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Correspondence Address

EST. 1996

What Is a Correspondence Address?

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Every business needs a correspondence address, which is the address from which they send/receive physical mail. It is acceptable for a business to use their physical office address as their correspondence too; however, many choose to use a distinct address specifically for this purpose. 

Table of Contents:

Correspondence Address vs Residential Address

A correspondence address is simply an address which is only used to send and receive mail as compared to a residential address, which is the address where you reside for a minimum of 183 days a year.

Entrepreneurs and self-employed individuals can choose to receive their business mail at their own residential residence. The need to set up a business mailing address (correspondence address) arises when you choose to use an address other than your own to receive business mail.

Correspondence addresses can help to make your business look more professional and also allow you to preserve your privacy when operating a business from your own home. 

When Do You Need a Correspondence Address for Your Business?

Before we discuss how to set up a correspondence address, it is important to consider whether you actually need one. A correspondence address is useful in the following situations: 

  • You own/manage an LLC that requires a registered agent. The registered agent is responsible for receiving official mail on behalf of the business. When naming the registered agent, you must also provide the mailing address of the agent. This ultimately serves as the correspondence address of the business. For US companies, the address must be in the same state in which the business operates and must be a real street address.
  • You run an entirely remote/online business that has no physical office space or address. In this situation, you need to acquire a distinct correspondence address for your business in order to receive mail. 
  • You operate your business from your personal residence and would like to keep your home address private and separate from your business affairs. Here it is useful to have a separate correspondence address for your business mail. 
  • Your business mail includes confidential documents that you don’t want other members of your household or your employees (if operating with a physical business premises) to see. In this case having a private business correspondence address that only you or trusted partners have access can protect the privacy of sensitive documents. 
  • You receive large quantities or physically large packages related to your business. If this is the case, then an ordinary residential mailbox may be insufficient to receive your business mail, and you will need a special correspondence address that is meant for receiving larger packages. 
  • Finally, a business address is ideal as a way to show professionalism and maintain a better reputation than simply receiving your mail at an ordinary residential address. 

  

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Types of Business Correspondence

Let us now outline the different types of correspondence that you may receive and what to be prepared for.

This will also directly affect how you choose to acquire your correspondence address and the type of address best suited to your needs. The main types of correspondence you may receive include:

  • Internal correspondence: this includes all formal correspondences between different members of the company, including managers, shareholders, and employees. 
  • External correspondence: this refers to all correspondence received from outside parties, and will be the bulk of the mail that is received.
  • Personalized correspondence: this refers to correspondences that are personally addressed to specific parties/members of the company as opposed to those more generally addressed to the business. A business correspondence address will be needed to receive these types of mail and a system to sort the mail according to who it is addressed to so as to keep the contents private.
  • Sales correspondence: this obviously refers to correspondences related to sales made by the business, and only pertains to product-based companies.
  • Circulars: any circulars that may have been subscribed to or other general advertisements/promotions that are sent to your business. 

How to Get a Correspondence Address for Your Business?

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There are various different types of correspondence addresses to choose from and ways to obtain them. Here are five different options for getting a correspondence address for your business:

Virtual mailbox

This is a fully digital mailbox that is linked to a physical street address but exists only online in reality. All mail sent to the digital mailbox service is scanned and uploaded to your virtual mailbox which can then be conveniently read anywhere from your computer or mobile device.

In this increasingly digital world, virtual mailboxes offer much more convenience and practicality than a physical PO box. There are virtual mailbox service providers such as Anytime Mailbox.

Physical PO Box

Reserving a PO box is the traditional and most common method for acquiring a correspondence address for your business. PO boxes are numbered, lockable boxes located at a post office of your choice.

It will come with a PO box address or physical street address depending on what type you choose. You will also be able to select the appropriate size to suit your needs. 

Business mailbox

Another option is to rent a business mailbox from the UPS mailbox rental service. This provides a lockable mailbox at one of the UPS stores that comes with a physical street address.

Rent a coworking space that can serve as your correspondence address

You can opt to rent a communal workspace which can, in most cases, be used as your official correspondence address for as long as you are renting.

This has the added benefit of providing you a suitable workspace if you prefer to not work from home every day. 

Purchase or rent your own business address

This would involve actually securing your own office space (whether to rent long term or buy), and using it as your official business correspondence address.

This is the most expensive option for acquiring a correspondence address, but is also the most sustainable long term, the most professional, and gives added advantages associated with having your own permanent office space. 

Conclusion

If you are a business owner, you will undoubtedly need to specify an address that you use for all your business correspondence. This is equally true whether you are simply a self-employed freelancer for digital nomads or the owner of a large corporation.

Of course, the type of business you operate as well as your specific requirements and preferences will influence the choice as to the type of address you use to receive official correspondences.

You may simply opt to use your own personal residential address as your correspondence address; however, for the various reasons outlined above, it can be far more convenient, secure, and professional to acquire a distinct business mailing address. 

  

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***Note for U.S. citizens: Due to the introduction of FATCA and CFC laws, US citizens are limited in their tax reduction possibilities. Please be aware that if you are a US citizen you can not open a company tax free without moving your residence. If you reside in the US you are obligated to pay taxes on all worldwide income. Read more here about FATCA and CFC laws.

 

 

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