Glossary
Core Terms
Virtual Mailbox
A service that gives you a real street address and lets you view, manage, and take action on your physical mail from anywhere using an app or website.
Virtual Mailing Address
A real street address you can use to receive mail, even if you don’t live or work there. Your mail is handled by operators at that location on your behalf.
Virtual Business Address
A professional street address your business can use for mail, registrations, and correspondence, without needing to rent or occupy office space there.
Mail Forwarding
When you want your physical mail sent to you (or another address), operators at your virtual mailbox ship it to the address you specify.
Mail Scanning
When mail centers/operators open and scan your mail, turning it into a PDF so you can read it online through the virtual mailbox app.
Mail Storage
Your physical mail is stored securely at a virtual mailbox facility until you decide what to do with it: scan it, forward it, shred it, or pick it up.
Mail Shredding
When you no longer need a piece of mail and want to ensure it’s completely destroyed, operators shred it so its contents can’t be recovered or read by anyone.
Mail Disposal
When you don’t need a piece of mail, operators throw it away for you. Unlike shredding, this is simply discarding it, which is ideal for junk mail or items you don’t care about.
USPS & Legal
USPS Form 1583
A legal document you fill out and get notarized that tells the USPS you’re authorizing a virtual mail service provider to receive mail on your behalf. It’s required before your virtual mailbox can start accepting your mail.
CMRA (Commercial Mail Receiving Agency)
A business that’s been authorized by the USPS to accept and handle mail for other people. A virtual mailbox provider is a CMRA.
Notarization
A step where a licensed notary confirms your identity, usually required when you fill out a USPS Form 1583. Many virtual mailbox services offer online notarization.
Identity Verification
The process of confirming you are who you say you are, typically by submitting a government-issued ID. This is a requirement for account activation.
Address Types
Street Address
An address tied to a real, physical location (as opposed to a P.O. Box). Virtual mailbox services provide you with a street address that looks more professional and is accepted by more institutions.
Physical Address
A real-world location where mail and packages can be delivered. Your virtual mailbox gives you one, even if you’ve never set foot there.
Mailing Address
The address you use to receive mail. It can be different from where you live, and with a virtual mailbox, it usually is.
Business Addres
The address your company uses on its website, business cards, filings, and correspondence. A virtual business address lets you use a professional location without leasing office space.
Residential Address
The address where you actually live. A virtual mailbox lets you keep this private by providing a separate address for your mail.
P.O. Box
A numbered mailbox at a USPS post office. Unlike a virtual mailbox, P.O. Boxes can’t receive packages from all carriers and aren’t accepted everywhere as a valid street address.
Logistics & Shipping
Package Forwarding
When a package arrives at your virtual mailbox, you can have it forwarded to your home, office, or any other address you choose.
International Mail Forwarding
Getting your mail or packages shipped to you in another country. Useful if you’re traveling, living abroad, or running a business from overseas.
Mail Consolidation
Instead of forwarding each piece of mail separately, operators bundle multiple items into a single shipment, saving you on shipping costs.
Carrier
The shipping company that delivers or forwards mail or packages, like USPS, FedEx, or UPS. Most virtual mailbox services let you choose your preferred carrier.
Mail Holding
Your mail sits securely at the facility while you decide what to do with it. Most plans include a set number of days of free holding before additional fees may apply.
Account & Access
Authorized User
Someone you’ve given permission to access and manage your mailbox, such as an assistant, partner, or team member.
Account Dashboard
The online web or app interface where you log in to see your mail, request scans, set up forwarding, and manage your account.
Plan Limits
The caps on your account, such as the number of scans, forwards, or mail items are included in your plan. Going over these limits may result in extra charges.
Privacy & Security
Secure Facility
The physical location where your mail is received and stored. These facilities use restricted access, surveillance, and other safeguards to keep your mail safe.
Access Control
The settings that determine who can see and manage your mail. Only you and any authorized users you’ve added can access your account.
