“Virtual Office” is one of those business terms that makes sense once you know what it means.
Until then, it can be surprisingly confusing.
Is it an office you work in online? A shared workspace? A business address? Somewhere you can actually visit?
So, what is a virtual office exactly?
In simple terms, a virtual office gives your business an address to use while you continue working somewhere else, rather than renting a physical office of your own.
Depending on the provider, it may also include mail handling, phone services, meeting rooms, workspace or other business support.
And that’s where things can vary quite a bit.
“Virtual office” describes a type of service, not a standard package. One provider may offer little more than an address. Another may operate from a staffed business centre with people on site, mail handling, meeting rooms and other services available.
So if you’re comparing virtual offices, it helps to understand not just the address you’ll be using, but what actually sits behind it.
Short on time? Skip to our ‘What is a virtual office’ visual summary below.
How does a virtual office work?
You run your business from wherever makes sense for you: from home, remotely, on the road or across several locations.
Your virtual office gives you a separate business address.
Mail can be sent there and handled according to the provider’s process. You may be able to collect it yourself, have it forwarded or arrange for eligible items to be opened and scanned.
Some providers also offer phone numbers, call handling, meeting rooms or workspace.
If working from home or remotely already works for you, you don’t need to rent a permanent office just to get a separate business address.
What do you get with a virtual office?
It depends on the provider.
That is worth checking carefully, because the address itself does not tell you much about the service behind it.
Before choosing a virtual office, find out:
- what address you will actually be using
- what is physically located at that address
- whether the location is staffed
- how and when you’ll be notified about mail
- whether you can collect mail yourself
- whether mail scanning or forwarding is available
- who you contact when you need help
- what other services are available if your needs change
If you’re actively comparing providers, we’ve also put together a guide on what to look for in a virtual office, including the questions worth asking before you choose one.
What can you use a virtual office address for?
A virtual office address can give your business an address separate from where you work and may be useful for business correspondence, marketing materials and online business information.
But an address being sold as a virtual office does not automatically mean it will be suitable for every purpose.
Different registrations, organisations and online platforms have their own requirements.
For example, you may want to use an address for ASIC registration or a Google Business Profile. Whether a particular address is suitable can depend on your circumstances, your business and the current requirements of the organisation or platform involved.
If you need an address for a specific purpose, check the relevant requirements rather than assuming every virtual office address will be treated the same way.
Is a virtual office a real office?
A virtual office does not mean the premises are imaginary.
It means you are using some of the functions traditionally associated with having an office without renting your own permanent workspace there.
What physically exists at the address varies.
It might be a fully functioning business centre with people on site. It might be a much more limited service.
For some businesses, the address is all that matters. Others want to know they can visit the location, speak to someone there, collect mail in person or book a meeting room when needed.
Neither the name nor the street address tells you all of that.
It is worth finding out what actually happens at the location before deciding whether it suits your business.
Why do businesses use virtual offices?
There is no particular point at which a business suddenly “needs” a virtual office.
You might start looking at one because you work from home but don’t want to use your home address everywhere.
Your business may be remote and a permanent office would sit empty most of the week.
You may want a business address in the area where you operate without paying for workspace you do not need.
Or you may simply want clearer separation between home and business.
A virtual office can take care of the address and mail side of things while you continue working wherever suits you.
If you’re deciding whether that would actually be useful, our guide Do I Need a Virtual Office? looks at the decision in more detail.
What does a virtual office look like at Living Workspace?
At Living Workspace, our Virtual Office service includes use of the Living Workspace business address, mail receipt and mail notification.
When mail arrives for you, we email you a scan of the front of the envelope so you know what has arrived.
You can collect your mail during reception hours or add services such as mail open and scan or mail forwarding if that works better for you. Optional business phone services are also available.
Because Living Workspace is also a physical workspace, there are other options available if you need them later.
You might occasionally need somewhere to meet a client. At some point, working from home may stop working quite as well as it once did. Or you may just find that you need a regular workspace.
We want those options to be there when you need them, not sitting on your invoice when you don’t.
Meeting rooms, for example, are booked separately and are available whether or not you are a virtual office client.
You can start with the thing you actually need now and consider other options if your business changes later.
What’s the difference between a virtual office and a serviced office?
The main difference is whether you need your own physical workspace.
With a virtual office, you have a business address and associated services but continue working elsewhere.
With a serviced office, you rent an actual office to work from. The space is already set up, and the provider takes care of many of the practical things involved in running an office.
If your home or remote working setup is fine and you mainly need a separate business address, a virtual office may be enough.
If you need somewhere to work regularly, a physical workspace may make more sense.
And what you need now doesn’t have to be what you need forever.
What Is a Virtual Office Visual Summary
Frequently Asked Questions
What is a virtual office in simple terms?
A virtual office gives your business an address to use while you continue working somewhere else, rather than renting a physical office of your own. Depending on the provider, other services such as mail handling, phone services, meeting rooms or workspace may also be available.
Do I get an actual office with a virtual office?
Usually, no. A virtual office gives you use of a business address and whatever associated services your provider offers, but it does not normally include your own permanent workspace. If you need an office to work from regularly, a serviced office or other physical workspace may be a better fit.
What happens to my mail at a virtual office?
That depends on the provider. Mail may be held for collection, forwarded to you or, where available and appropriate, opened and scanned. At Living Workspace, we notify Virtual Office clients when mail arrives by emailing a scan of the front of the envelope. Optional mail forwarding and open-and-scan services are also available.
Can I use a virtual office address for ASIC or Google?
It depends on what you are using the address for and the current requirements that apply. Different registrations and platforms have different address rules, so a virtual office address should not automatically be assumed to be suitable for every purpose. Check the current requirements for the specific registration or platform you want to use.
Can I meet clients at a virtual office?
Possibly. Some virtual office providers also have meeting rooms or workspace available, while others provide an address and mail services only. At Living Workspace, meeting rooms can be booked separately, and you do not need to be a Virtual Office client to use them.
Can I use a virtual office address for Google Business Profile?
In many cases, yes. Particularly if the provider offers staffed premises and the business meets Google’s eligibility requirements. A professional business address can help strengthen your local business presence online.