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Staying on top of tax documents is essential for any business. A virtual office mailbox makes it easier to handle your tax mail in three critical ways:
Tax letters and IRS notices often have short deadlines. With a virtual mailbox, staff can scan or upload your mail quickly, allowing you to view it on the same day it arrives. This helps you avoid late fees, penalties, or missed responses.
People can steal or tamper with home mailboxes. On the other hand, virtual mailbox services keep your mail in locked, private buildings. Only authorized workers can handle your documents, helping protect personal information such as Social Security numbers and tax ID details.
Even if your business is in one state, you can pick a virtual address in another state or city that fits your needs. These addresses comply with legal regulations and are accepted on tax forms and other official documents.
Yes, and this is one of the key differences between a P.O. box and a virtual mailbox. Because the IRS requires a real street address, they have no problem sending mail to a virtual mailbox, but they refuse to send mail to a P.O. box.
Not every business needs a physical office these days. Many business owners prefer to run their business while on the go, but everyone still needs a place to receive mail and essential packages. In fact, a virtual office mailbox is ideal for individuals who work from home, travel frequently, or manage businesses from multiple locations.
If your business operates online or remotely, you likely don’t want to use your home address for official mail. However, a virtual mailbox provides a consistent address that customers, banks, and tax agencies can trust.
Freelancers and small business owners who work from home often prefer to keep their personal addresses private. A virtual address can be used on websites, business cards, and government forms—without sharing your home address.
If you’re living overseas or frequently relocating, receiving important mail can be a challenge. A virtual mailbox lets you see your scanned letters and tax documents online, so you stay updated no matter where you are. This helps you meet tax deadlines and avoid surprises.
A virtual office mailbox isn’t just a new way to get your mail; it’s a wise choice for keeping your business organized and prepared. It helps you meet tax deadlines, protects your private information, and gives your business a more professional appearance, whether you’re working from home or traveling the world.
Here are some of the sales tools and answers you may be looking for from a potential partner:
A virtual office is a subscription-based service providing an office address, mail handling, and reception services without leasing a physical space. Our staff creates and maintains your company’s presence by professionally handling and routing customers, phone calls, and mail.
Sign up for a virtual office in New York City with a local business address for correspondence and marketing collateral. Use a dedicated local phone number with a live answering service. Schedule face-to-face meetings and access business equipment when needed.
A virtual office can be used for setting up a business bank account. We suggest checking the requirements at your bank of choice. Many financial institutions may have unique requirements, but you can use a virtual business address to open a business account at many banks.
Virtual Offices of NYC is a commercial mail-receiving agency registered with the United States Postal Service (USPS). To receive mail on our clients’ behalf, a USPS application must be appropriately completed and submitted.
The form can be viewed here.
This form can be conveniently notarized online. We can also assist you with this form in our office.
Displaying your company name on the Suite Directory Listing helps show local customers that your business has a presence at a specific office location. This service includes a one-time setup fee and ongoing monthly charges. Please note that Suite Directory Listing is not available at the New York City location.
Mail forwarding is set to occur weekly, with all received mail repackaged and sent to the client’s designated address. Virtual Offices of NYC does not forward advertising or mail addressed to “resident” or “occupant” unless requested. For time-sensitive mail, clients can request a schedule adjustment by giving 24 business hours’ notice. Clients must provide the forwarding address to ensure their mail is sent correctly.
Virtual Offices of NYC accepts deliveries from companies such as FedEx, UPS, and Amazon for envelopes, packets (business documents), and handheld items. However, we have strict mail processes and cannot accept items weighing over 10 lbs or containing dangerous, live, or perishable goods.
Unfortunately, the Virtual Offices of NYC phone number assigned to your account is the property of our telecommunications service provider. You have the right to use this number under our Service Agreement, but only while your account remains valid and active. It is important to note that these numbers are exclusively available to clients and cannot be shared or transferred.
A virtual office is a smart way to run your business without the high costs of rent, utilities, and supplies. It gives your company a professional presence while offering the flexibility to work from anywhere. Beyond cutting expenses, it helps your business expand, keeps your team energized, and lets you spend more time on important tasks.
A virtual mailbox gives your business a real address, not just a P.O. Box or home location, and it can be used for tax and legal needs. Mail and packages are sent to a professional site, and can be scanned or forwarded to you. This makes it easy to check important mail online, stay organized, and keep your business looking professional from anywhere.
A free virtual office address can seem like a good deal at first, but many growing businesses decide to pay for better service. A paid virtual office plan offers more support, dependability, and useful features. Instead of being limited by a free option, choosing an affordable plan gives your business space to grow and helps build a stronger future.
Virtual Offices of NYC operates strictly as a business-to-business service provider, which means all Virtual Office and Phone Answering agreements are between businesses, not individuals. Agreements cannot be transferred to another company. If you do business under a different name, your DBA can be added and shared with your corporation or LLC at a discounted mailbox rate. Please note that each additional company or sister company requires its own agreement and applicable fees.
Clients are welcome to use our address as their official business address for local business license purposes. Please note that your specific industry must be approved for our location by the local licensing authorities. Since requirements can vary by city and industry, we recommend checking directly with your local licensing office to confirm any rules or documentation needed for your business.
All types of businesses can benefit from a virtual office, including small business owners working from home who want to appear professional when meeting clients, traveling business professionals who need office amenities on the go, start-up companies with limited funds, and businesses looking to expand into new territories and test the waters before committing large amounts of capital.
After purchasing your service package online, you will receive an email with a New Account Setup Packet. This packet includes the service agreement, required information forms, and USPS Form 1583. If Form 1583 is not completed in the office, it must be notarized. All other documents can be submitted online. Once approved, your account will be set up within 24 to 48 business hours.
The following requirements are necessary to set up services:
1. A copy of the credit cardholder’s verifiable identification (driver’s license, passport, current lease, etc).
2. The setup fee and first month’s service fee.
3. A fully completed New Account Packet, including the Service Agreement.
4. A fully completed and 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 the office’s service details.
Our helpful team can assist with listing your assigned business phone number and address in the local 411 directory for New York City. This listing makes your business easier to find and helps build trust with customers. Please note that a one-time setup fee and a monthly listing fee apply.
Additional charges are based on usage of services, including mail forwarding, staff handling of mail, call overages, international long-distance charges, and use of facilities. No additional charges apply if none of these situations occur. If you’re ever unsure if a service incurs an additional charge, please ask our friendly office staff.
Yes! You can pick up your mail during our regular weekday office hours: Monday-Friday from 9 am to 5 pm. To make your visit quicker and more convenient, we suggest calling or emailing us first to check if any mail is waiting for you. This helps save time and ensures your trip to the office is smooth and efficient.
Virtual Offices of NYC will charge the client according to the Mail Handling form they complete upon setting up their account. Charges vary based on method, destination, frequency, size, and weight. The cost of mail forwarding is the price of postage in addition to a 30% mail handling fee.
All clients are billed for their current month’s service fees on the 1st of each month through automatic credit card payments. In addition to the regular monthly fee, the invoice may include any variable charges from previous months. Payments are accepted only via major credit cards, and cash or checks cannot be used.
A mobile office lets you work from many places instead of one fixed office, making it great for people who are always on the go. If you want your business to look more polished and professional while using a mobile office, you can get a virtual office without paying rent like you would for a traditional office. Many small and home-based businesses like virtual offices because they are affordable, convenient, and help build trust.
A P.O. box is a small, locked box at a post office where you pick up mail sent by the U.S. Postal Service. A virtual mailbox works differently. It gives you a real street address where mail from many delivery companies can arrive. Trained staff handle your mail by scanning it, forwarding it to you, or safely shredding it when asked.
Mail receiving is included with your business address services, so you can feel confident that your mail is taken care of. You’re always welcome to stop by our facility to pick it up at no extra charge. If you’d like added convenience through services such as mail scanning or mail forwarding, those options are available for an additional fee based on your selection.
Please note that our New York City office is designed exclusively as a mail-handling facility and includes a reception area, but does not offer meeting or office space. Our Las Vegas location offers private offices and conference rooms that are perfect for one-on-one interviews or larger meetings. These spaces are available by reservation and depend on availability.
If you have any further questions, please email us at info@bssivirtual.com, call us at 212-213-3810 or 888-909-2774, or use our Contact Us form.
