouldn’t have to wait for your money when there are so many experiences to be had out there!
You Are an Expat Looking for Seamless Solutions
While moving to another country is super exciting and you’ll be pouring your heart and soul into making a life for yourself there, you still have to manage your life back home. You will still need a permanent address in the United States of America. Why? To ensure you acquire all the necessary correspondences, receive packages, and shop securely — all without the risk of your mail getting lost.
A virtual mailbox allows you to relax with the knowledge that your parcels, packages, letters, and business documents will get to you in one piece. There are tons of advantages for you, an expat, and a digital address.
For starters, you will be able to stay connected. A virtual mailbox ensures you have a permanent address, regardless of how many times you move around. It is incredibly simple to forward packages to your current residence from here. Plus, you can still shop at all your favorite US stores without having to worry about whether or not they will actually reach you.
Additionally, you can deposit checks (in any currency) easily, without visiting a bank. All you need to do is go on the app, hit deposit and you are well on your way to seeing your cash.
Oh, and you will never miss important documents. Since you will get instant access on any device to the contents of your mailbox, you don’t need to worry that you will miss payments, tax returns, invoices, and more. You can even set up notifications that will let you know when there is mail you need to check out.
The Benefits of a Virtual Address
If any of the above apply to you, you’ll know a lot about the benefits of a virtual address already. However, if you still feel like you are in the dark, let us walk you through the benefits, step-by-step.
1. Permanent Street Address
A virtual address is mostly globally accepted as a permanent, American street address, unlike a PO box. This saves a bunch of time because you won’t have to make your way to your physical mailbox every day (or week).
Plus, it will allow you to receive parcels from pretty much all couriers. For this reason alone, it’s a win-win kind of deal.
2. Deposit Checks Quickly
No more having to visit the bank when checks come in the mail. With a virtual address, you just have to go on the app, ask to have it deposited into your bank, and it’s done! This way, you get your money within one working day, rather than waiting 3 to 4! Not to mention that you can be in any country while this is happening.
3. Flawless Record Keeping
At the moment, you probably have a huge binder full of all your important, previously mailed documents, right? Well you can kiss goodbye to that with a virtual address. It allows you to store files for as long as you need. Whether that’s 5 seconds, days, weeks, months, or years — it can handle it all. This will save you a lot of space in your home too, so you’ll have more room for storing things that bring you joy.
4. Auto Admin
When the mail comes in, you can decide whether you want each piece shredded, held, or shipped to your current location. Everything can be done from within the app and takes a matter of seconds!
But that’s not all.
Thanks to new technology, the app allows you to search through the uploaded PDF scans of your mail. Again, this will save you time as you won’t have to trawl through everything you’re mailed. Instead, you can focus on your business, your significant other, and your family — you know, all the truly important things in life.
How do I get a virtual address?
Getting a virtual address is very easy. First you will need to select the plan that matches your needs. After you complete checkout, you will be required to send a notarized 1583 Form and 2 forms of ID. From there, the only final thing you need to do, is complete a Change Of Address form with the USPS.
The Bottom Line
Virtual addresses are not for everyone. But they can come in handy for quite a large percentage of the population. Usually, a business mailing address will also be cheaper than a typical PO Box, considering that all that mail is stored in the cloud (instead of a real physical location) making it cheaper for the end user.
Whether you have decided that you are about to launch a new business, want more privacy and the convenience of accessing all your mail virtually without needing to drive weekly to the post office, or simply because you’re about to relocate – having a virtual address can come in handy.