There are several things to think about when securing your perfect virtual business address
Make sure you have room to grow your business. If your business grows, make sure the virtual office service provides options to expand with you. Features like flexible meeting room space, shared office space or desk space at the same address so that you don’t need to change your address when you grow.
Meeting rooms and co-working or hot desks are an important set of options when considering a location. Check carefully that you can use your virtual business address as a physical base, and are you able to visit your trading or registered address and meet your clients there. If you need to work for a few hours’ in-between meetings do they have a hot desking service that you can use?
Be a little quirky and don’t have the same address as another lot of other businesses via big corporate entities. Make sure your virtual office service company doesn’t allocate too many businesses to the same address. When you use their address you don’t really want it used by 100s of other companies, so Google the address and see what it shows – you want to find a discrete address that doesn’t scream ‘virtual office’.
Ensure your virtual office address can provide both a Trading and Registered address. A Trading Address is one where you can use the address on your business cards and website and have letters/goods delivered. However, a Registered Address is one where you can use the address for statutory mail, i.e. mail from Companies House and HMRC. This is how Companies House defines a Registered Address:
“All companies must have a registered office, which must be situated at a physical location in their country of registration. It can be your business address, the address of your accountant or any other address you choose. However, it must be an address at which you will be able to deal with all official letters and notices that you receive.” – Companies House
It’s a real bonus if your Virtual Business service provider will also accept large package delivery. Make sure they allow delivery of large packages and letters. Same day mail forwarding for your mail items needs to be considered as another option. How quickly does your proposed service forward mail? Is it forwarded on the same day as received or the next day? Do they tell you when mail is received/forwarded? How do they ensure that mail sent has been received by you? You also need to consider if they will provide a scan service too if you are on the move or often abroad?
Finally, take time to check out telephone answering services the service provider gives. You may need to have a local landline number to give a local presence. Can that number be used with an automatic answer service or call forwarded to your own mobile or can you work with a virtual PA?
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