Difference between a virtual address and a virtual office

Posted on: 6th February 2023

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Whether you're a startup business, an ambitious entrepreneur or a global brand, there are many reasons why you may choose to use virtual office services. If you’re opting for a virtual office space or a business address; there are several differences to consider, despite sounding similar in what they offer.

A guide to understanding virtual offices and virtual business addresses

Every business wants to present itself professionally, with a reputable address and phone number, providing a great customer experience. And both options can be the perfect solution for showcasing your brand online while keeping overheads low.

While a virtual office and a virtual business mailing address may appear similar on the surface, they benefit business owners in different ways.

Virtual office vs virtual address

Put simply, a virtual office allows you to benefit from a prime business address, anywhere in the world, without you needing to be there physically. Virtual offices can provide everything you need to keep things running smoothly, freeing up time to grow your business while keeping overheads down. With additional services, such as options to book meeting rooms when you're in town, you'll be well-equipped with a space to make a great first impression with clients and suppliers.

A virtual address also provides a professional business address suitable for legal correspondence and online directories. Unlike a virtual office, a virtual address is 100% online, with no physical component. However, there are often options to include other services when you need a professional work environment or meeting room.

Virtual office services

Virtual office packages can include various services to provide the experience of working in a physical office. A virtual office service typically offers the following:

  • Virtual receptionist services- a real person to take your calls and provide all the necessary services of an in-house receptionist or assistant. This is a great benefit that comes with many virtual office packages. Never miss a call again!
  • Virtual office phone services - such as a business phone number that can be forwarded to your phone - or picked up by a virtual receptionist. This saves you from sharing your personal details online and on your company’s marketing activity.
  • Meeting rooms and private office space - there may be occasions when you need an office space to hold brainstorming sessions, carry out presentations, or meet your clients. Usually, these spaces come with everything you need, including desks, chairs, storage space, technology, and even catering options.
  • Mail forwarding - your business will be given a reputable and trustworthy business address, with opportunities for your mail to be forwarded daily, weekly, monthly or ad-hoc - according to your needs.

Many virtual office packages have the benefit and flexibility of establishing a business presence at a low cost in a prime location such as London, with optional meeting rooms and workspace when needed.

What is a virtual office not used for?

A virtual office isn't a full-time office space for you and your team or a place to direct personal mail or calls. However, some packages offer access to office space and meeting rooms when required. If you're looking for somewhere to work full-time or more often than a few days per month, you may want to consider a coworking space.

Virtual mailbox services

Using a virtual company mailing address to handle your mail services is simple and easy and typically includes the following:

  • Permanent business address - no matter where you're based, your business address can remain in one or multiple locations worldwide.
  • Mail forwarding - a virtual mailbox can quickly and efficiently forward your mail anywhere in the world. You can choose how often your mail is forwarded to you, so you don't have to worry about collecting your mail in person.
  • Mail scanning and digital storage - if you're unsure which mail you need right away, your mail can be scanned and sent to you so you can decide what to do with it.
  • Receive notifications about the mail received, so you know precisely when mail arrives.
  • Check depositing - quickly and easily deposit checks received in your mail into your chosen bank account.

What is a virtual mailbox not used for?

A virtual mailbox is a professional business address in a prime location, therefore it can’t be used in the same way as a permanent office space. However, there are opportunities to extend your presence with additional services, such as a business phone number, mail forwarding and call answering services.

What is the difference between a virtual office and a virtual mailbox?

A virtual mailbox is suitable for businesses looking to demonstrate professionalism online, protect their privacy and simplify mail handling. By opting for a virtual office address, companies can avoid using personal information to set up their business and the costly overheads of permanent office space.

Which service is right for your business?

With a virtual office, you can enjoy all the benefits of a prime business address anywhere in the world, no matter where you are. Whereas a virtual mailbox is perfect for those who do not need a physical office and can run their businesses remotely, allowing you to build trust with customers, establish credibility, and protect your personal privacy and information.

Who can benefit most from a virtual office?

A virtual office can be an excellent solution for companies looking to expand or test new territories, it also requires phone answering services and the occasional physical space for client or team meetings. It could be that you're adopting a hybrid way of working, only bringing your team together occasionally for collaborative work in person.

Here's a quick list of the types of businesses that can benefit the most from a virtual office:

  • Those who want a 'home base' for a local business.
  • Businesses who need the professionalism of a real office, such as having a receptionist, without the expensive overheads of hiring someone full-time.
  • Businesses that only require a physical meeting space to present to clients and conduct meetings.


Who can benefit most from a mailing address?

Businesses of all sizes can benefit from using a mailing address.

A virtual mail address could be the right move for you if:

  • You need to register a business and don't want to use your home address
  • You are looking for ways to expand your business into new locations
  • You need a professional business address that customers and clients can use

Speak to Regus today about virtual office services and set up your business mailing address in no time.

Topics in this article

  • Productivity


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