There are plenty of benefits to how humans have begun to evolve the workplace to accommodate the needs of employees around the world. Before the COVID-19 pandemic, working remotely was relatively unheard of, and if you managed to land a job that allowed you to work from home, you were one of the lucky ones.
Long gone are the days of lengthy office commutes and spending entire days without seeing sunlight. While some office jobs still require employees to come in, it’s becoming harder for those jobs to retain those employees or attract new talent. People want to work from home, as it’s convenient and offers a much better balance between home and work.
However, it’s crucial for those who work remotely or as digital nomads to remain thoroughly connected. While most correspondence comes from Zoom meetings, Slack messages, and emails, you cannot rule out one of the most traditional ways of communicating, snail mail. A virtual mailbox is a fantastic option for remote workers and digital nomads, and in this article, we’ll discuss why.
Learn what virtual mailbox companies are, how do they work, how much a virtual mail service cost, what services they include and which is the best virtual mailbox service in the market for your specific remote working scenario:
- What’s a virtual mailbox service?
- How to choose a virtual mailbox?
- Best virtual mailboxes
What is a Virtual Mailbox Service?
A virtual mail or digital mailbox service, as the name implies, is a service that offers you a permanent mailbox address (called “virtual mailbox address”) to collect, open and scan your physical, postal mail for you to keep receiving your business mail, providing you (or your business) the benefit to be located anywhere in the world while safely receiving your mail in a real address of a desired business city or your hometown.
How Does a Virtual Mailbox Work?
We exist in an ever-evolving society where things once relied upon no longer make sense for some people. When it comes to working and traveling, traditional mail is one of them. For example, a digital nomad may keep their home in the United States but live and work out of Costa Rica for months at a time.
Instead of worrying about mail-forwarding and staying on top of important documents and information, a virtual mailbox can ensure that you receive your mail regardless of where you live. In short, virtual mailboxes make postal mail completely virtual. When you work with a virtual mailbox provider, they will scan your mail and email it to you, typically in PDF form.
From legal documents to those essential client checks, you can gain access to the mail you need from anywhere in the world! Once you officially have your virtual mailbox set up and running, and the process may differ between companies, you can see your mail from any device.
What Does a Virtual Mailbox Look Like?
Virtual mailboxes are typically easy to access and scroll through, depending on your provider. A virtual mailbox will eliminate any junk mail that comes your way, such as fliers and oil change coupons, so you no longer have to worry about sorting. Many providers even offer the option to shred junk mail that comes through.
When you sign on with a virtual mailbox provider, they’ll present you with a list of real addresses, and you’ll choose the one you want to share with your friends, family, business colleagues, and clients. Your provider will receive your mail, scan it, upload it, and it’s yours!
If you’re worried about privacy, speak in-depth with potential VM providers regarding employee security protocol and background checks. Virtual mailboxes generally provide more security than traditional mailboxes, except for a PO Box.
Are virtual mailboxes safe?
Virtual mailbox services offered by well known, specialized companies, are safe to use.
Companies offering a mailbox service for businesses or individuals also include a variety of services besides a virtual address, that will allow you to not only to receive mail and packages but also to manage your mail: Scan and revise what you’ve received, to safely store what you decide to keep and use a mail forwarding service to send any mail or package you want to send wherever you (or your business) are.
Some of the most common services offered by virtual mailboxes besides mail storage are:
- Real street addresses
- Mail notification
- Online viewing of envelope
- Opening and scanning your mail
- Mail forwarding
- Secure shredding, disposing or recycling of your mail
- Package storage and shipping
- Check depositing
- Signature upon delivery
At minimum, most of the virtual or online mailbox services offer online viewing.
There are usually different plans to choose, with a base monthly price with additional fees depending on which services you need (like mailbox forwarding) or how much mail you receive.
Are virtual mailboxes legal?
In most cases, it’s acceptable to use a virtual office address when you establish your business, as you will receive a fixed street address, that you’ll be able to include on your incorporation documents.
To set up your new address, you sign up with a service, complete USPS Form 1583, officially change your address and then you will be ready to get mail from anywhere in the world.
Is a Virtual Mailbox Different from a PO Box?
Though the lines can become crossed regarding virtual mailboxes and PO Boxes, we can assure you that the two are not the same. A PO Box, located at your local Post Office (or wherever you choose to set it up), is a general term for a place where you receive your mail that isn’t your office or home.
On the other hand, a virtual mailbox is an actual, physical address owned by your virtual mailbox provider. Unlike a PO Box, a virtual mailbox allows a trusted company to collect your mail, scan it, and upload it to you digitally.
Not only will you receive your mail much faster than you would with a PO Box, but you can eliminate the need to be anywhere near your PO Box to access your mail. What works best for mail access is different for everyone, but a virtual mailbox is incredibly convenient for remote workers and digital nomads.
How to Choose a Virtual Mailbox Service?
There are many factors to take into consideration when choosing a virtual mailbox service to collect your mail packages or to use as a virtual business address to receive your business postal mail, and view and manage your mail online:
- If you need a physical address or P.O. Box. for yourself or your business in a certain city, make sure that the service you choose offers an address there.
- If you have clients who pay by check, then you’ll want to get a service that includes check depositing.
- If you have bills that only come in paper form, then you’ll want an open and scan service, so you don’t miss a payment.
- If you want to receive some urgent packages in your location, then it would be important to choose a virtual mailbox that offers a mail forwarding service.
- If you don’t want to keep junk mail, make sure to choose one that offers mail shredding services.
- Last but not least, the price. There are virtual mailboxes for as little as a monthly fee of $6.99 up to $159 per month depending on what’s included in the service.
To help you assess the existing options and identify the best virtual mailbox service for your specific scenario, start by listing all the must and nice to have requirements for a mailbox service and go through the options we list below.
But, what are the best and cheapest virtual mailbox services? Which of them offer postal mail scanning services or forwarding options? Let’s see next.
Best Virtual Mailboxes for Remote Based Professionals, Companies or Digital Nomads
Because working remotely and as a digital nomad is on the rise, it’s only logical for many digitally-based companies to launch virtual mailbox services. Choosing a provider can be overwhelming, so we’ll list the best virtual mailbox companies out there and give you some insight into their services.
Cost: From $15 to $159/month
Traveling Mailbox is a virtual mail service provider that has five plans to choose from which vary based on the amount of incoming mail, page scans, mailbox recipients, etc. Their plans work for personal, small business, and enterprise purposes. All accounts include envelope scans, junk mail filtering, unlimited cloud storage, and free mail shredding.
They have 30+ addresses across the US. Premium features such as check deposits cost extra. There are also additional fees if you go over your monthly limits. Their service can integrate with Evernote, Bill.com and Dropbox.
- Traveling Mailbox does accommodate businesses but to a limited extent. They offer three different pricing plans, the first two targeted individuals who spend a great deal of time traveling, and the last specifically for small businesses.
- Traveling Mailbox only offers US-based addresses, but many cities are on its list, including Grand Rapids, Colombus, Atlanta, New Orleans, Memphis, Dallas, Austin, Phoenix, San Francisco, and Portland. It’s currently in the process of expanding.
- Traveling Mailbox includes three plans: Basic ($15), Extended ($25), and Small Business ($55). Basic contains 40 envelopes and 35-page scans per month, Extended offers 100 envelopes and 80-page scans per month, while the Small Business plan allows up to 200 envelopes and 180-page scans per month. Junk mail does not count as an envelope, and the fee is monthly.
- Getting started with Traveling Mailbox is easy. All you have to do is subscribe, choose an address, and confirm your identity with the USPS via form 1583, and your mail will make its way to your new virtual mailbox.
What are Traveling Mailbox “pros” & benefits?
- Access your Traveling Mailbox via our Apps on Android and iOS or use our mobile site
- The low price option is ideal for most with plenty of page scans:
- 40 Incoming Envelopes / Month
- 35 Page Scans / Month
- 3 Mailbox Recipients
- FREE Mail Shredding
What are Traveling Mailbox “cons” & issues?
- It has no free service or a trial
See Traveling Mailbox reviews and analysis for further information.
Cost: From $20 to $65 per month
BusinessAnywhere is an entrepreneur’s remote toolbox that offers you several services, not only a virtual mailbox solution. You can register a company in all 50 US states, get documents notarized remotely, and of course, have a virtual mailbox for both you and your business.
BusinessAnywhere offers virtual mailbox addresses in Chandler-Arizona, Cheyenne-Wyoming, and Santa Fe-New Mexico. They scan your mail within 3 working days of receiving it, depending on how busy our offices are.
- Right now, Business Everywhere offers comprehensive plans for individuals but no plan options that will support large businesses on any scale. It could work for a smaller company, but you’ll have to create an individual account.
- Business Everywhere is extremely limited in where they offer their U.S.-based mailboxes. You can only find addresses in New Mexico, Wyoming, and Arizona.
- Business Everywhere pricing plans start at $20 monthly, and consumer reviews state they scale up to $60. However, the company is private regarding what’s included in each plan and the number of plan tiers they offer.
- Business Everywhere asks, via popup, to register with them to continue their virtual mailbox services. They offer other services, like business agents and online notaries. The registration process is likely similar to other VMs.
What are BusinessAnywhere “pros” & benefits?
- The cheapest option includes up to 2 mail recipients, unlimited mail and packages, unlimited scans.
- The dashboard is accessible from laptops, PCs, tablets, and mobile phones.
- They offer additional services for your business: Company Formation Service, to Register an LLC, S-Corporation, C-Corporation, or a Non-profit; Online Notary Service to get any documents notarized remotely by accredited notaries and Registered Agent Service to keep your business compliant and your details private with our registered agent service.
What are BusinessAnywhere “cons” & issues?
- It is working only with addresses in Arizona, Wyoming, and New Mexico, US.
See BusinessAnywhere reviews and analysis for further information.
Cost: From $5.99 to $49.99/month
Anytime Mailbox is a well known virtual mailbox that offers services in 1,233 locations across the US, Africa, Americas, Asia, Europe, Middle East, and Oceania. Their pricing depends on the chosen location and services, with a range of plans available. You get a real street address and can choose features such as mail scanning, incoming mail forwarding, Check Deposit, and Shredding.
Each account gets unlimited mail storage as long as your account is active. Anytime Mailbox is probably one of the most global virtual mailboxes for digital nomads and their online interface is user-friendly.
- Anytime Mailbox will work well for businesses of most sizes that require virtual mailbox services, as they offer plans that allow for unlimited storage.
- Anytime Mailbox is forever expanding, offering 1,744 mailbox locations, most across the United States. However, they host mailbox locations in Asia, Europe, the Middle East, South America, and Canada.
- Anytime Mailbox has incredibly affordable pricing plans, ranging from $4.99 to $69.99 per month zone. However, prices may differ (higher or lower) depending on the address you choose. Addresses and plans could include anywhere from 2 to 100 scanned pages per month.
- It’s easy to build a personal VM with Anytime Mailbox. Choose your address, select your desired plan, confirm your identity if required, make your payment, and just like that, you’ve got virtual mailbox services.
What are Anytime Mailbox “pros” & benefits?
- Expanding services at 1,744 locations.
- Rates starting are lower than others.
- The app works from PC to Mac, Apple to Android, smartphone to tablet, we’ve got you covered.
What are Anytime Mailbox “cons” & issues?
- The price depends on the location.
- There are no different rate plans.
See Anytime Mailbox reviews and analysis for further information.
Cost: From $15-$30/per month
PostScan Mail is a mailbox service now available at locations across the US and they are starting to expand internationally. They have plans that start as low as $15 per month, which include free open & scan requests, recycling, and storage. They offer local pickup at all of their locations and you can request to forward the physical mail items.
Mobile Apps are available for download on the Apple App Store and Google Play and are available on both phones and tablets.
- PostScan Mail could support a sole proprietor or small LLC with just a few employees, but overall, it’s not too friendly for small or mid-sized businesses. Their Premium Plan offers 120 envelopes per month. However, companies can register for their services.
- PostScan Mail is available in many locations across the United States and offers services in Austria, the United Kingdom, the Czech Republic, and more! As for the United States, you can find a PostScan VM in almost every state.
- PostScan Mail offers three very straightforward plans, including Starter ($15), Standard ($20), and Premium ($30). The Starter plan offers 30 items, the Standard plan offers 60, and the Premium tops off at 120. You’ll pay subscription fees monthly.
- Registering for PostScan Mail is simple but varies by location. You can choose your address before you subscribe or commit.
What PostScan Mail “pros” & benefits?
- You can choose from a large network of physical addresses across the U.S.
- Once you sign up, you can fully activate your account in less than 15 minutes with an online notary.
- Locations are available for local pickup during regular business hours
- They offer free physical mail and package storage for up to 30 days.
- Their Apps are available on the Apple App Store and Google Play.
- They offer automatic mail filters, document scanning, and online document archiving.
- Additional mailbox users and recipients can be added to the same mailbox account, so you’re not having to pay for multiple subscriptions.
What are PostScan Mail “cons” & issues?
- Locations in larger cities are slightly more expensive.
- They are currently only available in the U.S., however, they are starting to offer a few international locations.
See PostScan Mail reviews and analysis for further information.
Cost: From $10 to $20/month
US Global Mail is a virtual mailbox that offers individual and family plans for month-to-month, 12-month or 24-month periods. With all accounts, you’ll get scans of the outside of any envelopes received.
You can decide what to do from there. The only additional fees will be for shipping, but the rates are quite affordable. They only offer one address in Houston, Texas, but this is only limiting if you plan to pick up the mail in person to save on shipping costs.
- US Global Mail does offer plans specifically for businesses, in addition to personal plans that suit digital nomads and remote workers.
- US Global Mail offers addresses in some major cities in the United States and has addresses in rural areas. To stay in line with the competition, they need more locations. They offer nothing internationally.
- US Global Mail has three plans. There are two for the individual at $9.95 and $14.95. Customers can receive an unlimited amount of mail. (Versus with the other providers, there are limits, and if you go beyond them, you have to pay an additional fee.).
- The Basic plan has mail storage for 45 days
- The Plus plan offers 90 days.
- With the Businesses Plan, you can choose from one plan for $30 monthly and 180 days of storage and the shipping of physical mail.
- The registration process is relatively simple as they don’t have many addresses. You will have to verify your identity.
What are US Global Mail “pros” & benefits?
It has different prices and services: Virtual Mailing Address, Virtual Business Address & Company Expat Mail.
- Permanent US Street Address. One address no matter where you move.
- FREE letter storage for 180 days.
- FREE package storage for 30 days.
What are US Global Mail “cons” & issues?
- It works only for a permanent US street address
See US Global Mail reviews and analysis for further information.
Cost: From $15 to $89/month
VirtualPostMail is a virtual mailbox service that was created by someone who needed a mail solution to run a business remotely, so the company understands the services that remote professionals and digital nomads need. All but their starter plans include unlimited free mail with a different number of scans and recipients per month. Check deposits and shipping are possible for a fee.
With any account, you’ll get a commercial address, no setup or cancellation fees, a free registered agent, and unlimited digital storage. Currently, the company has a limited number of addresses in the US.
- Virtual Post Mail is a fantastic option for businesses that need a virtual mailbox, as they have business-specific plans.
- Virtual Post Mail currently only has locations in Nevada, Delaware, California, and Brandon. They do not have an international presence.
- Virtual Post Mail offers the following plans:
- Starter – $20 per month, 25 envelopes, 10 scans
- Plus – $35 per month, unlimited envelops, 50 scans
- Business – $60 per month, unlimited envelopes, 100 scans
- Premium – $90 per month, unlimited envelopes, 150 scans
- It’s super easy to register for Virtual Post Mail. Simply choose your address, verify your identity, pay your subscription, and start receiving digital mail!
What are VirtualPostMail “pros” & benefits?
- You get a real street address
- Accepted by all couriers such as USPS, Fedex, and UPS
- Never have to change your address
- Package forwarding
- Check deposit services
- Free registered agent services
- OCR PDF files
- Email notifications
- Unlimited digital mail archiving
- Smart address tags for automation
- Free mail shredding
- Free 60-day physical mail storage
- No setup fees
- No cancellation fees
- Unlimited digital storage
What are VirtualPostMail “cons” & issues?
- VirtualPostMail has a limited amount of locations in California, Nevada, and Delaware.
- No phone app.
See Virtual Post Mail reviews and analysis for further information.
Cost: From $19 to $79/month
Earth Class Mail is a virtual mailbox service provider with more than 80 premier US address you can choose from, where all your mail will be received, organized, and stored safely by the company’s HIPAA certified professionals. Then, through their website, you can choose to download your mail, have it sent to a third person, have it recycled, thrown in the trash, or destroyed.
Earth Class Mail can integrate with many useful apps, such as QuickBooks Online, Google Drive, and Bill.com, and besides mail management, it also offers automated check deposit services.
- Earth Class Mail is fully equipped to provide Virtual Mailboxes for individuals and businesses. There are tailed options for each.
- Earth Class Mail offers addresses all over the United States, with a presence in most states, including Alaska and Hawaii. They do not have any international locations as of yet.
- Earth Class Mail has a few plans, including:
- Personal Mailbox – $20 per month, one recipient
- Shared Mailbox – $30 per month, five recipients
- Premium Mailbox – $80 per month, 20 recipients
- Startup Mailroom – $140 per month, 100 envelopes, for businesses
- Business Mailroom – $230 per month, 250 envelopes, for businesses
- Earth Class Mail registration is simple. You choose the plan that best suits you, and the site will guide you through a process that takes less than 10 minutes.
What are Earth Class Mail “pros” & benefits?
- Over 90 Addresses.
- All plans include at least one street address or PO box of your choice.
- Integrations with QuickBooks Online, Xero, Bill.com, Box, Google Drive.
- The subscription automatically includes 30 days of free storage for mail and 10 days of free storage for packages.
What are Earth Class Mail “cons” & issues?
- Only works in the US.
See Earth Class Mail reviews and analysis for further information.
SasquatchMail has one membership plan only, and it includes several different features you’ll find quite useful, including national and international mail forwarding, mail scanning, and virtual office services.
Regarding the mail forwarding services, the company goes one step further than many other competitors, by describing on their website the different types of forwarding they can do: RV mail forwarding (perfect for digital nomads who are always on the road), traveling nurse and doctor mail forwarding, accountant mail forwarding, attorney mail forwarding, and expat mail forwarding.
There’s a flat rate of $2 per standard envelope that you choose to scan and you can also add phone service to your membership for an additional $9 a month.
- Sasquatch Mail can work for individuals and businesses. They have various services, including mail scanning and virtual office services.
- Sasquatch Mail doesn’t have any international locations but offers mail scanning addresses from Wyoming, Florida, Illinois, Idaho, Delaware, and California.
- Most clients will choose mail scanning services or virtual office services for VM purposes.
- Mail Scanning – $10 monthly, includes a flat rate of $2 for every scanned envelope
- Virtual Office – $19 monthly, includes mail scanning and a virtual office phone number, and call/message forwarding
- Sasquatch is one of the most accessible VMs to register for, as the process is well-guided, and the options are laid out well on the site. Be prepared with the necessary identification paperwork.
What are SasquatchMail “pros” & benefits?
- They offer a lot of different services for companies.
- You can add an optional phone service add for $9 per month.
- Unlimited incoming mail and recipients (must use suite number).
- All plans include 30 days of free physical storage. The digital copies of the scanned mail will be available always in your online account.
What are SasquatchMail “cons” & issues?
- Only works in the US.
- You can rent a virtual mailbox for yourself in Delaware, Florida, Idaho, and Wyoming.
NorthWest is a virtual mail service that offers mail forwarding in the following states in America: Delaware, Florida, Idaho, Montana, and Wyoming. For $40 a month, you get access to services such as same-day digital scanning and physical mail forwarding, for no postage fees and with a unique suite number.
Besides mail management, you can also hire NorthWest if you need the services of a registered agent. For $125, this agent will open and scan, handling all your legal documents and notifying you in real-time about this type of mail.
In case you also need a virtual office, you can upgrade your membership for an additional $49 per month.
- NorthWest Registered Agent may not work for established or large U.S. businesses, as they have limited addresses and services compared to others. However, it will work for personal and small business accounts.
- Currently, Northwest Registered Agent has locations in California, Delaware, Idaho, Illinois, Washington, Montana, New York, and Wyoming.
- Northwest offers one mail forwarding and scanning plan at $20 monthly. Scans and the number of envelopes are unlimited, making Northwest an affordable option.
- Registering for mail scanning services through Northwest is easy, but you’ll have to prove your identity. They offer additional guidance as your business grows.
What are NorthWest “pros” & benefits?
- They offer a lot of services for companies
- Cheaper than a lawyer for the services of a registered agent.
What are NorthWest “cons” & issues?
- Only works in the US
- Locations only in five states: Delaware, Florida, Idaho, Montana, and Wyoming.
See Northwest Registered Agent reviews and analysis for further information.
Cost: From $9.99 up to $39.99/month
iPostal1 is a mailbox service that offers four membership plans: Green, for 30 mail items per month; Blue, for 60 items; Silver, for 120 items; and Gold, for 240. There is no initial contract, no sign-up fee, and you can change plans whenever you want.
The company has 900 mailbox locations both in the U.S. and abroad, and you can manage any type of mail you receive through their website. You can request a scan of your mail if you want to read it as soon as possible; you can forward it anywhere in the world; or get your mail discarded or recycled.
- iPostal1 is perfect for businesses and individuals, and they have comprehensive plans for both.
- iPostal1 has over 2,500 locations worldwide, with a heavy presence in the United States and around the globe.
- The iPostal1 plans include:
- Virtual Mailbox/Business Mailbox – $10 to $40 monthly, ranging from 30 to 240 mail items, very customizable
- Virtual Office – $40 to $70 monthly, ranging from 30 to 240 mail items, customizable, includes office phone and fax
- The plans are laid out well on the iPostal1 website, making it easy to choose what you want. Registration steps will vary depending on location, but be prepared to prove your identity or business ownership.
What are iPostal1 “pros” & benefits?
- 900 digital mailbox locations across the U.S. and the countries: China, Canada, Germany, France, Italy, Spain, United Kingdom, Switzerland and Singapore.
- It works since 2007.
What are iPostal1 “cons” & issues?
- It could be possible that you need a country that they are not offering.
- Some countries, as mine, Spain has only 2 locations and both have different prices.
See iPostal reviews and analysis for further information.
11. PO Box Zone
Cost: From $99 to $250/year
PO Box Zone has three virtual mailing plans, meant for people who usually received different amounts of mail. As you can see on their website, their product is meant for frequent travelers, retirees who are traveling, and small businesses.
PO BOX Zone is a virtual mailbox service that has two locations, one in Nevada, and the other one in Wyoming, where employees can receive any type of mail (even from USPS, DHL, and FedEx). They store your mail for six months, and you can choose to have it forwarded (through USPS, DHL, or FedEx, as well) or discarded.
- PO Box Zone could work for some businesses, but they are minimal on locations. If you’re looking for a business VM, this isn’t your best option.
- PO Box Zone doesn’t have any international locations and offers U.S. availability in Wyoming and Nevada.
- PO Box Zones has three plans, billed annually only. The prices are $99, $150, and $250, and they charge per mail-out and scan.
- It’s easy to sign up for PO Box Zone since the locations and payment options are so limited. It will only take a few moments, and your personal virtual mailbox will be up and running!
What are PO Box Zone “pros” & benefits?
- Free app: You will have full access to your mail forwarding account in this app. Request for scans, get notification of new mail, etc.
- The address is a Street address, not a P.O. box. You can also have couriers that cannot deliver to P.O. boxes deliver here.
- You can receive mails for up to 6 names.
- They will not open your mail, unless you ask us to do so for the purpose of scanning.
What are PO Box Zone “cons” & issues?
- It is working only with addresses at Nevada and Wyoming, US.
See PO Box Zone reviews and analysis for further information.
A virtual mailbox provider can be the perfect solution for those remote based professionals and businesses that don’t have a real physical street address but still need one to receive professional related mails and even forward mail in some cases.
A virtual mailbox doesn’t only offer a physical address (also called virtual address in this context) to receive mail and packages, it can end up becoming an extension to your virtual office, as you will be able to check when mail arrives via your laptop or a mobile device through your virtual mailbox account.
The best virtual mailbox services offer this with the necessary security measures and the flexibility to view and manage your mails, including junk mail filtering, unlimited storage, mail forwarding services to get some of the received mails wherever you are.
Depending on your needs you can hire a virtual mailing service for as little as $6.99 up to $159 per month. Do you have any questions or doubts? Don’t hesitate to leave them below!
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