Dream of living and working from anywhere? But hate the idea of missing mail?
Remote work revolution changed the game. Millions of people run businesses and careers from beach cafes and mountain cabins.
But there’s a problem…
Snail mail just doesn’t fit a location-independent lifestyle.
Tax documents can’t chase you around the world. Same with client contracts and bank statements.
Luckily there’s a simple technology solution that makes it all possible.
In this article:
- Technology Fueling Remote Work Growth
- How Virtual Mailboxes Solve One Major Problem With Remote Work
- Features You Should Know
- Why The Tech Is Booming
Technology Fueling Remote Work Growth
First things first. Remote work is not going away.
The Bureau of Labor Statistics reported that over 35.5 million Americans worked remotely during Q1 of 2024. That’s an increase of 5.1 million people from the year prior.
Four tech tools have made remote work more than just a possibility. They’re the reason why so many people can do it:
- Video conferencing software for meetings
- Cloud storage services for document access
- Project management platforms for collaboration
- Virtual mailbox services for snail mail
Video calls, cloud drives, and project managers get all the glory. But that last item on the list? It might just be the most important.
A virtual mailbox service gives remote workers a physical street address that they can use to receive mail. When documents and packages arrive, the service scans and uploads digital copies for you to access online. If you want to learn how virtual mail works and how it can help with your location-independent lifestyle, read on.
How Virtual Mailboxes Solve One Major Problem With Remote Work
You can’t up and move every few weeks with a traditional mailing address.
Sure, you could always have family or friends forward your mail to your current location. But that creates a lot of logistical problems.
Incoming letters pile up on doorsteps. Packages get lost. You have to remember who to update with your new address every time you move.
But virtual mailbox technology solves every single one of these issues.
When your mail arrives at your virtual address, the service scans the exterior of the envelope and sends you a photo. You’ll see the preview show up on your phone or computer within minutes. From there you make the decisions. Open & scan it? Forward it on to a physical address? Have it shredded?
You’re always in control, no matter if you’re based in Tokyo or Toronto for that particular month.
What Features Should You Look For?
Keep in mind that some virtual mailbox companies are more sophisticated than others. The basic offering is simply a place to hold your mail until you instruct otherwise.
But the best services take your mail management one step further by offering a full digital workflow. Here’s what to look for.
Street Address. Believe it or not, this is important. Many organizations don’t accept PO Box addresses. Banks, government institutions, and even some online vendors require physical street addresses. A quality virtual mailbox provider will have those in all 50 states.
Scan Documents Upon Request. You should be able to open and scan any document that gets sent to your virtual address. If mail scanning isn’t an option, the whole point of virtual mail falls apart. Imagine having to fly back to your home state just to read your car insurance statement…
Accepting Packages. Remote workers need to shop online too! Virtual mailbox tech should allow you to accept packages from every major carrier. You’ll also want worldwide package forwarding.
Direct Check Deposit. Nothing screams virtual mailbox like receiving physical checks via snail mail. Some virtual mailbox services connect with your bank account for easy check depositing.
Mobile App. When choosing a virtual mailbox provider, look for a service that offers mobile app accessibility. Being able to manage your mail from your smartphone is key. You want to see instant notifications when mail arrives. And you want the mailbox options (open and scan, forward to address, shred) to be easily accessible from one tap.
Multiple User Access. The ability for multiple users to access your virtual mailbox is great for business owners. This allows you to grant access to employees, partners, or family members.
Why Remote Mail Tech Is Growing So Fast
Let’s look at the facts.
America now has over 17 million digital nomads roaming the country. That’s an increase of 131% since 2019 alone.
That’s a ton of location-independent professionals who need mail services.
Not only are digital nomads utilizing virtual mail services. So are:
- Remote employees who moved away during the pandemic
- Business owners working from home offices
- Frequent travelers spending time in multiple locations
- Retirees that spend winter months in the sun
- Military families stationed overseas
Recent industry research projects the virtual mailbox market to surpass $1.9 BILLION by 2025. With so many Americans becoming location-independent, that number will likely keep growing.
That’s pretty dang awesome if you ask me!
The Hidden Benefits Of Virtual Mailboxes Nobody Talks About
Virtual mailboxes do so much more than simply keep your mail organized.
They also provide hidden benefits that most people don’t think about. Benefits that give you an advantage over traditional physical addresses.
Privacy. Keep your home address off government records. This is great for small business owners, podcasters, or anyone who simply doesn’t want their location easily accessible online.
State Tax Benefits. Do a little research & you can strategically pick virtual addresses in states without income tax. If you’re smart about it, virtual mailboxes can save you money.
Look More Professional. Sure, a P.O. Box in Springfield, Illinois won’t ruin your brand. But a virtual business address in Chicago will open a lot more doors.
Help The Environment. Every package forwarded means less emissions from delivery trucks. And digital mail scanning reduces the amount of paper waste that’s heading to the landfill from junk mail.
Ready To Make The Switch To Virtual Mail?
Getting set up with a virtual mailbox service is easy.
Pick your provider: Choose a company that offers addresses in your city of choice. Major metropolitan areas like NYC, LA, and Miami are always good bets.
Fill out a USPS Form 1583: This form allows your virtual mailbox provider to legally receive mail on your behalf. Don’t worry, they’ll guide you through notarizing the document.
Update your address everywhere: banks, magazines, online shopping sites, etc.
Set up mail forwarding from your old address to catch anything that may have been sent there.
That’s literally it! Within a few days you’ll be coasting along in the magical world of virtual mail…
…but not before you learn more about which service is right for YOU.
Conclusion
The remote work revolution is powered by technology.
Video chat keeps us connected to our teams. Cloud storage keeps our documents accessible. Virtual mailbox technology keeps our snail mail from grounding us to one physical location.
Here’s the thing…
If you want a location independent career or business. You have to understand how this technology works.
You can’t just chuck your home address somewhere and hope mail magically makes it to your destination. Visa restrictions, unreliable mail forwarding services, lost packages; they’re all headaches you’ll avoid by using a virtual mailbox service.
Physical mail will always be a part of our lives. Until the USPS goes fully digital you can bet folks will need virtual mail services to bridge the gap.
If you’re serious about remote work. You should be too.