An office space can cost several thousand dollars every month, not including utilities. But why spend this much money when you can start and grow your business even without a traditional office space? A virtual office space is enough to propel your dreams of business success off the ground.
A virtual office is a service that provides a business address, a place to receive mail, and physical office space and amenities. The service is typically provided by a business center or a coworking space.
Ideal for small businesses, freelancers, digital nomads, and businesses with remote workers, a virtual office solution offers better privacy protection, improved credibility, and smoother business operations.
Why Does Your Business Need Virtual Office Services?
A business can benefit from a virtual office in many ways. If you are unsure whether you need one, consider the following questions and check if they apply to you or your business:
- Do you operate your business from home and want a separate business address?
- Do you travel often but don’t like the idea of “closing shop” while you’re away?
- Are you a one-man operation who doesn’t want to rent a physical space yet?
- Are you a freelancer needing a business address to give to your clients?
- Do you have a second job or side gig that requires a business address?
- Do you wish to expand your reach by establishing an address in another state or country?
If you answered yes to all or most of these questions, a virtual business address is exactly what you need.
Here are the advantages that a virtual office service can provide to businesses of any size:
Enhance Professional Image
A virtual office address is a real street address. It is typically in a prestigious location such as a commercial center, a coworking space, or an office in a business district. This address lends your business a more professional and polished image. Instead of just using your home address or a PO Box, a virtual office address elevates your business to a more trustworthy status.
Stronger Privacy and Security
Business addresses are easily accessible public information. Using your home address for business puts your personally identifiable information at risk. Using a virtual office address for your business protects your home and your privacy, keeping yourself safe from fraud, identity theft, and other similar threats.
Better Business Operations
Virtual offices allow you to manage your business better. Your business mail and packages go to your virtual office address, not your home. Your clients or customers contact your virtual office number, not your personal cellphone number. This separation helps keep organizing documents and other information for your business much easier.
Save on Traditional Office Space Rent
A virtual office address eliminates the need for a traditional office or shop lease. Office cost per square foot is no laughing matter. A virtual office is a smart and affordable business address solution for entrepreneurs who are just starting out or want to be more financially responsible.
By saving on office rent, a business owner can direct the flow of funds to more critical business aspects, such as product development or marketing.
How-to: Setting Up Virtual Office Address
Setting up a virtual office address is a simple process.
1. Browse virtual office address services. Choose a plan that suits your business needs.
2. Complete the application process and submit all necessary documents. In the U.S., you must fill out the USPS Form 1583, especially if the virtual office address service also comes with mail handling features. You must also submit two valid forms of identification.
3. Change the business address on your business cards, website, or online profiles to your new business address. And you’re done; it’s that simple.
Virtual Office Address Features
A virtual office service has features that aid in the growth of your business, virtual offices may also come with the following features:
Virtual Mailbox
Many virtual office providers also offer virtual mailbox services. This is a service that allows you to access and manage your postal mail anytime and anywhere. With a virtual mailbox, you are able to stay on top of business correspondence no matter where you are.
Virtual mailbox features include:
- Open & Scan: Request to open and scan important mail remotely.
- Forwarding: Have mail or packages delivered to a different address.
- Shred and Recycle: Get rid of spam mail with just a few taps on the app.
- Digital Storage: Access essential business documents on the cloud.
- Schedule Mail Pickup: Focus on important tasks. Schedule mail pickup at a time that’s convenient for you.
Virtual Phones
Virtual offices may also include business phone system services. These are typically Voice over IP telephone systems that allow you to make or receive phone calls from any device connected to the Internet.
A virtual business service combined with a telephone line lends a business a more professional and credible image. Additionally, it removes the need to utilize your personal phone number for business purposes, further protecting your personal information and privacy.
Virtual Assistant
In some cases, apart from a business telephone line, a virtual office address also comes with a virtual assistant service. A virtual assistant shares some of the burden of running your business, handling tasks such as answering phone calls, replying to emails, setting appointments, and taking on digital marketing duties.
Virtual offices that provide virtual assistant services are valuable for small businesses or one-man operations, allowing you to shift focus from mundane aspects of running a business.
Physical Space and Office Equipment
Virtual offices sometimes also come with actual office space. Coworking spaces typically offer these types of virtual office plans. You can use a meeting room or some desks for a set number of hours each month, allowing for a more professional venue for meeting with clients or customers.
A traditional office space addition is likewise valuable when you need a space that facilitates better concentration. A conference room allows you to focus on work better than your couch at home.
A virtual office address plan may include the use of office equipment such as printers, scanners, projectors, cameras, studio equipment, and more, in addition to the use of a physical office space.
How Much Does a Virtual Office Service Cost?
Prices vary by virtual office provider, plan inclusions, and terms. Some offer monthly plans, while others provide more long-term and cheaper options.
A virtual office in prestigious addresses like coworking spaces or business districts can cost around $50 per month. The cost will be higher for plans that include additional services such as a receptionist, office amenities, or the use of physical office space.
Ultimately, a virtual office is much more affordable than renting an actual physical office space. On average, office rent in the U.S. is about $38 for a single square foot. A small office could be 60 square feet, costing several thousand dollars monthly.
Anytime Mailbox Virtual Office Services
Anytime Mailbox virtual mailboxes come with real street addresses that may be used as professional business addresses. The majority of our customers are small business owners who utilize the virtual mailing address to receive business mail and protect their home addresses.
Signing up for an Anytime Mailbox for virtual office setup is easy. Customers can choose a location from over 2,300 in the U.S. and worldwide. In addition to the physical address where you can receive mail and packages, Anytime Mailbox provides mail opening and scanning, forwarding, shredding and recycling, and mail pickup scheduling.
Conclusion
The rapid pace of technology has made it possible for businesses to take root and grow virtually. These days, by setting up a virtual office in a recognized address or a different location, a business can enjoy credibility, prestige, and global reach.
Whether you’re just starting out or you wish to expand your business, a virtual office address is a service that will help you achieve your goals. It’s cost-effective for small businesses that want to establish a professional name without committing to a traditional lease while also enjoying services like mail handling, virtual assistant, business phone, and others.
Frequently Asked Questions
Can I Use a Virtual Office as a Business Address?
You can use a virtual office address to receive business mail or as a mailing address. For business registration, we recommend looking into the rules and regulations of your local business administration for guidance.
Can I open a virtual office in another country?
Yes, you can set up a virtual office in any country that offers virtual office services, as long as you have the requirements to open one.
Can I receive mail at my virtual business address?
Yes, virtual offices often come with mail handling services that will allow you to receive mail and packages.
