Why you should get a virtual office & how to choose one
Picture this: You’re running your business from home or your favourite café. But when a client asks for your office address, what do you give them? Your home address? A P.O. box?
This is where a virtual office can make all the difference—giving you a professional business presence without the cost of renting office space.
What is a virtual office?
It’s a real, physical address you can use instead of your home one — perfect for your website, business cards, or Companies House registration.
Your clients and authorities can send your mail there and usually it comes with other great benefits for your business.
Who should get a virtual business?
Any business owner who is using their home address right now should seriously consider a virtual office. And it’s not just about prestige — although having a swanky city-centre postcode definitely doesn’t hurt 😉
It’s also about safety. Your home address on Companies House is public. Anyone can look it up — yes, anyone!
A virtual office protects your privacy and gives your business a more professional edge.
What benefits come with a virtual office?
Virtual address providers offer at least some of the following:
- Business and/or Registered address
- Mail handling
- Mail scanning and forwarding
- Call answering
- Local phone number
- Printing services
- Workspace or meeting space access
But keep an eye out for potential charges for the add-ons.
What to watch out for when choosing your virtual office address?
First of all, what are the most important features for you – exclusivity, low price, additional services, flexibility…
Individual services x All-inclusive models
Some of the companies offer very good prices, which are almost too good to believe. Well, they shouldn’t be believed without checking! Some providers advertise a low monthly rate but charge for everything else.
Some providers offer all-inclusive models when you sign up, and everything is part of one price. You don’t have to worry about any extras – one deal covers it all. These models might be a bit pricier but usually come with a prominent address.
Purpose of the address
Did you know that there is a difference between a business and a registered address?
A business address is the one you are using on your website and social media, registered is the one you use to register your business with Companies House.
Decide whether you need just one or both, and make sure to check what each provider includes — some charge extra for a registered address.
Also, be careful about using the address on Google My Business, as not all places allow it. And it is for a good reason – if Google sees a place with too many businesses based at one address, it might find it suspicious and rank it lower, which is not good for you or the provider.
If you would like to get your address on Google, it needs to be a verified workspace where you can actually meet clients. A coworking space membership usually unlocks this.
What impression do you want to leave?
If a potential client searches for you online, you don’t want to appear in a warehouse area or in a half-broken building.
Before signing up, Google the address as if you were the client yourself. Is this the kind of place you’d be proud to associate with your brand?
Is there a chance a potential client could stop by? If so, it is better to choose a place with manned reception where they will be directed to get in touch with you. It creates a much better picture of you and your business and builds credibility.
Sign-up fees and cancellations
Some places charge a set-up fee for the administration connected with all the necessary checks, more about them shortly. So definitely check if it is the case, it might increase the price significantly.
When you are signing up, think about the back door – how would it work if you decide to cancel? Will you pay a monthly membership that you can stop easily or will you choose a yearly fee that is cheaper but harder to get out of?
What is the process of getting the virtual address?
It should be a fairly quick process, but there are a couple of things you need to provide.
Have your proof of ID and proof of address ready – it is a compulsory check required by HMRC. If you’re not asked for them, something is not right!
You might also be required to go through a similar check as if you were opening an online bank account – Identity Verification and Anti-Money Laundering (AML) checks.
Sounds like a bit of overkill? It is not. There are severe punishments for the providers if they fail this due diligence, including the possibility of prison!
Questions?
Do you have some questions that haven’t been answered? Check the Virtual office FAQs here. Or get in touch with us and we will guide you through the process of finding a home for your business.
Whether you’re just starting out or growing your business, a virtual office gives you the polish, privacy, and professional presence you need — without the overhead. At Collabor8te, we offer a virtual office service that’s simple, all-inclusive, and backed by a friendly team who know your name.
Curious? Pop in for a tour, or check out our virtual office. Let’s get your business looking as sharp as it deserves to.