Keep senders connected to the company.
Use the same active business mailbox as your team or workspace changes. Keep authorized company names current so senders use the right receiving details.
FOR STARTUPS
One mailing address as your company takes shape.
Give company correspondence a consistent US destination while your team and office plans develop. Review arrivals online, request scans and choose where the originals need to go.
A company address for everyday correspondence
Your startup can have a dedicated place for business mail while founders work from their current locations. Give eligible clients, suppliers and other senders your assigned details once the mailbox and receiving names are active.
Keep that correspondence destination through changes in your working arrangements, while updating any records that separately require the company's current operating information.
Build continuity into your mail routine
Review letters online.
See envelope images and request a scan when you need the contents. The person responsible for company mail can decide what needs a response or an original.
Send paper to the person who needs it.
Arrange selected forwarding to a confirmed recipient or location. Review handling, postage and storage terms before requesting delivery.
Set up the company's first mail routine
Match your process to the account access available on the selected plan. If more than one person needs access, confirm those options before setting up the team routine.
Confirm the company name, authorized recipients and expected mail volume.
Activate the mailbox before updating eligible senders.
Agree internally who reviews arrivals and handles follow-up during absences.
Keep a record of response deadlines and where original documents should go.
When the company changes workspaces
For example, your team begins using a new workspace while company correspondence continues arriving at its active VMH mailbox. The responsible person reviews arrivals online and requests delivery of any needed originals to the new location after confirming receipt there.
Your mailbox gives the correspondence a consistent destination. Update official records and other address fields separately when the company's circumstances require it.
FAQs
Questions startup teams ask
Can we start with a mailbox before renting an office?
A business mailbox can receive authorized company correspondence. Confirm any separate address requirements for formation, licensing or provider applications based on your company's situation.
Does the mailbox include a registered agent?
Mail receipt and registered-agent responsibilities are separate services. Check the selected agreement and the requirements of the state where your company is registered.
Can more than one teammate use the account?
Ask about the selected plan's current user allowances and access options. Set up a process for sensitive correspondence that matches the access actually available.
Can we add another business name later?
Ask about recipient allowances and the required authorization before directing mail for another name to the mailbox. Keep the account's receiving details current.
Will VMH track filing deadlines or respond to notices?
The mailbox makes correspondence available for review. Your company remains responsible for interpreting notices, tracking deadlines and arranging any filings or professional support.
Startups: the longer answers
Last reviewed
Will a startup bank or payment processor accept a virtual mailbox address?
In most cases, not as the operating address. Business banks and payment processors verify where a company actually operates, and many of the providers startups use reject mailbox and virtual addresses in that field.
They can tell: USPS flags mailbox addresses in its address data, and the verification services banks rely on pass that flag along. Where a provider asks for a physical address, the usual evidence is a lease and a utility bill in the company’s own name. Read how proof of address works and check each provider’s current requirements before you apply; no acceptance can be guaranteed.
Can a startup put its virtual mailbox on its EIN application?
On the mailing address line, yes. Form SS-4 asks for a mailing address on line 4, where a mailbox is accepted, and for a physical location on line 5, where it is not. IRS letters, including the one confirming the EIN, go to the mailing address.
Use the mailbox only after it is active and authorized for the company, so the first IRS letter reaches it. For the physical location, enter an address that is true for the company. The EIN page covers both lines.
What happens to company mail if we close the mailbox?
USPS rules require the mailbox operator to keep sending mail on to the forwarding address on file for six months after the mailbox closes, unless you waive that in writing. The operator cannot file a USPS change of address for you; forwarding means re-mailing each item with new postage.
Before you close it, update the company’s address with the IRS, your state and every sender that uses the mailbox, and tell VMH where any remaining mail should go. Ask how forwarding and postage are charged during that period.
Give company mail a consistent place to arrive
Choose a mailbox around today's correspondence and the receiving names your company needs.
Compare business mailbox plans