Are you thinking about becoming a digital nomad? You’ll need to consider a few things before you hit the road. Like, how are you going to get your mail?
The answer is the best virtual mailbox service. It will allow you to read and manage your postal mail from the comfort of your RV.
Most services include mail forwarding, opening and scanning, storage and shipping, mail notifications, package tracking, and check deposits.
Features are only one thing you should look for when shopping for virtual mailboxes. You also need to set a budget and do a little research. Check out this guide to learn more.
1. Set a Budget
A virtual mailbox is one of the most affordable add-ons you can buy for your business. However, the price can go up based on what features you need.
When you’re calling around to businesses, ask them about their pricing options. Many services offer flexible plans.
You can opt for a pay-by-use plan. Some companies offer monthly and annual options as well.
2. Know Your Needs
Once you set your budget, it’s time to consider your virtual mailbox needs. Do you need to be able to forward your mail?
You’re required to have a physical address to register your business. Your virtual mailbox will reflect an actual location. Depending on where you want to do business, you may need it to be a specific place.
Some mailbox companies may allow you to view your mail online, but not scan it. To do that, you’ll have to invest in an add-on.
Depending on the size of your company, you may need to add multiple users to your mailbox account. You might also want to be able to send emails in a specific format or organize them in a certain way.
3. Research Companies
Now that you know what your needs are, it will be easier for you to do your research to find the best virtual mailbox services to meet them.
Find a breakdown of the features that each company offers. Get price quotes and look up user reviews.
Keep in mind that users that are happy with a company’s services don’t often take the time to comment. Instead of ruling out a virtual mailbox based on feedback alone, look for patterns.
Some companies display customer testimonials on their site that you can read through.
4. Consider Security
When it comes to your business, it pays to be a little careful. A single security breach could cause you to shut your doors for good.
The virtual service you choose should have a reputation for security. Look for features like encryption or two-factor authentication.
If you run a health business, be sure your virtual mailbox team has the training to handle the confidential information that comes with it.
Some companies have local partners that work with them, and others are independent. The former is not as secure.
Don’t be afraid to ask a virtual mailbox company what backend measures they take to keep your data safe. Most will be willing to break their process down for you.
5. Easy Access
The main point of virtual mailboxes is the ability to have easy access to your mail on the go. If you can’t open your documents on a mobile device, there isn’t much point.
You also want speedy service. Consider how long it will take for you to receive, scan, and send your documents.
6. Compliance
Going back to healthcare, certain industries have specific compliances. Doctor’s offices have HIPAA.
Your virtual mailbox will have to conform to these regulations. If it doesn’t, your business will be in deep trouble. If your patient’s data were to get out, you may have to close your doors for good.
7. Customer Service
When you have an issue receiving your mail, you’ll need to have the problem fixed right away. A disruption could toss a nail in your entire operation.
Most virtual address companies have a phone number, email address, or live chat service that you can use to talk to customer support.
8. Integrations
If you’re like most business owners, you have a lot of software that you use. You’ve got project management tools, accounting software, and cloud storage.
Your mail service should integrate with all of them. That will allow for a more seamless experience and let you optimize your workflow.
9. Virtual Office
Some of the best virtual mailbox services offer more than a digitized mailing address. They have an entire office package.
With a virtual office comes an array of services that you can use to keep your business going smoothly. You’ll have access to a virtual assistant, answering services, and call forwarding.
Of course, mailbox services that come with a virtual office are more expensive.
10. Do a Test Run
Demos are your best friend. They allow you to try out a company’s services before you commit to paying for them.
Participating in a trial run will tell you how a company handles packages and checks. You’ll get a taste of the user interface. Navigating the platform shouldn’t give you a migraine.
You’ll also see what format your mail will come in and get to play around with the organizational features.
11. Read the Fine Print
The last tip we have for you is to read the fine print. This will prevent you from running into nasty surprises.
You’ll be able to stay on top of hidden fees. If there are any restrictions in place for your mailing package, you’ll know about them.
Choosing the Best Virtual Mailbox Service for Your Business Needs
Are you a digital nomad? Do you do business in locations all over the world? You’ll need a way to receive your mail.
Most freelancers and digital nomads get their checks and letters from the comfort of their hotel rooms with the best virtual mailbox service. Look for a company that offers all the features your business needs.
Read the fine print in the contract before you commit to a company, and consider signing up for a trial period.
For more information on business tools, explore the rest of our blog.
