PHYSICAL 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 put into your own private mailbox for you to collect.

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

£285 + VAT

By opting for an annual package you've saved £51.00

£28 + VAT

Save 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. 

Can I have parcels delivered? Yes, as long as they don’t need to be signed for. Parcels that are the same size or smaller than your mailbox will be safely secured within your mailbox for you or a designated person to collect at your convenience. Parcels that are larger than your mailbox will not be secured within your mailbox, and left on top of your mailbox for you or a designated person to collect. Rest assured we will alert you to any oversized parcels promptly. Any parcels received must be collected within seven days. 

Can I have my mail forwarded from the Virtual Office Address? PHYSICAL Mailbox is specifically for those clients that want to collect their mail themselves. If you would like your mail forwarded to you, please select our VIRTUAL Mailbox package.

Can I have ‘signed for’ items sent to the building?  We cannot guarantee that someone will be available to sign for mail / parcels. Therefore, we recommend that alternative arrangements are made to receive “signed for” mail / parcels.

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 any additional directors that you have added to your package. In most cases that’s all the information we’ll need, however you may 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) 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. Rest assured we apply a “common sense” approach to derivatives of the package name.  If you require mail to be received under multiple names you may add additional / different names at the rate of £30+VAT per year per name, or £3+VAT per month per name. If the additional names are individuals, we will require their full name, date of birth and residential address in order to comply with AML Regulations. 

 Can I change my company name? If you want to change the name on your package, please email info@theworkstation.co.uk with your name change request.  We apply a £20 administrative charge to effect a name change.  

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

Do I get a refund?  There is no refund for early cancellation of your contract.

Who changes the address at Companies House /HMRC? You, or your agent/accountant, must change your address at Companies House. 

When should I change my address? Once you have set up your service with us we will send you a Welcome Email with your address to enable you to update Companies House.  We don’t recommend giving our address until your service is activated.

Is there a reception?  All of our centres have a Virtual receptionist.

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.

Where can I use the address?  You can use the address on your business stationery and marketing material, for business banking and on your website.  Please note that if you wish to use the address as your Registered Office and/or Service Address you must add these items to your basket.  If you wish to upgrade your package with these services post-activation please email us at virtualservices@theworkstation.co.uk  

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

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

Is there a meeting room?  We have meeting rooms at some of our business centres, please click here to see what is available – all our meeting rooms can be booked online.

Can I access my mailbox out of normal working hours?  Yes. You’ll need to upgrade your package to include Extended Hours. Please email us at virtualservices@theworkstation.co.uk  for up to date price list

Can other people collect mail on my behalf?  If you give your access codes to someone else this is at your own risk; anyone using your access information to collect mail from your mailbox is deemed to be doing so on your behalf.

Where is my mailbox located?  Your mailbox is located on the ground floor of the designated business centre with the exception of King’s Head House in Beaconsfield.  You can see the locations of the mailboxes by clicking the walk through 3d tour on our website.

What are the dimensions of the mailbox?  26cm wide x 36cm deep x 11cm high

How do I access my mailbox?  When we receive your Direct Debit Mandate, we send you a Welcome Email; this will include your front door entry code to enter the building, and access details (code or key) for your mailbox.

How do I open the mailbox? Type in your 4 digit unique code. Wait for the indicator light to turn green. Turn the lever one quarter turn clockwise. Repeat the process if you are timed out.

What shall I do if I can’t open my mailbox? Immediately contact us and one of our maintenance team will attend at the earliest opportunity.

When will I receive my Mailbox allocation? Very soon after checking out, you’ll receive a Welcome Email from your account manager, who among other things will inform you of your mailbox number.

How do I access the business centre hosting my mailbox service?  Very soon after checking out, you’ll receive a Welcome Email from your account manager, who among other things will inform you of your access codes.

Do I need to disclose my mailbox number to clients? As long as you mail is preceded by your business / company / trading name / personal name or designated directors name there is no need to disclose the mailbox number to clients. Rest assured that your mail will be accurately allocated to your mailbox for you to collect at a convenient time.

How does my address appear? Your virtual office address will be your account name plus the business centre address e.g. ABC Ltd or John Smith, Kings Head House, London End, Beaconsfield, Bucks, HP9 2HN

Do I have a mailbox number? Your mailbox number will be allocated in sequence. Subject to availability you may request a particular number.

Will you notify me of when I receive mail? We are very happy to alert you by text message when you have received mail into your mailbox, please slide the indicator located on the top right hand side of your mailbox to ‘green’ and we’ll do the rest. To subscribe to Mail Alerts just top up your account with £10 credit. Each text message costs £1, so £10 of credit will cover you for 10 Mail Alerts.  To subscribe please email virtualservices@theworkstation.co.uk

When can I collect my mail? As standard, you or a designated person can collect your mail between 09:00-18:00 Mon-Friday. Extended hours inc. weekend access can be purchased please email virtualservices@theworkstation.co.uk for up to date price list.

Are you open on weekends and Bank Holidays?  Our business centres are accessible 365 days per year, depending on the package that you have selected.