Mail Transfer and VoIP In the Virtual Office

You can have a virtual office anywhere, but there are certain essentials that every business-oriented office needs. This includes a mailing address and phone number for customers and clients. Even if your virtual office doesn’t have a permanent physical address, you can use services such as mail transfer and voice-over IP (VoIP) to fill these essential roles. Here is a breakdown of how you can keep a functioning phone and mail service even if you don’t want to broadcast the current location of your virtual office.

Forwarding Mail

Even in today’s digital world, every business needs a mail service for communication and deliveries. On the other hand, those who work from home or whose office location changes frequently might not have the luxury of a reliable surface mail address. Fortunately, mail transfer services exist to make that problem easier. With a virtual mailing address support service, you gain a physical location where the postal service can forward mail. The mail goes to a private suite, which offers more privacy and convenience than a post office box. This service typically costs less than $10 per month and can be canceled at any time, making it both affordable and flexible.


Even more important than a virtual mail service is a reliable VoIP service. Using a VoIP system allows you a digital means of managing your phone line. This means that you don’t need to focus on using your cell phone for all business-related calls, nor do you have to change the number on your business cards every time your office moves. When it comes to working with other people at other virtual offices, a good VoIP service rivals video chat options like Skype of Google Hangouts. You can take advantage of VoIP features like voicemail-to-email and a unified inbox to streamline your business further. VoIP is not only essential to any virtual office, but it is the support service that allows you to do the most for the smallest amount of money.

Integrating Mail Transfer and VoIP

Once you have identified a provider for your virtual mail service and VoIP service, all you need to do is to integrate that with your virtual office. This means updating business cards, stationery, and other branded materials with your new address and phone number. Be sure to update your company’s website or online directory as well, if that is applicable to your situation. Finally, it helps if everybody you communicate with professionally has the same VoIP service or at least compatible software. When everybody is on the same system, it makes communication much easier and allows everybody to use the same bells and whistles offered by the VoIP provider. Using a common system also makes tech support and troubleshooting much easier.

You don’t have to limit yourself to post office boxes and cell phones when communicating from your virtual office. By using a virtual mailing address and VoIP service, you can make sure that your business runs at the same speed and efficiency as a centralized office.

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