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With the digital and AI economy taking hold, more people are jumping into the online business world thanks to the perks it offers: flexibility, a global audience, and location-independence.
But if you’re spending weeks at a time traveling or living the digital nomad life (there are now 35 million digital nomads worldwide!), how do you access your physical mail?
Finally, a new mail solution has arrived: find yourself the best virtual mailbox service and access your mail anytime, anywhere.
Picture your mail going to a secure location where an employee takes a picture of the mail. You can ask them to scan it, forward it, trash it, or even deposit checks that come in. And do this all with a few clicks from an app on your phone or logging in from your computer.
That’s what a virtual mailbox is all about.
You may be thinking, okay. This sounds great and exactly what I need. Now who’s the best company for the job? In this roundup, I’ve got you a head-to-head comparison of the most popular options.
Let’s get into them.
What Is The Best Virtual Mailbox?
Here’s a quick breakdown of the options with virtual mailboxes.
You’ll also notice that each company has very different pricing options. They all have a monthly fee to receive your mail, with limits on how much you can receive per month (more will be charged additionally).
However, to open and scan your mail can be an additional cost that really adds up. To help you choose, here’s some head-to-head price comparisons.
| Virtual Address | Monthly Fee | Number of Receiving Mail | Number of Scans Included | Addl. Cost Per Scan | |
|---|---|---|---|---|---|
| IPostal1 | Decentralized | $40 | 30 mail items | None included in plan | $30 for 20 scans |
| PostScan Mail | Decentralized & Centralized | $20 | 60 mail items | 10 mail items | $2 per envelope |
| Anytime Mailbox | Decentralized | Location Specific ($20) | 30 mail items | 5 mail items | $0.50 per page |
| Earth Class Mail | Centralized | $40 | 25 mail items | 25 mail items | included up to 20 pages |
| Traveling Mailbox | Centralized | $25 | 100 mail items | 80 mail items | $0.25 per envelope |
| US Global Mail | Decentralized & Centralized | $15 | Unlimited | None | $3 |
| Business Anywhere | Unclear, likely Centralized | $15 | Unlimited | Unlimited | N/A |
| Physical Address | Centralized | $17 | Unlimted? | 100 mail items | $0.20 each |
1. IPostal1
Most Locations
IPostal1 is by far the most popular virtual mailbox provider in the market. They were founded back in 2015 and have created one of the largest networks that recently hit the milestone of renting over 1 million mailboxes.
How it works is that you will pick a real, physical address. Usually, this is some type of physical business they have partnered with, such as a coworking space or independent mailbox stores.
This is where your mail will be received, stored, and scanned. No worries, the location they send your mail to has to be certified as a Commercial Mail Receiving Agency (CMRA) by the United States Postal Service (USPS).
They will take a picture of your mail or package, and you decide what happens from there. Either ask them to open and take pictures/scan. They can shred, forward, or deposit checks as well. Some other features include:
Comparing IPostal1 Vs. The Competition
After doing a super deep dive into their product for hours, these are the best benefits and hangups I found when exploring their options.
IPostal1 Pros
Ipostal1 Cons
IPostal1 Pricing
You’ll pay a monthly fee for a virtual mailbox address starting at $9.99/month for personal use, $14.99 per month for business. Think of this as a “sorting” fee for accessing what mail you have received. See individual and business pricing below.
However, after that, you have to pay for the action you request, whether to store, shred, or scan the mail.
Ipostal1 Take Home
Overall, IPostal offers everything you could need when it comes to virtual mailbox services. They are the largest company with the most locations. Just keep in mind that your monthly payment will be higher than expected when it comes to taking action for your mail.
2. PostScan Mail
PostScan Mail makes the popular list of virtual mailboxes thanks to their option of choosing a primary hub.
Similar to iPostal1, you will select a location and mailbox number that will give you a unique physical address. They will then receive your mail, take a picture of the outside, and send a push notification or use their mobile app to see what mail you’ve received. You tell them what to do with it including:
The difference is that you can choose a third-party location (which inherently has less security), or you can choose a primary hub that is owned and staffed by PostScan Mail for increased, controlled security.
Comparing PostScan Mail Vs. The Competition
Here’s some of the key differences PostScan offers.
PostScan Mail Pros
PostScan Mail Cons
PostScan Mail Pricing
Falling in line with iPostal1, you’ll see their monthly subscription fee is the same.
PostScanTake Home
PostScan Mail is another great virtual mailbox service that will help you sort through your mail. With smaller fees, they seem more affordable and may offer better locations near you. You also have the option of utilizing a primary hub. However, they don’t offer features like check deposits.
2. Anytime MailBox
While they may not have the most locations, they still have an impressive >2100 locations to choose from, which hits most major markets.
How they differ is that the plan they offer is very specific to the location they’re contracted out with. It’s not a one-plan-fits-all blanket like iPostal1.
Essentially, what you do is look up the location and virtual mailing address that is best for you.
Here’s an example of the locations offered in Phoenix.
Once you’ve found a location near you, you can click on the location to see what options are available.
Comparing Anytime Mailbox Vs. The Competition
So, how does Anytime Compare to iPostal1 or PostScan?
Anytime Mailbox Pros
Anytime Mailbox Cons
Anytime Mailbox Pricing
Anytime Mailbox pricing is different than their competitors, in that it really depends on the address that you choose. They can start at $5.99 per month, but then move up to $20 a month.
As you can see, the costs are highly location-depending.
Anytime Mailbox Take Home
If you’re looking to go between Anytime Mailbox, IPostal, and Post Scan which offer much of the same services, you’re probably going to need to compare the location you’re at. Check and see which address is closest to your home and choose the pricing that’s best for the actual services you are going to use.
4. Earth Class Mail
Earth Class Mail takes on a completely different approach than the first three that we’ve discussed. Instead of contracting out with shipping stores and other third-party businesses, they have a centralized location that does all of the sorting.
Recently acquired by LegalZoom, there are pros and cons to this approach. The biggest benefit is a very high level of security. Their virtual mailbox service is going to a facility with trained employees and centralized operations to handle all incoming mail.
Where I see this being the most used is with large businesses or even enterprises that want a digital mailbox being sent to one business address and being managed remotely. They showcase big names utilizing their virtual mailbox services, including Shopify, Lyft, and Zapier.
However, you’ll find for the solopreneur; it will take a lot more time for your mail to get to that location. There are also no pickup options.
Comparing Earth Class Mail Vs. The Competition
Here are some of the benefits and drawbacks of the new way to send your virtual mail.
Earth Class Mail Pros
Earth Class Mail Cons
Earth Class Mail Pricing
Their pricing is more geared towards businesses, so for the individual user, I think there are more affordable options out there.
Earth Class Mail Take Home
This mail service is not likely going to be for the single-user or those looking for in-person pickup near them. I think it’s best for individuals or businesses that need a super high level of security and larger enterprise companies looking to automate their postal mail.
5. Traveling Mailbox
Traveling Mailbox was created with travelers in mind. Whether you’re retired or trading in your house for a life on the road, so many more people today don’t have physical addresses thanks to the digital economy and the options of generating a full income online.
Like many of their competitors, they offer the features you would expect:
However, their platform is much more like Earth Class Mail, where all of the mail is processed at strategic locations around the United States vs. third-party places. Here’s an example of the addresses you would receive in the Southwest:
Comparing Traveling Mailbox Vs. The Competition
When looking at the different virtual mailboxes, I would relate Traveling Mailbox to Earth Class Mail. They both utilize central processing mail centers, which helps them have complete control and security over your mail and sensitive documents. However, they’re more geared towards the individual traveler.
Traveling Mailbox Pros
Traveling Mailbox Cons
Traveling Mailbox Pricing
By centralizing their locations, they have very generous plans that offer more scanning within your monthly plan.
Traveling Mailbox Take Home
If you’re someone who doesn’t need local pickup because you’re always traveling, then Traveling Mailbox was designed just for you. They have great security features while also allowing some of the highest page scans/month, which will help cut down on all the fees.
6. US Global Mail
Free Check Deposits
US Global Mail has a similar setup to PostScan mail. You can either choose from two main centralized hubs, or there are a few locations like shipping stores you can select to be near you.
They also offer everything you need, from check deposits to free shredding and junk mail removal. This makes it one of the most budget-friendly services available.
Comparing US Global Mail Vs. The Competition
US Global Mail Pros
US Global Mail Cons
US Global Mail Pricing
Overall, I think they have some nice features, like not charging for check deposits or shredding. However, they’re not very transparent about how many scans are included and the pricing of each scan.
US Global Mail Take Home
I’m interested to know how much it actually costs to scan your mail in, which I know can add up. However, if you do a lot of check deposits and shredding, this is a great service to choose.
7. Business Anywhere
Unlimited Receiving & Scanning
Business Anywhere is much more than a virtual mailbox service- their goal is to service your online business from beginning to operation. They will help you with the formation of your LLC, establish a registered agent service, and then finally equip you with virtual mail options.
Comparing Business Anywhere Vs. The Competition
What sets them apart from the rest is that they offer unlimited receiving and scanning. This is a HUGE bargain compared to their competitors.
Business Anywhere Pros
Business Anywhere Cons
Business Anywhere Pricing
They are truly the most unlimited regarding receiving and scanning mail.
Business Anywhere Take Home
There are not as many features as some other competitors, but they offer a very clear receiving and scanning platform. If you’re just looking to receive and scan your mail in a dashboard, they’re going to be the best price.
8. Physical Address
Professional Address Appearance
Rounding up this list is Physical Address, which also acts as a centralized mailbox service to receive your mail. No third-party platforms here.
Something to consider when you’re choosing a virtual mailbox for your business is the professionalism of the address. Physical Address gives you an address with a suite number, no crazy addresses here.
Comparing Physical Address Vs. The Competition
They offer a nice address for your business, along with some good pricing.
Physical Address Pros
Physical Address Cons
Physical Address Pricing
They don’t share how much mail receiving is included in the plan, so I’m guessing it’s unlimited?
Physical Address Take Home
Physical Address offers the basics with a nice physical address (hence their name). It doesn’t offer all the bells and whistles of its competitors.
What You Should Take Into Consideration When Choosing A Virtual Mailbox Service
If you’re looking for the best virtual mailbox to meet your needs, then there’s going to be several factors that will go into making your decision. If I was choosing a new company to go with right now, here are the factors or questions that I would ask myself when selecting a virtual mailbox provider.
1. Is My Virtual Mailbox Account for Personal Or Business Use?
Each company will treat individual and business use differently, so it’s important to recognize the different things you may be looking for.
Those looking for a personal account may be doing so because they travel often, are digital nomads, or even RVers on the road. Some things they may care more about include:
Small business owners may have other important factors to consider, such as:
Not all virtual mailbox companies are created equal when it comes to business options.
2. What Features Do I Need When Selecting Between Virtual Mailbox Providers?
Next, you need to ask yourself what features you absolutely need. Here are the top features that most service providers offer:
3. What Are the Individual Fees For the Features That I Would Need?
I falsely assumed that the monthly fee included receiving and scanning all mail into a portal, but that’s not the case.
Pictures will be taken of the outside of your mail and/or packages. You must then pay for them either scan, shred, or any other feature you want done. While the package you choose will include a starting amount, these fees can add up quickly.
So guesstimate how much mail you receive and compare individual fees between companies of the features you will likely use.
4. What Mail Carriers Does The Virtual Mailbox Accept?
I’m not sure in what case you could ever choose a virtual mailbox solution that doesn’t accept any major carrier. I never know who is sending me what mail and what carrier they use.
So just be sure they accept FedEx, USPS, USP, and DHL.
5. Do I Need A Location Near Me?
If someone is working 100% remotely and traveling around often, they may not care what their virtual address is. However, some people spend half the year home, and half the year abroad and may love the option of their mail being close to home.
Check if there is an option for in-person pickup, and if there is a fee for that.
6. What Level of Security Am I Looking For?
This is an important feature, as many virtual mailboxes are contracted out with third-party services. There may not be cameras, the employees may not be properly trained to handle sensitive documents, and a lot is left up to chance.
You need to decide for yourself how secure you need both your physical mail to be, as well as how secure you need your online portal to be.
7. How Time-Sensitive Are My Documents?
Lastly, some documents are much more time-sensitive than others.
Some locations are “primary hubs” and can receive and process mail very quickly. Others can be sent to the “virtual address,” which are then forwarded to a nearby processing center. You can imagine, this will take a lot longer for you to receive your mail, which may be a problem.
Frequently Asked Questions
What’s the difference between a virtual mailbox and a PO Box?
A PO box is simply a box at a local mail company where you can receive your mail. There are no options for getting them opened, scanned, and are very limited in size. Someone needs to go in person to collect your mail.
A virtual mailbox offers many more options including providing a virtual address, mail and package forwarding, shredding, and scanning of documents. You can essentially remotely manage your mail without inconveniencing anyone.
Do banks accept virtual mailboxes?
Virtual mailboxes are registered as CRMAs. Unfortunately, many banks and credit card companies are not allowing this to be used as a primary address. There are sometimes exceptions, but you’ll need to discuss this with the banking system.
