Business Mail Redirection: How-To Guide

If you’re looking for information about mail redirection for your business, you’re in the right place. Below we’ve explained reasons why a business might relocate and how to set up mail redirection for your business with Royal Mail.

What is Business Mail Redirection

Mail redirection refers to the process of forwarding your business mail from one location to another. These mail redirection services are typically used when a company relocates to a new office space but it is becoming increasingly popular for companies to engage with an intermediary party to manage their incoming mail for the long term.

Why a Business May Relocate

It’s common for a business to relocate, and they may do so for several reasons, including:

• Another city may offer a better quality of life: It’s not uncommon for businesses to relocate to another city or county where there are better economic prospects and quality of life that will improve the wellbeing and work-life of its owners and employees.
• A different (or more prestigious) address may be more appealing: For businesses looking to enhance their professional image, situating their offices in an attractive location can greatly impact their prestige.
• A business may be sold to a third party: If a business is sold to a third party, they may require operations to relocate into the buying party’s office.
• The business’ current location is declining: If your offices are situated in an area that is becoming less competitive, it may be wise to relocate to another area where business is booming.
• Overall lower cost of doing business: As the cost-of-living crisis continues to wreak havoc worldwide, small businesses may choose to relocate to an area with lower rental costs.
• The business needs to upgrade its facilities: For many businesses, moving offices may be the most cost-effective option if significant renovations or facility updates need to be made.
• There’s a better pool of employees in a different location: Businesses may relocate to another city or county to tap into a greater talent pool if it’s looking to expand its operations.

What are The Benefits of Business Mail redirection

Maintain Business Continuity during Office Changes

During times of renovation, relocation, and business expansion, utilising mail redirection services ensures that your business maintains a professional image by keeping the business address used on marketing materials or websites consistent.

Say you’re a law firm moving offices from South Bank to Leadenhall in the City of London. Your company’s move will take a couple of weeks as you transition to your new address. When you use a mail redirection service, you guarantee a smooth transition by forwarding mail to the new location without notifying all senders.

This also works well when your business opens up a new physical location or expands beyond one address. A business mail redirection service can also forward mail to a central location if a business opens new branches or operates from multiple sites.

Ensure Important Documents Reach the Right People

If your business has remote workers who need to handle your company’s important mail, then postal redirection services to their personal addresses esnures that critical documents like contracts, legal notices, or cheques reach the right people.

Mail redirection is also beneficial whenever a business experiences staff turnover. By redirecting important mail addressed to departing staff to the relevant department or new hire, you can avoid missing important mail.

Improved Professionalism

Having a centralised mailing address or a single delivery point projects a more professional image by using a business address instead of a PO Box.

The Difference Between Business Redirection and Business Diversion

Business redirection refers to your entire business moving, whilst business mail diversion refers to only part of your business moving. It’s important to note that business redirection should not be relocated in a multi-occupancy address or building – meaning, that there is more than one business to the delivery point. However, this is permissible for business diversion.

Mail Redirection for Businesses

As a business owner, it’s vital that your customers and suppliers can reach you with important information such as orders, correspondence, and other necessary documents. Therefore, if you are relocating your business, it's essential that you also redirect your mail. Business redirection is necessary whether you are moving business temporarily or permanently, and it is a flexible solution that allows you to pick and choose the duration of your mail direction.

You can redirect your mail with Royal Mail by simply applying online. You can choose to redirect your mail for a given time period (whether it be a few months or a year) and you can also apply to have it renewed for longer if need be. It is best to set up redirection as soon as possible, as the process could take up to 5 business days.

To redirect mail to an alternate UK address for up to 3 months, it will set you back £216, £321 for up to 6 months and £519 for up to 1 year. Prices for overseas addresses will set you back £252 for 3 months, £391 for up to 6 months and £666 for up to 1 year.

How to Use a Virtual Office for Mail Redirection

Virtual office services have become a competitive and viable alternative to traditional mail forwarding for businesses looking to outsource their mail redirection processes. They work with Royal Mail to ensure that you and your mail handling are taken care of and all important business mail is received on time.

Below is a step-by-step guide on how to harness the power of virtual offices for your business mail.

Select a virtual business address

Although there are plenty of virtual office services out there, finding the right one for your mail redirection needs requires extensive research.

Some virtual office providers may boast lower prices, but they may lack in their mail redirection service offerings.

Ideally, your virtual business address should impress clients and include a comprehensive business redirection service.

The added benefit of virtual offices is that they can also act as your company’s registered business address. This means that clients, customers, and governments can easily find your correct mailing address on Companies House for all business communication.

Use the mail redirection service

How virtual offices manage mail redirection services can vary between providers, with some automatically including it in their memberships and others making it an additional cost.

When you choose Servcorp’s virtual office package, our mail redirection service is included in your membership. Our team handles all your mail handling requirements. Our team will either leave your mail in a secured place for collection or redirect it to your home, remote, or business address.

Why Flexible Virtual Office Packages are Ideal

Virtual office services are proven to be a superior alternative to a traditional mail redirection service, due to the array of additional services that are included in their memberships.

For example, their registered office address services are also beneficial for small businesses and freelancers looking to increase their business’s professional image and establish themselves in a prestigious location.

A good virtual office service is also useful for their other offerings beyond redirecting business mail, which include phone handling, access to meeting rooms and coworking spaces, and specialised secretarial and IT support.

Where Can I Redirect My Mail to?

If you are planning to redirect your mail to an alternate address and don’t know where or are simply looking for a more prestigious address, Servcorp’s virtual offices can help. Our virtual offices come with their own address and with mail and courier management. On top of this, we offer the first month free!

Which Business Mail Redirection is Right for You?

Ultimately, choosing which mail redirection service is best for you and your business comes down to what offers the highest quality service for the best price. Whilst you could use the Royal Mail redirection service, you’ll often be paying a hefty fee for their services.

When you take advantage of Servcorp’s virtual office mail redirection offerings, not only will you receive a premium service that handles your mail with the utmost care, but you also gain access to plenty of amenities that can make running your business easier. Setting up a virtual office in London is simple and Servcorp can assist you every step of the way.

Visit our website or speak to our team of experts to learn more about our full virtual office packages and how to have your business mail redirected.