Choosing how to receive mail for your business is an important decision, as it determines how efficiently you manage correspondence.
You have a few different choices, the most common being a P.O. Box, a UPS mailbox, or a virtual mailbox. Each option has unique pros and drawbacks that you need to consider before making your choice.
Failure to do so may leave you with a solution that doesn't meet your business needs or makes your mail management process too much of a hassle.
Luckily, we've got you covered. Here, we explore these top three options in depth to help you make the right choice.
P.O. Box: A basic mailbox provided by USPS
A P.O. Box or post office box, is an addressable, lockable box offered by the United States Postal Service (USPS).
Traditionally, people used them out of necessity — if they lived in areas where USPS couldn't deliver mail directly to their homes, they would have it delivered to these boxes. But now, people often use P.O. Boxes for extra security or to keep their personal mailing addresses private, especially if they’re home-based business owners.
Getting a P.O. Box is relatively straightforward. You just need to choose a postal facility in your preferred location, fill out an application (either online or at the facility), choose your preferred box size, and pay your rental fee. When you do, you'll receive a key or combination to access your box.
P.O. Box costs vary based on size. USPS charges roughly $4.83/month for the smallest size (can fit letter-size mail) and approximately $24.00/month for the extra-large ones (can fit multiple packages).
Pros and cons
Businesses choose P.O. Boxes because of their:
- Affordability: Depending on your chosen facility and box size, they can cost as little as $4.83 per month.
- Convenience: There are thousands of postal facilities across the U.S., meaning you can easily find one near you. Proximity equals convenience.
However, there are some downsides to choosing P.O. Boxes, including:
- Lack of flexibility: Since they’re physical mailboxes, you must access them in person to get your mail and packages. This is inconvenient for digital nomads and business owners who live far from their chosen facilities. Further, some locations only allow you to pick up mail during regular business hours.
- Only accepts USPS mail: You can’t receive packages from other carriers, such as FedEx, UPS, and DHL.
- Inability to use them as business addresses: Many states require real street addresses for business registration, and P.O. Box numbers are not physical addresses.
- Questionable legitimacy: P.O. Boxes can look a bit unprofessional, especially for businesses with competitors who are established in prestigious business centers. Customers may feel you’re not a “real” business or even think you’re a fraudster.
- Security concerns: USPS customers are the latest targets of phishing scams. Scammers pretending to be from USPS send links via text or email asking for delivery address confirmations, only to steal personal information like business account numbers and passwords.
UPS mailbox: An alternative to USPS boxes
A UPS mailbox is a private, lockable box located at a UPS Store. As with P.O. Boxes, you get a unique key that lets you open your box and pick up mail items.
However, a UPS mailbox is a step up from a USPS P.O. Box since it provides a real street address, not just a box number. Further, it lets you receive mail from many carriers, including USPS and FedEx.
However, like USPS, not all UPS Store locations allow you to access your mail 24/7. UPS mailboxes are also a bit more expensive than USPS P.O. Boxes, with small boxes ranging between $10 and $30 and large boxes available for $30–50, depending on your chosen UPS Store.
Pros and cons
A UPS mailbox can be a suitable choice for your business, as it offers:
- A real street address: The UPS Store provides an actual street address you can use as your business address.
- Affordability: While more expensive than a USPS P.O. Box, a UPS mailbox is still quite cost-effective ($10 to $50 per month).
- Flexibility: You can receive mail and packages from any carrier.
But there are some drawbacks:
- Inconvenience: You still have to pick up your mail items in person unless you subscribe to mail forwarding services, which come with additional fees.
- Confusing to customers: If customers, clients, or partners look up your address and find a UPS Store, they may get confused or even question your legitimacy.
Virtual mailboxes: A real mailbox you can manage from anywhere
A virtual mailbox is a service that gives you a virtual business address and access to an online platform that lets you view all your physical mail remotely. You choose your preferred location, and the provider assigns an actual street address you can use for everything from business registration to correspondence with suppliers.
Typically, your virtual mailbox provider receives items on your behalf, processes them, and sends you notifications. You can then have them open the mail, scan the contents, and upload them to a secure portal or have it forwarded to your location.
Unlike UPS and USPS, virtual mailbox providers offer comprehensive mail management services and allow you to view your mail online.
With a service like Stable, multiple team members can handle mail management. So if your office manager is out sick or on PTO, someone else can log into your virtual mailbox account and fill in for the day.
Further, if you have a high volume of mail coming in and not enough mail management staff, virtual mailbox services can lighten the load and help you stay on top of your correspondence. You never have to worry about missing or losing legal documents, checks, or any other important correspondence.
Digital mailbox costs vary by provider, the scope of the mail management services offered, and the volume of mail received. But they're much more affordable than renting a physical location or coworking space.
For example, Stable's pricing is $49–89 per month, while the average cost of renting office space is $31.67 per square foot, depending on your location.
They're also more secure. Take Stable, for example — we have a rigorous set of security protocols, including controlled access, that ensures only authorized parties handle business mail. And our platform is SOC 2 and HIPAA-compliant, meaning you never have to worry about compromised security or privacy.
Pros and cons
Virtual mailboxes are the top choice for modern entrepreneurs because they:
- Are acceptable for business registration: They provide a real physical street address you can use to register your business, open a business account, and more.
- Offer physical and digital security: There’s no public access to the mail processing facilities, so they’re often more secure than USPS and UPS options. Reliable services like Stable also have online security measures, such as passwords and two-factor authentication, to make sure only relevant parties access important documents.
- Limit clutter: Some providers digitize your mail, eliminating the need for physical copies.
- Enhance convenience: You can access all your mail online from any location and have physical mail or packages forwarded anywhere in the world.
As with your other choices, there are a few cons associated with these services, including:
- Higher costs: Since they provide additional mail management services, virtual mailboxes are more expensive than UPS and USPS mail options.
- Limited physical access to mail: Businesses don't typically have access to virtual mailbox locations, so they can't collect the actual physical mail. However, service providers like Stable can still forward physical mail to any address if you need to access it physically.
Why virtual mailboxes are better than P.O. Boxes and UPS addresses
The ability to manage mail digitally is what sets virtual mailboxes apart from P.O. Boxes and UPS addresses. Granted, USPS and UPS also offer some level of digital management through informed delivery — a service that gives you a preview of incoming mail items before delivery.
But this doesn't compare to the management options offered by virtual mailbox providers like Stable. With these providers, you get additional services like:
- Secure mail handling and opening
- Mail scanning
- Online mail storage
- Remote check deposits
- Mail and package forwarding
- Secure mail shredding
- Registered agent services
Service providers like Stable also have stronger security protections. As mentioned earlier, Stable is SOC 2 and HIPAA-compliant, which reduces the risk of data breaches.
Further, we offer secure shredding services, leaving no trace of your physical mail. If you have confidential documents coming in, you never have to worry about information falling into the wrong hands.
Unfortunately, the same can't be said for USPS and UPS mailboxes. While they're located within postal facilities (limiting the risk of break-ins), anyone who copies or takes your keys can access your mail.
Sign up for a virtual mailbox with Stable
In the battle of virtual mailboxes, P.O. Boxes, and UPS mailboxes, virtual mailbox services are the clear winner. They provide real street addresses you can use to register your business, as well as comprehensive mail management services that can help you keep up with correspondence remotely.
If you’re ready to switch to a virtual mailbox, Stable is the right choice. It offers unlimited mail reception from all carriers, digital storage, and an easy-to-use platform that lets you do everything from view your mail to deposit checks.
Whether you're a small business owner, a large enterprise, or a freelancer, Stable can make your mail management simple, secure, and convenient.
Make the switch to Stable today for a better way to manage your mail.
