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Can’t deal with mail when working remotely from Bali anymore?
We’ve all thought it at some point…
Life as a Digital Nomad is perfect. You are chillin’ in a beach cafe in Thailand, working on your new app, hitting client deadlines, making bank.
Then reality sets in…
The Problem
You’re stressing out about missing important mail back at your home address. What if there’s an IRS document? A business contract? Important tax stuff?
You always have this nagging feeling in the back of your mind that something vital is sitting in your mailbox.
Virtual mailbox services have changed the game for digital nomads in many ways. With 18.1 million Americans now classifying themselves as digital nomads (yes, that’s up 147% since 2019), virtual mailbox providers have become a vital tool.
In This Guide, I Cover
- Why Digital Nomads Need Virtual Mailbox Services
- The True Cost Of Not Having A Virtual Mailbox
- How Virtual Mailboxes Work (Easy Peasy Lemon Squeezy)
- The Top Virtual Mailbox Providers
Why Digital Nomads Need Virtual Mailbox Services
Digital nomadism is no longer a phase or a fad.
The whole concept of digital nomadism has been built around escaping the 9 to 5 grind. Working remotely from a laptop while exploring the world.
The current postal system and traditional mail management weren’t built for people who move around frequently though. You need a modern solution that can handle your lifestyle.
A virtual mailbox service is a real street address where your mail will be delivered. Instead of you having to go there in person, you will have all of your mail scanned and uploaded to a digital dashboard where you can access it.
Get Access To Your Mail From Anywhere
This is the most important piece of the puzzle for the modern digital nomad.
The best part of virtual mailbox services is that you can access all of your mail from anywhere. Beach cafe in Bali? No problem. Co-working space in Prague? Easy as pie.
As long as you have internet access (good WiFi is actually hard to find for 52% of digital nomads), you will be able to access your mail.
Imagine getting the confirmation email from your travel insurance provider that you have health coverage for when you get that skydiving accident in New Zealand.
Nothing is left in a random mailbox in a random city anymore.
Gain Trust & Credibility
There is one little secret that veteran digital nomads have known for years.
Clients take you more seriously when you have a “real” business address in a business district. It’s true.
When you’re applying for visas, opening a business bank account, or signing legal contracts, a prestigious virtual mailbox address will always have more clout than a postcard from where you are “currently nomading” in Central America.
iPostal1’s virtual mailbox service even has virtual mailbox addresses located in major business districts so you look even more legit to clients and partners.
Save A Whole Lot Of Money
Research has found that digital nomads save an average of $5,000 per year by using virtual mailbox services instead of traditional postal solutions.
The True Cost Of Not Having A Virtual Mailbox
Let’s see if you can relate to this story…
You’re 3 months into an awesome leg in Vietnam, your business is booming, you’ve got a rhythm down and everything is going great. Then one day you get a frantic call from home.
The IRS sent a notice to your old address and it’s super urgent that you get it taken care of immediately.
Boom! Your perfect nomad life you’re living is instantly replaced with a never-ending nightmare of international phone calls, middle of the night anxiety, and 2 hour traffic jams on the 405.
Digital nomads without a virtual mailbox are constantly at risk of:
- Missing important deadlines because of lost documents
- Paying big fees because tax documents arrived after they were due
- Losing clients due to contract delays
- Draining their savings from last minute emergency flights home
A huge 74.5% of digital nomads took the plunge because they saw that lifestyle as an option once the pandemic hit. All of a sudden, the old postal systems could not keep up with the influx.
How Virtual Mailboxes Work (It’s Easy Peasy Lemon Squeezy)
Now for the good news…
Setting up and using a virtual mailbox is shockingly simple.
You Get A Real Street Address
When you sign up, you will be provided a real street address.
This is not a P.O. Box address, but a real actual street address that will look legit.
Your Mail Is Processed
All of your mail is collected and scanned by your provider on your behalf. They will then send you an alert to let you know that there’s new mail.
You Can Choose What To Do With It
You will have the power to choose what happens with your new mail.
- Scan It
- Forward It
- Shred It
- Store It
You can do it all from your online dashboard, as long as you can connect to WiFi.
You Can Access It All Online
Your virtual mailbox provider will have a digital dashboard for you to access your mail.
You can search for old mail and access your mailbox from anywhere.
They also typically have mobile apps so you can access your mailbox in line for a delayed flight in Bangkok.
The Top Virtual Mailbox Providers
Not all virtual mailbox services are created equal…
There are so many providers to choose from that it can sometimes feel daunting. Narrow your choices by focusing on these key factors.
Location Is More Important Than You Might Think
Choosing the best location can mean the difference between your mail being a help or a hindrance.
- Business Prestige — Addresses in big cities will give you more business prestige
- State Tax Breaks — Some states have more tax advantages than others
- Time Zone — Choose a time zone that’s best for your schedule
The Must-Have Features
You want a virtual mailbox provider that has the core features:
- Mail Scanning
- Package Handling
- International Forwarding
- Mobile App Access
Pricing
Price ranges vary from provider to provider. Most will offer quality service in the range of $10-50 per month for basic plans.
Don’t forget to factor in the additional costs per item for scanning and forwarding services.
Professional Setup
The most important setup piece to your virtual mailbox will be USPS Form 1583.
This is the form that authorizes your virtual mailbox to receive mail on your behalf. You can fill it out online.
Here’s what you need:
- Two forms of ID (one photo ID and one with your current address)
- Notarized signature on form 1583
- Proof of your current location
Most virtual mailbox providers also allow you to create automatic rulesets:
- Financial Documents → Scan and save digitally
- Government Mail → Scan and forward
- Packages → Forward automatically
- Marketing Mail → Shred automatically
Bringing It All Together
Virtual mailbox providers aren’t just a nice little perk anymore, they’re an infrastructure necessity for modern digital nomads.
We now know that 79% of digital nomads are reporting high job satisfaction and that number is growing every year.
Digital nomad life is a real viable way to work if you have the right systems and practices in place.
By providing a permanent address, professional image, and complete control over your mail, virtual mailboxes have become indispensable for overcoming the biggest logistical challenges of nomadic life.
The three most important takeaways are:
- Peace of Mind
- Professional Credibility
- Saving A Lot of Money
The digital nomad lifestyle has exploded by 147% since 2019. We’ve come to this tipping point by constantly pushing the envelope of what is possible. Virtual mailboxes are just one more way that technology has evolved to meet our demands.
Don’t let managing your mail get in the way of that freedom to explore the world. The internet can take you everywhere, but virtual mailboxes are how you bring that freedom back home to you.
