How To Set Up A Virtual Business Address

Virtual office spaces can give companies and startups across the country the tools to grow. However, the prospect of making that leap as a home business is a little scary. So, what do you need to know about setting up these professional addresses? Just how difficult is it?

Is It Difficult To Get A Virtual Office Space?

No. The idea can sound daunting and complex at first, but it isn’t as hard as you might think. There are top virtual office providers that offer locations right across the country, with something in every state and most towns and cities. These high-end providers will also do their best to make the process as easy as possible. They will show you the locations on offer, highlight the plans available, and make it simple to sign up and get started. With that said, making a new virtual business address work in your favor depends on your commitment and effort. There is more to this than just clicking a few links and subscribing. You also have to deal with some official paperwork and make sure everyone knows this brand-new address is ready to go. So, to make things easier, here’s a rundown of the 10 steps to keep in mind when setting up this new virtual business address.

10 Steps To A Working Virtual Business Address

1) Pick a city

The first step is to decide which city you want your virtual office space to be in. This might be obvious if you need something close to your home. But, there are other considerations for those expanding into new markets.

2) Find a Location

Once you have the city pinned down, you need a street address. The best virtual office providers will have several in one city. So, take your time choosing the one that is the most advantageous and convenient for your business plans.

3) Pick a plan

These top virtual address companies will also have a range of plans on offer to suit your needs. Some basic plans are for mail only, others offer the business address, and then there are top-tier options for phone packages. You may also be able to choose a monthly rate based on the volume of mail handled.

4) Register the address with USPS

Once you have your plan in place and a new address, you can register with the USPS. This means you can have your mail and packages delivered here, with no issues. You will need to fill out form 1583 and provide two forms of ID before it’s accepted.

5) Get your mail redirected

When dealing with the USPS, you might also want to sign up for mail redirection. You can do this via another form with the USPS to make sure everything is relocated here. However, this might not work if you plan to separate home and business mail depending on the sender. If that’s the case, you’ll have to deal with them individually.

6) Register the business at the new address

You are then free to use your new business address to register the company. This is where these services are better than USPS PO boxes. You can link the address to your business and have all your official correspondence taken care of.

7) Update your advertising

The best way to make sure every client and supplier is in the know is through your advertising and headers. Change your email headers and letter headers to show this new address. Make up business cards and flyers that clearly show where the business is now based.

8) Set up the phone plan

You can now receive mail. But don’t forget to set up the phone service if you opted in for that too. The best plans will let you have access to a voicemail with a personalized message.

9) Set up the app

Now that you are ready to receive your mail and your phone calls, you need to make sure the app is up and running. Get this installed on your mobile device for accessible push notifications and access to your portal.

10) Get your first piece of mail

All that’s left is to receive your first piece of mail and decide what to do with it. Are you going to have it forwarded, collect it at a later date, or ask the team to scan it? They should be able to create a PDF of important documents straight to that online portal.

Finding A Plan That Works For You

The great thing about these virtual office spaces is that there really is something for everyone. It doesn’t matter what your reasons are for needing one of these addresses. You can enjoy the benefits. Many people who sign up for these office spaces are those with startups and home businesses in place. The professional address is a beneficial alternative to a residential one, which could put off collaborators and investors from working with you. It is also a much more reliable and secure place for any students or individuals worried about mail security in their area. The impressive holding facilities also work well for Americans abroad, such as those on international business or ex-pats.

Every client who signs up at one of these addresses can enjoy plenty of great perks. As mentioned above, there will be different types of plans available to suit your situation. However, the best virtual office companies will provide many of the same high-end services throughout. This largely relates to the mail handling services. For example, you should be guaranteed effective redirection, holding, scanning, and shredding options. There should also be a user-friendly profile and app for all the notifications, images, and requests.

Setting up a virtual business address doesn’t have to be difficult when you follow the guidelines above. Some of the steps may get tedious, especially the forms with the USPS, but it’s all worth the effort. Once you have your new business address set up, you are free for your brand to grow to new heights.