VIRTUAL Mailbox

This package means you’ll be able to use one / all of our addresses as your general trading address, like banking, customer contact and on your website.

Your mail will be forwarded to you by Royal Mail or scanned and emailed to you.

If you also want to use our address as your registered office address and directors service address for Companies House and HMRC, you can add those and other services to your basket before checking out.

Click “Find out More” to answer most FAQ’s.

Annually

Monthly

£200 + VAT

By opting for an annual package you've saved £40.00

£20 + VAT

Save more than 15% by selecting an annual package

(Plus a Money Laundering Compliance check of £40.00 + VAT)

Frequently Asked Questions

What is a Compliance Fee? The Money Laundering Regulations 2017, and subsequent amendments, is UK Legislation which requires us to undertake background checks on all clients. We therefore undertake a ID check on any person(s) and companies who wish to become clients. We incur a charge for this and therefore pass this onto clients. 

How often is mail forwarded?  As standard your mail will be forwarded on a weekly basis. If you prefer a different frequency or would like your mail scanned and emailed to you, please stipulate your preferred frequency, and any other instructions on the notes section when you Check Out. Alternatively email virtualservices@theworkstation.co.uk

Can I have my mail scanned and emailed? – Yes. If you choose to have your mail scanned and emailed, as standard we will scan and email your mail to you on a weekly basis, at a rate of £0.20 per page. Please note that bound documents will not be scanned. We will seek authority from you for documents greater than 25 pages.

If I have my mail scanned and emailed, what happens to the hardcopies? Once your mail is scanned, and the scan has been certified as ‘viewed’, your mail is held for 30 days and then it is disposed of via confidential waste service.  If you would prefer to have your scanned hardcopies held and forwarded, and not disposed of, please email  virtualservices@theworkstation.co.uk

Is my mail forwarding included in this price? No. Your mail will be forwarded to you by 1st class mail at the rate of £0.20p per item plus the cost of postage and packaging. Rest assured we apply a common sense junk filter.

Can I collect my mail from the virtual office location? VIRTUAL Mailbox is specifically for those clients that want to have their mail forwarded to them. If you would like to collect your mail in person, please select our PHYSICAL Mailbox package.

Can I have parcels delivered? We cannot guarantee that one of our team will be available to accept delivery of parcels. Any parcels that are received must be collected within seven days, failing which we reserve the right to forward them to you by 1st class mail plus a £7.50 handling charge. Alternatively we will return the parcel to sender or the delivery depot. 

Can I have ‘signed for’ items sent to the virtual office location?  We cannot guarantee that one of our team will be available to sign for your mail. Therefore, we recommend that you make alternative arrangements for mail that needs to be signed for.

What ID do I need to provide? As part of the sign-up process we will request your full name, date of birth and home address. Subsequent to which we will contact you requesting the same details of anyone that you have added to your package. In most cases, for all UK citizens, that’s all the information we’ll need, however for all non UK citizens, and in some cases UK citizens, you’ll also be required to supply proof of your ID (passport, driving license photocard, government issued ID card, HM Forces ID card, valid Student card, employment ID card, disabled driver blue badge) and proof of address (Utility bill, bank statement, mortgage statement, HMRC Notice of Coding). If requested, this information is required within 7 days.

How many names can I include? Your package includes the principal name that you choose which may be a company name, trading name or individual name. If you require mail to be received under multiple names you may add additional / substitute names. For all UK citizens that’s all the information we’ll need, however for all non UK citizens, and in some cases UK citizens, you’ll also be required to supply proof of your ID (passport, driving license photocard, government issued ID card, HM Forces ID card, valid Student card, employment ID card, disabled driver blue badge) and proof of address (Utility bill, bank statement, mortgage statement, HMRC Notice of Coding). If requested, this information is required within 7 days. Rest assured we apply a common sense approach to derivatives of the package name. Please email virtualservices@theworkstation.co.uk for an up to date price list.

Can I change my company name? If you want to change the name on your package, please email virtualservices@theworkstation.co.uk with your name change request.  Please note that we apply an admin charge.  

Can my mail be forwarded to me abroad?  Yes, we can send mail abroad, the cost is £.030 per item plus the cost of 1st class postage and packing. 

Why is it more expensive to send mail abroad?  There is an extra handling charge associated with sending mail abroad, as customs declarations need to be completed by us.

Can I collect my mail with a VIRTUAL Mailbox package? No, if you would like to collect your mail, please choose the PHYSICAL Mailbox package.

Can I change my forwarding address? Yes, if you would like to change your forwarding address please send us the request by email to virtualservices@theworkstation.co.uk

How do I cancel?  Please email your cancellation of service request to cancellations@theworkstation.co.uk

If I cancel my service do I get a refund?  There is no refund cancellation.

Who changes the address at Companies House? You or your agent/accountant must change your address at Companies House. Remember if you wish to use the virtual office address as your official address for statutory use please add those services to your basket before checking out.

How do I change the address at Companies House? To change your official / statutory address. Go to the Companies House Service. Find your company. Click on the “file for this company” tab and follow the instructions. Enter your virtual office address and postcode. Submit your changes.

 Who changes the address with HMRC? As a priority you must first change your address with Companies House. If the change is approved with Companies House, they will tell HM Revenue and Customs ( HMRC ).

When should I change the address before / afterwards? Once you have set up your service with us, we will send you a welcome email, which among other things, will confirm your new virtual office address, enabling you to update Companies House.  We don’t recommend giving out the virtual office address until your service is activated.

Can you set up my company? We do not offer Company Formation Services at present.  You can check here for company formation agents who can help you.

How is mail forwarding done? As soon as we receive your mail, our mailing clerks dispatch your mail to our sorting office, where it is logged and prepared. Mail is forwarded in unlimited bundles at the rate of £0.20 per item plus the cost of 1st class post and packing. As standard your mail is forwarded to you on a weekly basis. If you prefer to have your mail forwarded more or less frequently, please specify your preferred frequency on the notes section when you check out. Alternatively please email virtualservices@theworkstation.co.uk  

How does scan to email work? As soon as we receive your mail, our mailing clerks dispatch your mail to our sorting office, where it is logged and prepared. Your mail is then scanned and emailed to you weekly, unless you have specified differently. Scan and email is charged at a rate of £0.20 per page. Please note that binded documents will not be scanned. We will seek authority from you for documents greater than 25 pages. Once your mail is scanned, and the scan has been certified as ‘viewed’, your mail is held for 30 days and then it is disposed of via confidential waste service.  If you would prefer to have your scanned hardcopies held and forwarded, and not disposed of, please advise us by email virtualservices@theworkstation.co.uk. Standard mail forwarding charges apply.

Where can I use the virtual office address? Your virtual office address is essentially your business or trading address, which among other things can be used on your business stationery and marketing material, for business banking and on your website.  Please note that if you wish to use the virtual office address as your Registered Office and/or Directors Service Address for statutory use, you must add these items to your basket.  If you wish to add Registered Office Address and / or Director Service Address at a later point in time please email virtualservices@theworkstation.co.uk  

What is my commitment?  For annual packages the there is a minimum term of 12 months. For a monthly package there is a minimum term of three calendar months.

What is the notice period ?  Annual packages can be cancelled any time prior to the renewal date. Monthly packages require one calendar months’ notice, subject to a minimum term of 3 calendar months.

How many items of mail can be forwarded per bundle? Unlimited amount of mail can be forwarded to you per bundle. Each item is charged at £0.20 plus the cost of 1st class postage and packing.

What about junk mail?  We apply a “common sense” junk filter.  Mass marketing mailings and unsolicited mail will not be forwarded to you.

Can I add multiple businesses / companies / directors or individuals to my mailbox? Multiple businesses / companies / directors or individuals may all use the same mailbox. Please note that this practice does not necessarily give rise to economies of scale and we reserve the right to apply our standard rates. Please email virtualservices@theworkstation.co.uk for an up to date price list.  

What happens if my mail is addressed to a derivative of the account holders name? We apply a common sense approach to derivatives of name.

Can I add additional trading names or individual / director names to my mailbox account? Yes. Please email virtualservices@theworkstation.co.uk for an up to date price list.  If the additional names are individuals and UK citizens that’s all the information we’ll need, however for all non UK citizens, and in some cases UK citizens, you’ll also be required to supply proof of your ID (passport, driving license photocard, government issued ID card, HM Forces ID card, valid Student card, employment ID card, disabled driver blue badge) and proof of address (Utility bill, bank statement, mortgage statement, HMRC Notice of Coding). If requested, this information is required within 7 days. Rest assured we apply a common sense approach to derivatives of the package name. Please email virtualservices@theworkstation.co.uk for an up to date price list.