Managing physical mail during business change

Physical mail is an essential form of communication for many businesses, but it’s often overlooked when it comes to contingency planning and preparing for change outside of the companies’ control. Unlike other forms of communication such as email, phone and instant messaging, mail requires a physical presence to receive and distribute items within your business, unless a digital solution is featured within your mail communication strategy.

What are the risks of losing access to mail?

Without a contingency plan for mail, businesses may experience some of the following issues as a result of a disastrous event, or an event outside of their control:

  • If your business can no longer access the office, there is no one to receive and handle the businesses inbound mail items. If mail goes missing or doesn’t arrive to the right person, important documents and letters may never be seen or actioned.
  • Mail containing sensitive customer, client or employee information may not be securely received and handled in the correct way. Other people, such as fraudsters, may gain access to mail if there is no physical business presence.
  • Customers or clients may wonder why they aren’t getting a response, which could negatively impact the image of the business and revenue generation.
  • Without physical mail, some business operations won’t be able to take place. For example, if you’re waiting to receive signed legal documents, they may get delayed or never arrive.
  • Mail may be returned to the sender, which can cause confusion for suppliers and customers when trying to make contact with the company. So if mail is returned to the sender, this may harm the legitimacy of the business from a consumer or suppliers perspective.
  • Trying to locate mail after an office move without any prior planning can be an impossible task, especially if circumstances mean you are unable to visit the office building.
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Partner with UK Postbox

We work with sole traders, SMEs and large corporations all over the world to digitise their mail communications, thus protecting them from change and enabling them to operate fully remotely.

We can help you to implement a sound solution either as part of a contingency plan, or a permanent transition into digital mail communication. Here’s how it works:

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Get a virtual address

When you sign up for our business address service, you’ll be provided with a unique variation of one of the locations we operate from, depending on your selection during sign up.

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Redirect your business mail

If you no longer need to, or you cannot receive mail to your office building or working space, you can:

  • Contact all of your suppliers, customers and related parties and advise them of your new mail receiving address. We can also assist with this process by mailing on your behalf; using our send mail service to update suppliers and customers with your new details.
  • Set up a Royal Mail redirection service to have your post automatically diverted to your UK Postbox address.
  • Arrange private courier collection from your office location if you operate from a multi occupancy building where Royal Mail redirections cannot be set up.
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Get notified when new mail arrives

When mail arrives for you, our team will scan the outside contents of the envelope or parcel, assign a unique barcode to the item, and send a notification to your account.

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Manage your business mail online

Using our online platform, the account holder can manage all inbound and outbound business mail using the various platform features such as: requesting that we open and scan the contents of your mail, store the item for later action, forward the mail on to another location, or send a reply on your behalf.

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Integrate mail with cloud storage and workflows

You can also integrate our service with your existing cloud storage providers and workflow solutions such as Microsoft OneDrive and Google Drive to automatically distribute and assign mail items via the systems you use.

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Our role in your Disaster Recovery Plan

The recent event of COVID-19 has highlighted that unexpected change can happen at any time, and being prepared for this change can help to reduce the impact it may have. A Disaster Recovery Plan (DRP) is a detailed guide of actions that should be taken in the event of an outside force disrupting your business. Your DRP must consider all employees, clients and stakeholders, and provide solutions to the problems ahead. Communications of all kinds are paramount to every business, and physical mail should be featured within every comprehensive disaster recovery plan.

UK Postbox can provide a solution for how physical mail can continue to be communicated amongst your business during a disaster. We will always look for unique ways to use our services to find a solution that works for you, either as part of your DRP, or as a permanent communication strategy feature.

Supercharge your mail with UK Postbox integrations

Connect your UK Postbox account with Google Drive™, Microsoft OneDrive, Dropbox and Evernote to integrate your physical mail with popular workflows, apps and cloud storage solutions.

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Contact a member of the business team

Business Address Pricing

Our pricing is made up of two components, an address and a mail plan. Decide which address suits you best and then head over to our pricing page to choose your plan.

Dorset business address
Poole (BH16)
Personal address
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Sole trader address
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Business trading address
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Registered office address
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Directors service address
green tick
Royal Mail redirection (UK)
green tick
Online shop and ship
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Customer returns
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Fulfilment and dropshipping
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Google AdSense
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£
12
00
per month (inc VAT)
Save 16% with annual billing
£144.00
£120.00 for 12 months
London business address
Palmers Green (N13)
Personal address
green tick
Sole trader address
green tick
Business trading address
green tick
Registered office address
green tick
Directors service address
green tick
Royal Mail redirection (UK)
green tick
Online shop and ship
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Customer returns
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Fulfilment and dropshipping
red cross
Google AdSense
red cross
£
18
00
per month (inc VAT)
Save 16% with annual billing
£216.00
£180.00 for 12 months

Included in all of our plans

Online mail pricing
Online mail management
Mail scanning pricing
99.9% uptime and 24/7 monitoring
PO Box pricing
A physical address in the UK
Secure post scanning
256-bit encryption
Send post online pricing
Desktop and mobile compatibility
UK post scanning
World class UK based customer support
internet post pricing
Storage & workflow integrations (ex PAYG)
Storage pricing
30 days free mail storage
Contingency planning for your business mail