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Alternatives to a PO box address for your small business
Every business needs a reliable way to manage its mail and establish a professional image, but not every business needs a brick-and-mortar address.
A physical business address works for businesses with a traditional office setting, whether that business is office-focused or simply has an office to handle its administrative needs, but for many modern small businesses a PO box is the perfect solution.
It is important to note however that Limited companies in the UK must have a physical address as their registered office address.
Using a PO box is an important way to run a business from your home without revealing your personal address to customers or the public.
What is a PO box address for a business?
A PO box is a lockable mailbox located at a post office. Your business can use a PO box to securely receive mail and packages, which is particularly useful if you run a small business from your home and regularly receive mail from customers or other businesses.
This type of mailing system works for businesses of all types, and is highly advisable if you are working with clients or customers who you would not give your personal details to.
Whether you run an accounting firm from home and are likely to receive mail from your clients, or you have an e-commerce business handling returns, a PO box gives you privacy without hindering your ability to run a company from your home.
It is important to remember that, whilst a PO box is a good alternative for a mailing address, there may be restrictions to using this as your business address in the UK when registering with certain entities such as Companies House.
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Why reserve a PO box?
Reserving a PO box helps you:
Keep your documents confidential - A PO box can help keep sensitive business documents in a secure location, ensuring confidentiality. This is especially important if your business handles contracts, invoices, or sensitive client information.
Receive post at your own convenience - Something that can be vital if you are a busy person, with a PO box you are not tied to standard delivery hours, meaning you can collect post and packages at a time that suits you.
Choose a mailbox size that fits your requirements - You are often given a few options for mailbox sizes when applying for a PO box, meaning you can accept large parcels. This is particularly important if you regularly receive orders or returns for large items.
Have a safe and secure way to receive your mail - Unlike a standard delivery to your doorstep, PO boxes provide extra security against theft or loss.
PO boxes are affordable - PO boxes can be an affordable and cost-effective alternative to renting an office, reducing the overall startup costs of startups and new businesses.
How to apply for a PO box
Applying for a PO box with Royal Mail is simple:
Visit the Royal Mail website or your local post office.
Choose the size of the PO box that suits your needs.
Provide proof of identity and address, such as a passport or utility bill.
Complete the application form and pay the required fee.
Once you have been approved you will receive your new PO box address and can start using it immediately.
Can you use a PO box as a business address?
There are some situations where you may be able to use a PO box as a business address, which is particularly useful as a general correspondence address if you don’t have a physical office separate from your home. However, it is important to remember that from a legal perspective, a PO box typically cannot be used as your business address. For example:
When registering your business: In the UK certain registrations, such as those with Companies House, require a physical address. A PO box can only be used if accompanied by a physical address where legal notices can be delivered.
For legal and compliance issues: For businesses in regulated industries, a PO box might not meet the requirements for certain legal documents or contracts.
You could also consider how clients may perceive your business if you only provide a PO box address in lieu of a physical business address. For these reasons, some businesses use virtual office services that combine the benefits of a PO box with a professional physical address. This option can enhance credibility while still offering privacy and mail-handling services.
Why you may want a business address
Getting a PO box address is a great solution for privacy reasons, or even if receiving frequent post and mail deliveries at your home may be problematic, but it is important to remember that a PO box is only a solution to a few specific problems, such as those above. Depending on the type of business you run it may be beneficial to have a public-facing business address.
It is a legal requirement in the UK to have a business address in order to register with Companies House, and although you don’t have to provide that address to your clients in any correspondence, remember that this information is still accessible to the public because when you register with Companies House it becomes a part of public record.
For this reason and more, getting a business address or PO box has considerable benefits, such as:
Business credibility
A dedicated business address can enhance your professional image and reassure customers and clients that you run a legitimate business.
Even having just a PO box address can provide much-needed reassurance that your business is credible, which can be particularly important if you need to receive physical correspondence or provide a return address to customers.
Professional meeting place
While a PO box is great for mail, it doesn’t provide a location for meeting with clients, and your business may benefit from face-to-face interactions. There are some options for this if you run a business from home, for instance gaining a virtual address that offers meeting spaces. Virtual addresses will often provide a PO box address for receiving mail as well, so this may be a worthwhile investment.
If you are hired on a contractual basis, particularly if a client is spending a lot of money on your services, they may wish to conduct face-to-face meetings for reassurance.
Lack of privacy
Using your home address for your business can compromise your personal privacy. Getting a PO box or virtual office address can protect your privacy.
Planning regulations, land use rules, and rent agreements
If your business involves significantly changing how your property is used, for instance creating increased traffic to and from the property, storage of goods, or structural modifications, then you may need planning permission from your local authority.
If you are renting your home, your rental agreement may prohibit business activities in the property, and this may also be the same for certain mortgage agreements. If any of these reasons apply to your business, it is likely you will need a physical business address and place of operation away from your home.
How to get a business address
There are a number of options available to you if you want to establish a professional business address depending on your budget, privacy needs, and the type of business you operate. These include:
Renting a private mailbox
Private mailbox services are offered by many companies, and may go beyond a standard PO box by offering additional features that could be invaluable for you as a business owner.
This often includes mail handling services such as mail forwarding, parcel receiving, and notifications when you receive new post or packages. In addition to this, a private mailbox appears as a standard business address, so if you want to avoid using a PO box address then this is a great option for your business.
Obtaining a PO box
PO boxes are an affordable and simple solution to receiving correspondence via post, with Royal Mail generally being the best option for this. You can apply for a PO box on the Royal Mail website in a few easy steps, and generally start using your new PO box address straight away
What types of business addresses are there?
It is important to consider the nature of your business when deciding on a business address, as well as your budget and your priorities such as privacy. The most common business addresses include:
Physical business address
Suitable for: Businesses that require a physical presence such as retail stores, professional offices, or service providers that need to meet clients face-to-face.
Pros:
Establishes credibility with clients and suppliers.
Suitable for registration with Companies House.
Provides space for employees, equipment, and inventory.
Cons:
Higher costs due to rent, utilities, and maintenance.
Less privacy for business owners.
Virtual business address
Suitable for: Remote, home-based, or small businesses that want to project a professional image.
Pros:
Less privacy for business owners.
Privacy for home-based entrepreneurs.
Professional appearance on correspondence and marketing materials.
Often includes additional services, such as mail handling, call answering, and meeting room access.
Cons:
Limited use for businesses that require physical operations or storefronts.
Can incur monthly fees depending on the provider.
PO box
Suitable for: Startups, sole traders, and small businesses that need secure mail handling without revealing their home address.
Pros:
High level of privacy for business owners.
Affordable and easy to manage.
Secure mail storage that prevents loss or theft.
Cons:
Cannot be used for registration with Companies House as it lacks a physical component.
Not suitable for meeting clients or receiving deliveries from couriers other than Royal Mail.
Reasons to get a physical business address
Trust
A physical business address reassures clients and customers, especially for businesses that handle high-value transactions or long-term contracts. It signals that your company is established, credible, and invested in its operations.
Privacy
For home-based businesses, separating your personal and business address helps protect your personal privacy. This prevents unwanted visitors or unsolicited correspondence at your home.
Privacy
The type of business address you choose plays an important role in trust and privacy. PO boxes offer excellent privacy since they keep your home address confidential.
However, PO boxes lack the professional presence needed to establish trust with clients - virtual addresses strike a balance between privacy and professionalism. While they provide the privacy of not revealing your home address, they also allow you to project a professional image.
Clients may not always distinguish virtual addresses from physical business addresses, making them a strong option for businesses that want both privacy and credibility. On the other hand, physical addresses are the top choice for trust, as they show clients and suppliers that your business is established and has a real, operational location.
This option offers little to no privacy for business owners and comes with the added expense of maintaining a physical office or shopfront.
Client meetings
A PO box is not suitable since it is only a mailing address and lacks space for hosting in-person discussions, and businesses that frequently meet with clients should consider alternatives such as coworking spaces.
Many coworking spaces offer meeting rooms on a pay-per-use or membership basis, providing a professional environment for meetings. Virtual office services often include access to meeting rooms as part of their packages, which helps maintain a professional appearance without the overhead of maintaining a physical office.
If your business requires frequent face-to-face meetings, a physical business address with a dedicated office space might be the best solution, though it does come with higher costs.
By weighing these options, you can select the most appropriate business address type that aligns with your operational needs, budget, and professional goals.
Frequently asked questions
What is a PO box address?
A PO box address is a post office box that provides you with a box number and a key to keep your important documents confidential. A PO box is a lockable box with a unique address that is located on the premises of a post office. You can rent a post office box of requisite size and also get access to other services like caller service, get notifications or alerts, etc.
Should I use my home address for my business?
Listing your home address as a business address might be an option to cut costs if you are starting a new business. However, it is not an ideal choice, as it may seem unprofessional and unreliable to your customers. Furthermore, it poses security and privacy issues, as you give your home address as your business address to your customers, suppliers and other stakeholders. You can also change the place of your business as required.
How does a PO box work?
A PO box is a lockable mailbox located on the premises of a post office. A PO box is an ideal alternative in case you have basic needs for a mailbox service. This is because a PO box will lend you privacy, is affordable, gives your business a permanent address, securely manages your mail and delivers mail and packages faster.
Should I get a PO box for my business?
You should get a PO box address only when you have basic needs for a mailbox service, like having a business address for mailing purposes or for protecting your privacy. However, if you want to register a company, then a PO box is not an ideal alternative. This is because you need a physical or street address to receive legal documents in order to register a company.
The information on this website is provided free of charge and is intended to be helpful to a wide range of businesses. Because of its general nature the information cannot be taken as comprehensive and they do not constitute and should never be used as a substitute for legal, accounting, tax or professional advice. We cannot guarantee that the information applies to the individual circumstances of your business. Despite our best efforts it is possible that some information may be out of date. Any reliance you place on information found on this site or linked to on other websites will be at your own risk.
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