FREQUENTLY ASKED QUESTIONS

  • VIRTUAL OFFICES
  • PHONE ANSWERING
  • CLIENT SERVICES

What is a Virtual Office?

A virtual office is a subscription-based service for office address and reception services. Most noteworthy, an actual physical office is not leased, but the services are enjoyed!  It’s the office, without a key! Because your company is serviced at a physical office location, the Virtual Offices of NYC staff creates and maintains your company’s presence by the professional handling and routing of customers, phone calls and mail. 

What types of businesses can use a virtual office?

All business types benefit from a virtual office:

  • The small business owner working at home who wants to project a professional image when meeting customers;
  • Travelling business professionals needing office amenities while on the road, and don’t get their needs fulfilled in hotel business centers or a coffee house;
  • Start-up companies with limited overhead funds
  • Businesses looking to expand into a new territory and want to test the waters before a large capital commitment

How can I conduct business virtually?

First, sign up for a virtual office and use a local business address for your business correspondence and marketing collateral.  Plus, there’s always someone available to sign for packages.  Secondly, sign up for a dedicated local phone number and live telephone answering service.  Thirdly, schedule a meeting at the office only when a face-to-face is required, and have access to business equipment like copier, fax and internet.

What is the signup process?

Just a few easy steps! Purchase a service package online through the secure eCommerce process.  Our Sales team will email New Account Setup Packet, which includes the service agreement, information forms, and the United States Postal Service Form 1583.  Form 1583 requires notary signature if not completed in office.  Complete and return the paperwork.  All can be completed online.  Once completed documents are received and reviewed, the account is placed in queue for setup.  Your new services can live within 24-48 business hours.

 

What is required to set up the service? What are the set up fees? How long does it take to have my services live and ready for use?

The requirements to set up services are:

1.Copy of the credit card holder’s verifiable identification (e.g. Drivers’ License; Passport)

2.The setup and the first month’s service fee, charged when information is received.

3.Fully-completed New Account Packet, includes the Service Agreement and Info Forms

4.Fully-completed, notarized USPS Form 1583

Virtual Offices of NYC keeps you informed of the process and sends email communications alerting you of the account’s status and local office’s service details.

What is United State Postal Service Form 1583?

Virtual Office of NYC is a commercial mail receiving agency registered with the United States Postal Service (USPS). As a result, we are subject to USPS rules and requirements for mail handling. Therefore, to receive mail on our clients’ behalf, a USPS application must be properly completed and submitted to USPS. The form can be viewed here and be conveniently notarized online through services like NotaryCam.com and Notarize.com.  In our office, we can assist you with this form as well.

Can I get listed with the local 411?

YES! This additional optional service allows you to have your assigned phone number and business address listed with the local 411. There is a one-time setup fee and monthly listing charges.  Phone service with our company is required for this additional service.

Can my company name be physically listed at the location?

YES! Having your company name on the Suite Directory Listing is a great way to show your local customers you are established at that location.  There is a one-time setup and monthly charges.  Availability and offerings vary by location. As a result, where offered, this service does place the clients company name on the physical directory at the office center.

What are the additional charges I should be aware of?

Additional charges will depend on the package and how mail, phone calls, and onsite services are handled. Mail forwarding charges are incurred when Virtual Offices of NYC sends mail and packages. Administrative charges may apply when our clients request that our staff handles mail outside of regular mail forwarding procedures. Call overages may also be incurred, as well as international long-distance charges to connect calls. When site facilities are utilized, such as copies and meeting space, charges are incurred.  If none of these types of variable situations occur, additional charges are not experienced.

How does the mail forwarding work?

Especially relevant, the general and default schedule for mail forwarding is weekly. All mail that is received during the week is placed into another envelope/packet (size dependent) and mailed to the client; as a result, the client must instruct Virtual Offices of NYC on the destination address. Furthermore, to save our clients money, Virtual Offices of NYC does not forward third-class mail consisting of advertising and/or addressed to `resident’ or `occupant,’ unless requested by the client. In addition, if there is a time-sensitive mailing, the staff can adjust the mailing schedule if provided 24 business-hours notice by the client. Lastly, other mail frequency and services may be available (location dependent).

 

Can I pick up my mail?

Yes, clients can pick up mail during regular office hours. Helpful tip: get Standard Scan or Premium Scan service to see your mailbox contents.  You’ll know if you have to make the trip otherwise!

Do you accept parcels and courier packages?

Virtual Offices of NYC accepts deliveries from companies such as Federal Express, UPS, Amazon, etc. and for envelopes, packets (business documents) and handheld items. Virtual Offices of NYC follows strict mail processes; consequently we are unable to accept any items exceeding 10 lbs. in weight or if the item contains any dangerous, live or perishable goods.

How much is mail forwarding?

The client incurs mail forwarding charges when Virtual Offices of NYC sends mail to clients as specified on the Mail Handling form. Furthermore, charges vary by method, frequency and size & weight. Finally, there is a handling charge for each item.

If I terminate services, do I keep my assigned phone number?

So sorry, but no.  A Virtual Offices of NYC phone number is assigned to your account, but is the property of our telecommunications service provider.  You subscribe to the right to use that number through our Service Agreement. As a result, these numbers are available to the client only during a valid and active account time.

What forms of payment are accepted?

All clients participate in automatic monthly credit card payments. Most noteworthy, the client’s current month’s service fees are charged on the 1st; in addition, the past month(s) variable charges are on the invoice. Only major credit cards are accepted for service payments. Finally, cash and checks are not accepted.

 

Can I use a private office or conference room when I need it?

The client must request private office or conference room availability on a RSVP basis; consequently, is subject to location and availability of that facility. Contact 212-213-3810 to review rates and availability.

How can I determine the best service provider and package for your business needs?

The internet has many sources for research. First, we suggest looking at how long a company has been in business; secondly, the customer testimonials; thirdly, check with the Better Business Bureau report and ratings.  Lastly, does the pricing and package fits your budget and business?

 

What is live answering?

The Virtual Offices of NYC staff personally answers the clienteles’ calls in the clienteles’ company name; consequently, creating a great customer experience. Our company provides different service levels of Live Answer Call Handling:

1.) Only email communication of calls answered (Standard); and

2.) Calls screened and forwarded per your instruction, allowing you to decide whether to accept the call (Premium).

Notable:

All Calls are answered during Virtual Office of NYC business hours, generally Monday – Friday, 9:00am – 5:00pm local time (except holidays; refer to Closure List). Overage and long-distance calls are charged to client and billed on monthly invoice. Calls can be forwarded to up to 2 designated telephone numbers.

 

How do you handle the live answering for "my" business if you also handle live answering for many other businesses?

First, each Client is assigned a specific, dedicated phone number. Secondly, the Virtual Offices of NYC Staff programs our systems to identify each client’s number. Finally, when a third party calls the system, our operators will see the information provided by the client. It is transparent to the caller that he’s reached the client’s company.

 

What happens to my calls after 5 pm?

When a client’s call comes in after 5pm, the auto-attendant will greet callers with a personalized greeting. Then:

1.Calls can be sent to the voicemail system which will convert the left message into a .wav file and emailed; and / or

2.The personalized greeting can offer a Dial by name/extension, and route to up to 6 different client external numbers.

3.After-hours custom answering services can be offered (additional fees apply).

Contact us for more details 212-213-3810.

What is an eFax number?

It’s email receipt of faxes using a local number for facsimiles. Some agencies and companies communicate via facsimile. Get a dedicated fax number to receive emailed PDF files of faxes for those special situations.

 

What is Direct Call to Cell (DCC)?

The Virtual Offices of NYC system will directly route (24/7) the Client’s assigned business telephone number to a specified number off-system. Consequently, the client’s specified number usually is their mobile phone. This is a one-way outbound call route.

 

How are calls answered by automated system and what is up to 6 extensions?

A call is answered by an automated system through a human-recorded greeting and handled by the programmed software. Callers shall hear the client’s company's name and may have up to 6 dialing options for callers. Think of “If you know the extension for the party you wish to reach, you may dial it now.” All dialing options may be directed to either the voicemail box included in the package or external client number(s). For additional voicemail boxes, additional monthly charges apply. International long-distance charges apply.

 

What is voicemail to email?

When a Client’s caller leaves a message, the Virtual Offices of NYC phone system emails a .wav file containing the caller’s message.  The message is removed from the voicemail box. As a result, there’s no calling in for messages because the email shall contain the message from the caller. Consequently, a valid email address and account, appropriate audio software, and speaker(s) are required.

 

What is text message notification to cell phone?

Text messages are such an effortless way of communicating. If requested, a Virtual Offices of NYC receptionist can take the caller’s message and send it by text. Only applicable to live answering service packages.

 

What if I go over my purchased block on minutes on my account?

Live answering overages are charged at $1/call. While there is no rollover on unused calls, you could purchase a block of additional calls to take advantage of discounted rates prior to months end to avoid the overage charges.

 

What is an additional voicemail box?

Virtual Offices of NYC packages with telecom services are the Starter, PRO and PRO PLUS. All three packages include 1 voicemail box and up to 6 dialing extensions via the auto-attendant. If each dialing option needs its own voicemail box, you can purchase more for the account for an additional monthly charge.

What is required to set up phone service? What are the set up fees? How long does it take to have my services live and ready for use?

The requirements to set up services are:

1.Copy of the credit card holder’s verifiable identification (e.g. Drivers’ License; Passport)

2.The setup and the first month’s service fee, charged when information is received.

3.Fully-completed New Account Packet, includes the Service Agreement and Info Forms

Virtual Offices of NYC keeps you informed of the process and sends email communications alerting you of the account’s status and local office’s service details.

 

If I terminate services, do I keep my assigned phone number?

So sorry, but no.  A Virtual Offices of NYC phone number is assigned to your account, but is the property of our telecommunications service provider.  You subscribe to the right to use that number through our Service Agreement. As a result, these numbers are available to the client only during a valid and active account time.

 

What forms of payment are accepted?

All clients participate in automatic monthly credit card payments. Most noteworthy, the client’s current month’s service fees are charged on the 1st; in addition, the past month(s) variable charges are on the invoice. Only major credit cards are accepted for service payments. Finally, cash and checks are not accepted.

What are office hours?

Our regular hours are Monday – Friday 9 am – 5 pm.  Virtual Offices of NYC follows the United States Postal Service holiday schedule for closed dates. In addition, Virtual Offices of NYC has modified hours on certain days before and after certain holidays. Email communications are sent as a reminder.

 

What is a business address for mail service?

A Virtual Offices of NYC business address is a physical location to use for contact information, letters, and packages sent or delivered by the United States Postal System.

 

What is courier package receipt?

Virtual Offices of NYC has a staffed location to receive your Federal Express, UPS, envelopes and packages; in addition, there are size and weight restrictions.

 

What is free mail pickup?

Free mail pick up is offered to clients to pick up mail in person during office hours.

 

What is mail forwarding?

Mail forwarding occurs when Virtual Offices of NYC sends out mail and/or packages per forwarding specifications the client provided.  Additional charges apply.

 

How is our business address service applicable to the clientele business licensing?

There are local area licensing requirements in business.  Therefore, refer to the New York City’s local licensing authority for your specific business type requirements.

 

What is an assigned private telephone number?

Virtual Offices of NYC assigns a private telephone number to each client that is a Local Number; consequently, the number is unique to a client while employing Virtual Offices of NYC’s services.

 

I need to change the credit card on file. How do I do that?

Refer to your monthly billing email to change the credit card on file.  It’s easily done online through the portal links.  Can’t find the email? Simply [email protected] email accounting for a resend.

 

I have changed my company name. How does our company update our agreement and my account?

All changes to the account must be in writing.  Please send an email to [email protected]. Consequently, some changes may require a new service agreement. Especially relevant, Virtual Office of NYC is not responsible for any services to be performed for any other individual or entities except as named in the Agreement.

 

Can I add another company to my account?

Each agreement between Virtual Office NYC and client is strictly bilateral; consequently, the agreement is between 2 companies, not individuals with multiple companies. Most noteworthy, the agreement cannot be assigned to another company. If a company has a DBA, the Fictitious Name can share the account as an additional company at a discount for servicing. Virtual Office NYC is not responsible for any services to be performed for any other individual or entities except as named in the Agreement.

 

What is our site’s privacy policy? How does Virtual Office NYC handle my personal information?

The following discloses what information is collected from our site and through forms when you set up an account with Virtual Offices of NYC; and what is done with the Clientele information.

What Our Privacy Policy Covers

Our policy provides how Virtual Offices of NYC, a division of Blue Sky Solutions Inc., collects and disseminates personal information. Therefore, Virtual Offices of NYC hopes to alleviate any worries and make it easier to do business together. Subsequently, please check back periodically because Virtual Offices of NYC may update this policy.

Policy Practice Responsibility

Because this policy doesn’t apply to other companies, Virtual Offices of NYC cannot be responsible for other companies’ actions. All in all, we cannot apply our policies to people that Virtual Office NYC does not employ or manage and Virtual Office NYC is not responsible for other individuals’ actions

Collection and Use

Though collecting of personal information is a necessity, it is for the sole purpose of working with customers. Rest assured, your information is for our eyes only. When visiting the Virtual Offices of NYC website, any information collected is in a secure password protected network. To summarize, Virtual Offices of NYC uses your information collected to fulfilling requests for our products and services.

Sharing and Disclosure

Finally, Virtual Offices of NYC safeguards your information and limits access to minimal employees. Most of all, your information is not rented, sold, or shared by Virtual Offices of NYC.

 

I just moved and my contact information has changed. How do I let you know?

Please don't lose touch with us for your business. Contact us! Any change to your account contact information must be in writing.

 

How can I get an address for my Live Answering service package?

Depending on your location, you may be able to switch to a Virtual Office package. Contact us!

CONTACT US

Contact Us-voonycVirtual Offices of NYC Sales and Support staff prides ourselves on service and availability to our clientele. If you have any questions about: business addresses, mail receiving and forwarding, or phone answering services, call us at 877-943-2774.

If you would like some quick answers to our common questions, visit our FAQ page. We’ve been in business in NYC since 2010 and our BBB Accredited Business A+ Rating is a testament to our success.

Hour of operation are 9am – 5 pm Eastern Time Zone. Though rare, if you reach our voicemail during these hours, please leave a message with your company name, number and reason for the call and we will respond to your request promptly.

Virtual Offices of NYC takes your business very seriously! If it’s important to you, then it’s important to us.

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