What does a virtual office correspondence service consist of?

Virtual offices are playing an increasingly important role in the business world, especially for companies that do not need a traditional office. One of the key elements of this service is correspondence handling, which allows entrepreneurs to manage documents and shipments efficiently, without the need to rent a permanent office.

Legality of a virtual office

The issue of the legality of registering business activity in a virtual office dragged on for quite some time. Various authorities nitpicked at different details. Ultimately, all ambiguities were definitively clarified by the Supreme Administrative Court in its judgment II FSK 3549/13 of 2014. [2]

Among other things, the tax offices raised the issue of whether the company's management activities were actually carried out at the location indicated in the registration application. In its justification, the Supreme Administrative Court wrote, among other things: "It should be emphasized that the tax authority, as part of the procedure for assigning a tax identification number, is not authorized to examine whether the building (premises) meets the conditions for performing management activities and/or business activities." And that ended the matter.

A recent difficulty that has arisen regarding the registration of companies in a virtual office has been the right to the premises. A company running a virtual office must have a legal right to the premises where it runs it, and must be legally able to sublet it as a virtual address. That is, the person setting up business in such a place must have a document confirming the right to the address, which he must get from the company running the service.

Who a virtual office is for

A virtual business address is an excellent solution for start-ups, among others. But it is also a good solution for freelancers and specialists who do not need a place to receive clients. In such cases, an e-office can provide a prestigious address for conducting business.

Registering a company in a virtual office also significantly lowers the horrendously high threshold for starting your own business in Poland. A company that does not yet have a single customer and has not earned a single zloty must find the money to pay social security contributions (ZUS) from somewhere.

Renting office space is very expensive in large cities. If the nature of your business does not require you to sit behind a desk, it is a waste of money. In a virtual office, you can also rent a room or conference room for work, but you only pay for the time you actually use the space.

The address of the company's registered office is also important. Warszawa well regarded as a place to do business. Consequently, a virtual office in Warsaw is a good solution. And one more detail. A prestigious company address cannot include a room number. Marszałkowska 111a m 567 sounds different than Nowogrodzka 56a. Both addresses are in the city center, and yet...

Handling correspondence in a virtual office

Virtual offices offer not only an address for registering your company, but also a range of additional services. You can request a landline number that is answered by professional staff. Of course, this number is assigned only to your company, and you can print it on your business cards. Depending on your request, the secretarial staff can, for example, connect you with the company owner, record who called, or relay a pre-determined message.

A virtual office also provides correspondence services. This is one of its core activities. Correspondence is received, and what happens next depends on the agreement with the company's manager. The entire service may end with notifying the addressee that the shipment has been received. The letter may be opened and scanned and then sent by email. Shipments may also be delivered to a location specified by the addressee.

The term "correspondence service" also includes sending and receiving faxes, photocopying, receiving returned correspondence, and printing. Services can be purchased periodically in packages or paid for on a one-time basis.

Regular correspondence handling is important because government agencies usually give little time to respond, and failure to respond appropriately can cost a company a lot of money, or at least get it into trouble.