How to Choose the Right Virtual Mailbox Service

With the help of a virtual mailbox service, you can collect and review your mail remotely. Thanks in part to the widespread availability of this type of service, remote and nomad entrepreneurship have exploded in popularity.

But if you want to go this entrepreneurial route, or if you just want more flexibility in handling your physical mail, you'll have dozens of different service providers to choose from.

How do you choose the best fit for you and your organization?

What to Look for in a Virtual Mailbox Service

According to Lucas Seyhun, founder of The Farm SoHo, "Virtual mailbox services, at their best, can solve multiple problems at once. That's why it's important to really study the available options and choose the virtual mailbox service that brings the most value to your brand, specifically."

These are some of the most important factors to look for in a virtual mailbox service:

• Mailing addresses. First, take a look at the mailing addresses available through this virtual mailbox service. Some of the best and most robust services available offer real, physical mailing addresses where you can send your mail, and they offer those addresses all over the country. This way, you can receive mail to your business almost anywhere.
• Registered agent services.Many virtual mailbox services also offer registered agent services, sometimes bundled together and sometimes separately. Registered agent services allow an institution to receive mail and communications and act on them on your behalf, greatly simplifying the flow of business - especially if you're a digital nomad or a fully remote entrepreneur.
• Mail pickup times.How often and when does this service pick up mail on your behalf? Most organizations operate during normal business hours, but you can find some variability here.
• Opening and scanning services.Does this service offer opening and scanning services, and how are those services offered? For example, does the company open and scan every piece of mail? Are you able to review every piece of mail individually?
• Storage.When it comes to storage, you should consider both physical and online storage. How many pieces of mail and packages are you able to store, and how long are you able to store them with this service? Similarly, how much online storage space are you going to have to store scans of mail and how long will those scans last?
• Forwarding options. Most virtual mailbox services offer at least some forwarding options, giving you the ability to forward a piece of mail to your current location. This is vital if you want to receive priority packages or have certain pieces of mail in person. But is this service included? If so, what are the limitations? And if not, How much does it cost?
• Shredding and security.Even if you're not particularly worried about identity theft or security breaches,it's important to shred your documents and prioritize security. After all, criminals tend to be opportunists - and you don't want to give anyone an easy route to exploit your business. Pay close attention to shredding practices as well as overall security measures that can keep your organization safe. This also extends to the digital realm; make sure you choose a provider with secure online storage and access.
• Customer support.If something goes wrong, or if a piece of mail seems to be missing, does this company offer adequate customer support? Many virtual mailbox services have onsite receptionists and/or customer support agents who can help you through any issues that might present themselves in the future.
• Pricing and structure. Obviously, you'll also need to think about pricing and the structure of that pricing. Is this an all-in-one package that gives you all the services you need for a single monthly rate? Or are you required to pay extra fees for a la carte services like mail forwarding or package opening? Is it easy to upgrade at any time? And if you cancel, what happens to your mail and scanned items?
• Guarantees.It's also wise to choose a virtual mailbox service that offers some kind of guarantee. If you aren't satisfied with the service, do you get your money back?
• Ratings and reviews.Ratings and reviews by other customers can give you confidence that the service is as valuable as it seems. Just make sure you keep an eye out for possible fake reviews.

Shopping for and Selecting a Virtual Mailbox Service

In the course of shopping for and selecting a virtual mailbox service for your business:

• Generate options from multiple channels. You can find a host of virtual mailbox services available using simple online searches. But it's also a good idea to ask any fellow entrepreneurs or digital nomads if they have any recommendations. This can broaden the landscape of available services for your review.
• Talk to representatives.Have conversations with representatives from each virtual mailbox service. It's a great way to get your most pressing questions answered, while simultaneously getting a feel for how this company communicates with its clients.
• Consult with the team.If you have team members who will also be using this service in some capacity, make sure to get their input as well.

Choosing a virtual mailbox service isn't necessarily easy, given the number of options currently available. But if you know what your needs are, and you closely inspect each vital variable, you'll find it much easier to make your final decision.