Running your own business is hard enough.
Flight delays, checking into hotel rooms, meeting after meeting… you’ve got enough on your mind. Don’t stress about mail sitting at your home address while you’re gone.
Here’s the reality of managing mail while you travel:
Your traditional mail strategy isn’t going to cut it. Late invoices, expired contracts, packages stolen off your front porch—it’s no way to run a business.
And if you’re like most modern professionals…
Things are only going to get worse.
A recent study by the Global Business Travel Association showed that business travel spending will exceed $1.5 trillion globally in 2024. More road warriors than ever are living out of suitcases and running businesses from afar.
Enter the virtual business address.
A virtual business address has been a game changer for traveling entrepreneurs and freelancers everywhere. Whether you’re looking for a business address in Chicago or any large city, keep reading to learn how one can keep your mail coming while you’re gone.
In this article, you’ll learn:
- What is a Virtual Business Address?
- Why Traveling Entrepreneurs Need a Virtual Business Address
- Top Features You Should Know About
- How to Sign Up for Your Own Virtual Business Address
What Is a Virtual Business Address?
Think of a virtual business address as a regular mailing address that doesn’t require you to own a brick-and-mortar office.
It’s that simple.
Your mail is delivered to a secure location, sorted by staff, and uploaded to your online dashboard. You can then choose what to do with each piece of mail. Open and scan it? Forward it to your hotel? Send it to shredding?
You can do all this from your smartphone. While sitting on the beach in Bali.
This isn’t a glorified P.O. Box either. When you sign up for a virtual business address, you get a real street address that can be used for:
- Business registration
- Banking information
- Client correspondence
- Government notices
- Package deliveries
Virtual business address providers have seen massive growth over the past few years. In fact, the virtual mailbox software market was valued at $1.82 billion in 2024.
Keep in mind that this number accounts for software providers who offer virtual business address services. Demand is high because more businesses than ever operate remotely.
Why Traveling Entrepreneurs Need a Virtual Business Address
If you’re always on the go, managing mail…well… anywhere else is a nightmare.
Virtual business addresses solve many of the problems that traveling entrepreneurs face when it comes to mail. These are the biggest ones:
Don’t Miss Important Documents
Late invoices, tax documents, client checks. When you’re traveling for long periods these things can pile up.
Mail can sit at your address for weeks if you don’t check it regularly. Deadlines are missed. Revenue is lost. But with a virtual address, you can get instant mobile notifications whenever something arrives. No more wondering if your mail’s being eaten by a hiding mailbox.
Keep Your Information Safe
Posting your home address all over the internet is dangerous.
Client lists, public databases, marketing campaigns. Before you know it, your home address is published for all to see. Get a virtual business address and you can significantly decrease the risk of your home address being exposed. This is crucial for business owners who work with people they’ve never met.
Establish Physical Presence
Another thing few people consider…
If you need to appear brick-and-mortar in major business cities, virtual addresses can help. Need to be taken seriously in New York, Chicago, and Los Angeles? Simply get addresses in each of those cities.
This is important for your SEO rankings. Potential clients want to work with “local” businesses whenever possible.
Receive Packages Anywhere
Here’s the biggest problem with traditional mailbox forwarding services…
If you’re gone for more than a few days, packages become targets. An unoccupied doorstep is a welcome sign for porch pirates. Virtual address providers accept packages from every major carrier. They will hold onto your deliveries safely until you arrive or request a forwarded delivery.
Say goodbye to rescheduling delivery windows.
You Can Forward Mail Anywhere
Speaking of forwarding mail…
All of the top services available allow you to easily forward mail anywhere. Perhaps you need to send an important document to your office while you’re traveling. No problem.
Maybe you want your mail sent to your second home during vacation season. You got it.
Top Features To Know About
Some virtual address providers are better than others. As you start comparing services, keep these points in mind:
Street Address: If a provider only gives you a P.O. Box address, look elsewhere. A street address is required for business registration and banking.
Mobile App: Everything should be accessible through their mobile app. Checking mail, scanning documents, forwarding packages. You shouldn’t need to fire up your laptop to use the service.
Multiple Cities Available: Make sure they have addresses in all the cities you might need. Some providers are limited to 1-2 cities only.
Scanning Speed: How long does it take to get a scan after mail arrives? Ideally, you should be able to request same-day or next-day scanning.
Accepts Packages: Confirm they accept USPS, FedEx, UPS, and DHL deliveries. Some virtual addresses only accept certain carriers.
Can Deposit Checks: One of the best features available is check deposit services. Some companies will scan your checks and deposit them into your bank account.
How to Sign Up for Your Own Virtual Business Address
Signup and activation take just a few steps. Below is an overview of how it works.
Step 1: Choose A Location
Decide which city you would like your virtual business address to be located. Think about where your clients are located. Where do you want to establish physical business? And do you need to register in a specific state for your industry?
Step 2: Fill Out the USPS Form 1583
USPS Form 1583 authorizes the provider to receive mail on your behalf. It needs to be notarized. Most virtual address companies include notary services as part of their signup process.
Step 3: Update Your Business Address
Once you receive confirmation that everything is active, go through and update your new address everywhere.
- Banks
- Vendors
- Government agencies
- Website
- Business cards
Step 4: Set Notification Preferences
Decide how you want each piece of mail handled. Certain items can be scanned automatically. Decide if junk mail even needs to be opened.
Physical mail forwarding usually takes less than one week.
Wrapping Up
Running a business on the road is tough. You shouldn’t have to worry about your mail back home.
A virtual business address allows you to have complete control of your mail from anywhere in the world. Forward mail to your office. Deposit client checks. Keep your home address hidden. The options are endless.
Signing up takes less than 5 minutes. And the monthly fees are much cheaper than signing a lease somewhere.
Will you sign up for a virtual business address today?