A professional business address is crucial for creating credibility and trust with customers. However, leasing traditional office space can be expensive, especially when starting. That’s where virtual offices come in.
A virtual office provides a real street address and suite number that you can use for your business mail and communications. It offers the appearance of a physical office without the overhead costs.
Choosing the right virtual office address can impact how potential clients and partners perceive your business.
Follow these six tips to help secure the ideal virtual office address and set your company up for success.
1. Opt For A Recognizable Location
One key factor in choosing a virtual address is location. Your business address should be in a recognizable area and street that conveys prestige. For instance, choosing a location like London sounds highly respectable to UK and overseas clients.
When establishing a business presence in London, choosing the right office address is one of the most important decisions. Having a recognizable London office address lends credibility and prestige to any company.
Do remember that your virtual address should be such that it reflects the location where the target customers of your business will expect your business to operate. Selecting an address located in a city unrelated to your business industry will confuse customers and damage your brand credibility. Look for addresses on high rises, major corporate headquarters, and offices built in the streets.
Also, features such as high foot traffic proximity to commerce hubs lend legitimacy. Side streets or dead ends not seen on the map and are hard to find can look strange for a business address. Therefore, go for those of world fame, which clients worldwide can easily find. Ensure strong access to transportation is evident at the address chosen.
The right location signals you know the landscape and has positioned yourself strategically within the industry.
2. Choose a Reputable Provider
Don’t just go for the cheapest option. Ensure your virtual office provider has a solid reputation built on trust and transparency. Look for established companies that have been around for years and have many positive customer reviews.
Furthermore, check that they are fully licensed and compliant with regulations. This ensures they operate to high standards when handling your mail, calls, and sensitive business information. Reputable providers proudly display their credentials.
Working with a trusted, professional provider lets you know your business address is safe. Therefore, when researching providers, look for testimonials and reviews on their websites and independent review sites.
In the end, your gut instinct matters when choosing a service partner. Opt for the provider you trust to represent your business professionally. Don’t ignore red flags to save a little money.
3. Prioritize Mail Scanning and Digital Forwarding Services
For maximum productivity and convenience, look for a virtual office provider that offers robust mail scanning and digital forwarding services. This functionality should be a top priority in your decision process.
With scanning and digital mail forwarding, your provider will open and digitize all postal mail and packages received at your London address. This includes letters, larger envelopes, and even small packages.
They scan every page, including the outer envelopes and packaging, to capture sender addresses and postal marks. The full contents are converted to searchable PDF files. These PDFs are emailed to you the same day the items are received. So, you get real-time digital access to your physical business mail from anywhere.
Digital mail forwarding eliminates the hassle of visiting your London address to collect mail periodically. Instead, all your postal documents arrive in your email inbox automatically. You gain the convenience of remote 24/7 access on your devices.
In addition to convenience, digitizing inbound mail also provides backup records. Having scanned copies helps ensure business documents are not lost.
4. Check Call Handling Options
In addition to mail-handling capabilities, it’s important to understand the call-handling options available with your virtual office address. The ability to professionally handle calls conveys legitimacy and helps build trust with prospective customers.
When researching providers, inquire about key call capabilities that can optimize customer service.
For instance, Custom Voicemail Greetings are vital for presenting a professional image. Ensure you can record customized voicemail messages incorporating your business name and brand messaging. Greetings should reflect your identity while sounding crisp and polished.
For real-time call support, many virtual office providers have live receptionists who can answer calls in your company’s name. Ask if they use trained personnel to field calls and take down detailed messages when you’re unavailable. Experienced call handlers portray a credible establishment.
5. Look For Meeting Room Access
Some virtual office providers offer access to professional meeting rooms or spaces for hire. This is useful when you need to meet clients face-to-face near your virtual business address.
Meeting rooms give you a physical space to host clients when required. Look for modern spaces with amenities like Wi-Fi, refreshments, AV equipment, etc.
Many providers offer the first few hours of meeting room access free or discounted for their virtual office clients.
6. Look for Business Banking Assistance
See if your potential virtual office provider can help with key business services like opening a business banking account.
Some providers offer connections with banks to assist with starting a business account. They may even have fast-track approval relationships in place.
A business bank account keeps company finances organized and separate. Therefore, partnering with a virtual office company facilitates banking and streamlines administrative tasks for launching your business.
Opening a business account alone can be time-consuming, requiring piles of paperwork and proofs. However, established providers can expedite the process through their banking partners.
Final Thoughts
Finding the right virtual office is crucial for projecting a credible brand image. An ideal business address combines prestige, professionalism, and strong provider support.
Do your research to find a partner you trust. The perfect virtual office can elevate your company, and support continued success.
