As a real estate company, your mailbox is likely overflowing — not with holiday cards, but with essential documents like property tax statements and your clients’ buying and selling agreements. Whether they’re sent to your business address, a P.O. Box, or even your home, managing that mountain of incoming mail can get overwhelming.
You have enough on your plate without worrying about sifting through stacks of paper and ensuring nothing vital slips through the cracks. That’s why virtual mail services are a game changer for realtors and property managers. These services let you receive and manage all your important correspondence online, with everything scanned and neatly organized for easy access.
In this article, we’ll examine virtual mail services in-depth and share three of the top mail scanning providers for real estate companies and property managers.
Picture this: instead of juggling piles of mail on your desk or shuffling through envelopes to find that one important document, all your essential paperwork is just a click away, neatly scanned and organized in your virtual mailbox.
A mail scanning service makes this possible. These businesses provide virtual addresses where they receive mail on your behalf, digitize it, and then upload it to a secure portal or app for you to access whenever you need. It’s like having a personal assistant for your paper mail — no more clutter or missed documents.
Virtual mail service providers, like Stable, streamline real estate mail management by helping you quickly find and organize your correspondence. Rather than digging through stacks of letters, you can use keywords to search for what you need in seconds. Talk about a time-saver!
Services like Stable offer more than just mail scanning, including:
As a realtor or property manager, your schedule is likely packed with back-to-back meetings, property viewings, inspections, and property maintenance. Add mail management to this list, and you have a recipe for both burnout and missed tasks.
Virtual mail services lessen the burden by taking over your mail management needs. Here's why they're worthwhile:
Those in the real estate industry often need to quickly scan documents like rental agreements, maintenance reports, and insurance records, especially when dealing with clients in multiple locations. Scanning these documents yourself can be time-consuming and tedious.
Virtual mail services manage this by scanning, uploading, and even sending documents directly to the right parties, streamlining your workflow. This automation ensures everyone involved in a real estate transaction receives important documents on time, reducing the risk of delays.
The real estate industry generates many sensitive documents like permits, property bills, financial reports, and lease agreements. Losing or misplacing one could create delays, invalidate agreements, or cause legal disputes. It can also result in reputational damage, impacting future business opportunities.
Unfortunately, this is a risk you constantly face if you get postal mail delivered directly to your home address or a post office. Virtual mail services eliminate this risk by digitizing and uploading everything in one secure place. Instead of sifting through piles of paper, you can instantly find the documents you need with a simple search.
The United States Postal Service (USPS) reported more than 25,000 mail thefts from receptacles in the first half of 2023 alone. This demonstrates that your physical mailbox isn't the safest place to have important real estate documents delivered. If you do, you could risk breaching clients' privacy, ultimately destroying your reputation.
Reliable virtual mail services like Stable use proven security measures to keep your communications safe. We have controlled access to our mail centers to ensure that only authorized employees handle your mail. We also employ cutting-edge encryption and are SOC 2-compliant, ensuring your mail items are handled securely to protect your clients’ privacy.
Unlike P.O. Boxes, internal mailrooms, or home addresses, virtual addresses offer a higher level of security, making them the safest option for handling sensitive real estate documents.
Now that you know the value of virtual mail scanning, let’s explore the top providers. Here are three of the best mail scanning services for realtors and property managers:
Stable offers the perfect solution for real estate professionals, property managers, and small businesses looking for a reliable virtual office with addresses in key states like California, Texas, Wyoming, New York, and Florida. This makes it easy for real estate professionals and business owners to receive important documents across the U.S.
Stable takes the hassle out of mail management by accepting mail on your behalf, scanning it, and uploading it to your personalized dashboard. You can access all your important mail remotely, keeping everything straightforward and organized.
In addition to convenience, we prioritize privacy and security by encrypting your data and adhering to HIPAA and SOC 2 Type 2 security standards. This ensures that your clients’ sensitive information stays protected.
Some of our standout features include:
Anytime Mailbox is a flexible, cloud-based platform that lets you view your mail from anywhere. With virtual mailing addresses in various locations worldwide, it’s especially useful for realtors working with international clients or expats, allowing you to easily manage global mail.
Anytime Mailbox offers several helpful features, such as mail scanning and a mail forwarding service:
While Anytime Mailbox is undoubtedly a good option, it’s important to be mindful of a few limitations. For instance, if you receive many pieces of mail, you'll have restrictions on the amount of mail you can receive (unless you sign up for their unlimited plan). Additionally, check deposit services aren’t available in all locations, which could require trips to the bank to cash your checks and a significant delay in access to funds.
PostScan Mail is a digital mailbox service provider with over 600 U.S. locations. They make it easy to manage your mail remotely by scanning the front of each item and uploading it to your account, where you can decide what to do next.
PostScan Mail’s key services include:
Not all PostScan Mail plans include mail scanning, and even for those that do, there are limits on the number of items that can be scanned each month. If you require more flexibility, you may need to choose a higher-tier plan to meet your needs.
Managing your mail shouldn’t be a source of stress, especially when you’ve got so much more on your to-do list. Virtual mail scanning solutions save realtors time and effort by taking the burden of mail management off your shoulders. They help you stay organized, keep sensitive documents secure, and protect your clients’ privacy.
With Stable, you can say goodbye to the clutter and stress of physical mail management. We handle everything from scanned mail to check deposits so you can focus on what really matters — nurturing your client relationships and growing your real estate or property management business.
And the best part? Our mail centers and platform are secure, so you never have to worry about unauthorized parties accessing your important documents. After all, handling your mail should be the simplest part of your day.
Get started with a permanent virtual business address from Stable and streamline your mail management with ease!
