A virtual address is a physical street address that businesses can use for various purposes (including receiving mail and packages) without owning the property or establishing a real-world presence at the address location.
Business owners may use a virtual address as their official business address to comply with federal and state regulations around business establishment and tax laws.
A virtual address serves as an official business address, helping companies stay compliant with legal and regulatory requirements. It also enhances privacy and professionalism (particularly for small businesses that are run out of the home) by keeping home addresses confidential — replacing, for instance, "Buttercup Lane" with a more business-appropriate "NW Main Street".
When paired with a virtual mailbox service, a virtual address adds convenience by consolidating business correspondence in one location. A virtual mailbox can be accessed anytime, anywhere, even while traveling, ensuring business owners stay connected and in the know. With a virtual mailbox, business owners never have to worry about missing a notification, check, or important document, no matter where they go.
A virtual address allows businesses to receive mail and packages at a secure location without needing a traditional office. When mail arrives, it is uploaded to an online dashboard, where authorized individuals can manage items by forwarding them, scanning contents, shredding, remotely depositing checks, or tagging team members for collaboration.
To legally authorize a virtual mailbox service to handle mail, businesses must complete USPS Form 1583. Trusted providers like Stable simplify this process by pre-filling the form and offering guidance. Stable securely handles all mail and provides additional features such as check depositing and registered agent services to streamline operations.Your virtual inbox is searchable, surfacing exactly what you need without manually flipping through stacks of old mail. You can also tag mail to track status or volume of different types, and receive notifications when actions are taken on mail.Some virtual mailbox providers, including Stable, also provide registered agent services, change of address guidance, and electronic check depositing.
A virtual address offers numerous advantages over a PO box or physical business address by enhancing privacy and presenting a more professional image for businesses. Unlike PO boxes, virtual addresses provide a real street address, which is important for business registration and credibility.
Other benefits include:
Professional image: A real street address improves business credibility, making a stronger impression on clients and partners.
Privacy protection: Keep your home addresses confidential, maintaining a clear boundary between your personal and professional life.
Regulatory compliance: Virtual addresses meet the legal requirements for business registration and opening most bank accounts.
Mail handling convenience: With virtual mailbox services, businesses can access and manage mail online, choosing to forward, scan, or shred items as needed.
Additional services: Some providers offer extras like registered agent services, change of address assistance, and electronic check depositing to simplify business operations.
These benefits make virtual addresses and mailboxes a versatile and practical solution for modern businesses seeking flexibility and professionalism.
A virtual address’ features will vary depending on the provider. With Stable, businesses can expect these features and more:
Virtual address: Can be used for official business purposes, as well as on letterheads, business cards, websites, and other materials.
Virtual mailbox: Enables businesses to receive, scan, forward, and securely destroy mail as needed.
Change of address guidance: Assists businesses in changing business address using Stable’s pre-filled paperwork, a personalized checklist, and hands-on support.
Electronic check deposit: Deposits checks electronically, saving time and providing quicker access to funds.
Stable’s virtual address and virtual mailbox service starts at $49 per month, which provides everything you need to get started with a premium business address.
Additional features like automatic opening and scanning/forwarding, integrations with Slack and Zapier, and organizational tools are available in Stable’s advanced plans and can be customized to fit a business’s unique needs.
Plus, new businesses and early-stage companies with less than $1 million in annual revenue can expect valuable discounts (up to 50% off).
Stable also offers custom plans for enterprise clients and those with specific needs, like high mail volume, customization, or a BAA for HIPAA.
Setting up a virtual address is relatively simple:
1. Sign up for a virtual address by creating your Stable account
2. Select your address and plan based on your business’s needs
3. Change your address to the new virtual address (remember, Stable provides step-by-step guidance)
4. Start using your new virtual address on correspondence, business materials, and business operations like registration and banking
When you choose Stable, we’re with you every step of the way.
The difference between a physical address and a virtual address can be a bit confusing since both refer to real street addresses. A physical address is one that is owned or occupied, such as a home address or the actual location of a business office.
In contrast, a virtual address is a street address used for business correspondence without physical access or ownership rights. A virtual address can also include a virtual mailbox, offering digitized access to mail and other convenient features.
Yes! Many LLCs use a virtual address as their business address. It’s considered a legitimate business address and can be used to register an LLC in most states.
Most of the time, yes! Most banks will accept a virtual business address for LLCs and business owners wanting to open a bank account for their company. However, some banks still adhere to traditional requirements for business addresses. Confirming with any existing banking providers may be beneficial to ensure they accept virtual addresses before making the change.
Yes, a virtual address can be used to obtain an Employer Identification Number (EIN). A virtual address is a physical location and is considered a legitimate business address, so it can be used for official correspondence and filing critical documents, such as the paperwork to obtain an EIN or even a business’ articles of organization.
When a virtual address is used strictly for business purposes (and not for personal use), the cost may qualify as a deductible business expense. It is important to ensure that the virtual address is directly tied to the business’s operations, which is typically straightforward if business mail is received at the address.
While it is possible and legal to use one virtual address for both business and personal purposes, doing so disqualifies the cost from being deducted as a business expense.
No, a registered agent serves a specific role as the primary contact for a business in a state where it is registered to operate. A registered agent is required in every state where a business is registered, which can be challenging without a physical presence in that state. Registered agent services address this need by fulfilling the role in the necessary states.
In contrast, a virtual business address is a physical address that can be used for a variety of business purposes. So a virtual business address is not the same thing as a registered agent service, but good news: Stable offers both!
Save days of time with free assistance from our team as we walk you through compliantly changing your business address to Stable.
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