Why a Virtual Mailbox is a Must-Have for Digital Nomads

Leily Zhu
VPM Staff
Last Updated
February 20, 2021

As a digital nomad, you’re no stranger to traveling, but you have a problem. You don’t really have a home base (the world is your home). You’ve perfected being a digital nomad, running your online business - we’ll refer to you as the digital nomad entrepreneur - but your business will still need a home base to present to customers. How crazy would it be if your customers saw your business changing locations every time you moved around? One day, it’s in California, and the next thing they know, it’s in Taiwan. As a chronic traveler, you are free to travel anywhere you like, but your online business should remain present in one set location.

If you’re a digital nomad entrepreneur and want to convey a sense of professionalism, then you’ll want the appearance of having a physical office (perhaps even one with a prestigious address) and a permanent address for your business. How can you do this? You can use a virtual mailbox.

What is a Virtual Mailbox?

First, a virtual mailbox is a service that allows you to access and read your mail online from anywhere in the world as long as you have an internet connection and device. Think of it similar to email. Sounds perfect for a digital nomad like yourself, right?

At your discretion, our virtual mailbox service will scan and digitally send your mail to you, so you are always up to date with important correspondence that is sent to you (bills, invoices, taxes that stuff). Some of the key features a virtual mailbox provides are shredding, recycling, and disposal. The same goes for your packages.

And get this - VirtualPostMail (VPM) registered agent services are available at all of our locations for FREE (more on this below)!

How Does a Virtual Mailbox Work?

It’s easy to begin getting your mail in your virtual mailbox. You can follow these general steps to get a virtual mailbox:

  1. Pick your VPM virtual mailbox plan.
  2. Complete the USPS 1583 form - you can find detailed instructions and resources to complete this form here (for VPM account holders only).
  3. Request a Change of Address with USPS - this will let USPS know to forward your mail to a new address. The address you enter can be updated whenever necessary. You have the ability to make this change either online or in person. Learn how to file a change of address with USPS here.
  4. Once your request for a change of address has been processed, you can have your mail and packages sent to the new virtual mailbox address as soon as the mail arrives. It will then be scanned and uploaded to your virtual mailbox account.
  5. Log in to your new virtual mailbox account and decide on what you want to do with your mail. Choose from these options: mail scanning, mail forwarding, deleting, shredding, or storing.

Why You Need a Virtual Mailbox as a Digital Nomad

There are many reasons why you would benefit from using a virtual mailbox. Below are just a few of the most beneficial ones.

Maintain a permanent address no matter how much you move. With a virtual mailbox, you can have a truly permanent address. VirtualPostMail (VPM) addresses are owned by us, so that means your location doesn’t move, even if you do. No matter where you are or how often your address changes, you’ll never have to update your address again!

Get paid faster by your customers. You can use your virtual mailbox to receive payments from clients, and immediately let us deposit your checks for you. This way, you’ll never have to worry about going to the bank every time you receive a check, especially when you’re busy traveling.

Instantly act on important business decisions and communications. Let your virtual mailbox notify you about your personal and business bills in real-time, so you never miss a payment, invoice, or taxes! Similarly, your virtual mailbox will automatically save you time by digitizing your mail. All you have to do is decide what to do with it such as archive, keep, or trash. It makes record keeping a breeze!

Get important mail items in your hands with mail forwarding. Get what you want and need (like that credit card). When you’re in a new country, you’ll never have to worry about waiting on any government and financial documents.

Get all your legal documents quickly so you can stay compliant. You will need a permanent address for your business to stay compliant and legally registered, to file taxes, licenses, bank loans, credit cards, and other government-related documents. As a digital nomad, almost everything needs an address and that can be difficult for you. But, don’t fret. A virtual mailbox has you covered! A virtual mailbox will provide you with an address, so you can use that to take care of business without complications. It’s your physical address attached to a commercial office building, meaning it’ll never move. You don’t ever have to worry about updating or changing your address ever again!

Get the brands you need to run your business anywhere. Just because you are constantly traveling does not mean you will never order things online or have packages sent to you. Virtual mailboxes will take care of your packages for you, forwarding them to wherever your current location is. Use package forwarding similar to your mail!

How is a Virtual Mailbox Better Than Using Your Friends or Family?

Your friends and family members are great resources and helpful for many things. But, mail might not be one of them. Even if they agree to help you with your mailing and package needs, here’s why a virtual mailbox service is better suited for your digital nomad lifestyle.

  • You won't miss important mail or documents - No matter how responsible your friends or family members are, people get busy. When they get busy, they might let responsibilities of lesser priority slip through. It’s only natural. Don’t risk missing important mail or documents. Instead, use a virtual mailbox service, where your mail is the top priority.
  • You'll get immediate access to your mail - Again, people are busy. Your friends and family might not be able to immediately send your mail updates as soon as they are delivered. With a virtual mailbox, you’ll never have to worry about delayed notifications or access to your mail.
  • You can decide what to do with mail and packages - If you want your mail and packages forwarded, shredded, recycled, or disposed of, it can become quite complicated for your friends/family to keep up with your requests. Virtual mailboxes are securely designed to handle those responsibilities on your behalf!
  • You don't have to risk your privacy - We’re not saying that you can’t trust your friends or family, but do you really want them to see your bank account statement and all your banking information? Your mail is a matter of serious privacy, and virtual mailboxes have strict procedures that must be followed to ensure that your private information stays secured and protected.
  • You don't have to burden them - Let’s face it. It’s a big favor to ask your friends and family to take care of your mail. With a virtual mailbox, you won’t have to worry about bogging them down with extra tasks to manage and handle your mail and packages.

VPM for Digital Nomads

VirtualPostMail (VPM) was created for digital nomads who are unable to access their mail physically but still need to access and read their mail. We were thinking of you, digital nomads! VPM provides you with a physical street address that can be used to receive mail and packages. This address can serve as a physical street address that you can use for registering your online business, taxes, credit cards, and other government-related documents that require a permanent address. Best of all, this address will never change no matter how much you move.

With this business address, you can convey the appearance of having a physical office and maintain a professional business image, all while ensuring your privacy and security. Changing your personal address, as you may often do, will not have an effect on the address and services provided by VPM.

VPM accepts all couriers, including FedEx, UPS, and USPS. As the only virtual mailbox service to own all of their addresses, we reduce the risk of lost mail and delays. You can expect your mail to be processed much faster because everything comes to one of our owned locations rather than through a third-party, which increases mail loss and longer delivery delays.

Pros of VirtualPostMail

  • Free mail and package storage for 60 days
  • Unlimited cloud storage
  • Top tier customer service support
  • No cancellation fee
  • Check depositing service
  • No setup fee
  • Package forwarding
  • Mail forwarding

Cons of VirtualPostMail

  • VPM does not have a mobile app that allows you to manage your mail on your Android or iOS device
  • A limited selection of locations to choose from (3 locations)

What Do You Need to Pick a Virtual Mailbox?

As a rule of thumb here are some questions to ask yourself and identify your virtual mailbox needs.

  • How much mail do I receive on average monthly? (This will determine the package you choose; the less mail you get, the cheaper it is).
  • How often do I need my mail forwarded?
  • Do I get checks that need depositing?
  • What are the locations I need to ship to?

Ready for a Virtual Mailbox?

A virtual mailbox can help make your life as a digital nomad much easier by providing a permanent address, allowing you to get paid faster with check depositing, immediately notifying you of new documents, bills, etc., forwarding mail and packages, and managing your legal documents. Consider your needs, and see which virtual mailbox option and locations work best for you.

So, there you have it! As a digital nomad entrepreneur, you live an exciting and extremely mobile life. However, you still need to take care of business and stay up-to-date with important notices and correspondence. Why not relieve some of that responsibility and stress with a virtual mailbox service? Let the virtual mailbox take care of the boring details, so you can fully focus on your work and exciting travels. Think you’re ready for that? Check out VirtualPostMail here.
Leily is a corporate journalist at VPM with expertise in the topics of remote work, small businesses, and startups. Her writing style is in the art of conversational marketing with a journalistic approach. She has experience from writing for her university newspaper and freelancing writing.