How does a virtual mailbox work?

December 16, 2021
John Eletto

A physical business address that can accept mail is essential for any company. Especially since a business address is required when filing with the IRS, state government, and other different business vendors, it is critical to have a stable location that can handle all physical mail that your company may receive.

Plus, in an era where workers are more dispersed across the country or your company does not have an office at all, virtual addresses and virtual mailbox services can be a helpful thing to consider for your small business. 

What is a virtual mailbox?

A virtual mailbox is a service that gives you an online mailbox where you can view your physical mail. Having a virtual mailbox means you can use it to incorporate your business, file business documents, open bank accounts, and do anything else where you need a street address. Because your business address will often be public record, using a virtual mailbox gives you privacy. By using a virtual mailbox, your information is more secure. In addition to providing privacy, it is also ideal for people who travel or are not present in the office 24/7. If you have a virtual mailbox, you can manage all your mail remotely from a smartphone or computer.

How does a virtual mailbox work?

If you use a virtual mailbox, it seems like magic when your physical mail appears in your email inbox, but how does it work behind the scenes? It involves a number of steps handled by professionals who handle your mail securely.

Choose an address

As part of the signup process, you will be asked to select the state where you would like to receive mail. Being able to receive mail in multiple states is one of the unique benefits of virtual mailboxes. After you decide where you want to receive mail, you'll be given a mailbox number at a real street address. You will use this mailbox number to receive mail at your virtual address.

Send some mail

Upon setting up an account, you will be able to send mail to your address, and it will arrive at a secure facility where it will be handled professionally. We will digitize your mail and upload it to your dashboard so you can view or respond to it. Mail is sorted and stored after it has been digitized, so that it can be retrieved only after action is taken.

Mail arrives in your inbox

A virtual address, like Stable, offers an online dashboard where you can access your mail. You will be notified when there is new mail for you to view and act upon. Your dashboard allows you to view all your mail, filter mail, and take action on your mail. Additionally, depending on your virtual address provider, you may be able to add multiple team members to your mailbox through the dashboard who will also be able to receive mail.


Stable's online virtual mailbox dashboard

Take action on your mail

Now that you have received mail, it is time to decide what you will do with it. To dispose of it securely, you can shred it if you're not interested. It is possible to have mail forwarded to another address if you want the physical piece of mail. For an online view of the contents of the mail, you can have it opened and scanned to see what it contains. When you use a virtual address provider who supports check deposits like Stable, you can also connect your bank account to have checks that you receive deposited into it.

How can I get a virtual mailbox?

There are a number of places to find a virtual mailbox, but it might not be the best idea to go with the cheapest virtual mailbox. At Stable, we provide a permanent address with an online dashboard, check-deposit support and more! More information on the best virtual mailbox services here. Along with virtual mailbox services, Stable also offers a registered agent service for your business. Start using Stable in just a few minutes by clicking here.


At Stable, we provide permanent virtual addresses and mailboxes so you never have to worry about mail or changing addresses again. We’ll digitize all mail that you receive here, and you’ll be able to scan, forward, shred, (and even deposit checks!) from anywhere in the world.

Get started with Stable here if you’d like a virtual business address + mailbox in less than 3 minutes. 

Disclaimer: Stable is not a legal or accounting firm, therefore we cannot provide legal or tax advice. You should consult legal and tax professionals for advice on how to meet ongoing obligations that apply to you and your company.

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