Dr. Gleb Tsipursky – The Office Whisperer
Nirit Cohen – WorkFutures
Angela Howard – Culture Expert
Drew Jones – Design & Innovation
Jonathan Price – CRE & Flex Expert
- Build coworking revenue by adding a high-margin virtual office service – no need for physical expansion or investment.
- Monetize existing coworking resources including your business address, mail handling service, meeting rooms, and day passes.
- Learn how to stay compliant and streamlined with the right systems, tools, and operational best practices.
Interested in growing your coworking revenue without adding square footage?
The answer might be simpler — and more profitable — than you think.
By leveraging the infrastructure you already have, you can introduce a virtual office product and create a reliable new revenue stream. It’s a low-overhead, high-margin service that taps into a growing demand among remote workers, startups, and small businesses. And best of all? You’re already halfway there.
In this article, I’ll walk you through what a virtual office is, how to launch it successfully, and how to scale it into a strong, sustainable profit center.
Why Virtual Offices Are a Smart Move
More professionals than ever are looking for a credible business presence without the need for a full-time office. A virtual office gives them a business address, mail services, meeting space, and even live receptionist support — while giving you consistent revenue from a service that doesn’t take up physical space.
You don’t need a Manhattan zip code or luxury high-rise to be attractive to clients. Your coworking center already has the fundamentals to support this model. The key is organizing those resources into a compliant and well-marketed service.
Here’s What You Need to Launch
To launch your virtual office service, you’ll need to offer a few essential features:
- Business Address: Your commercial address becomes your clients’ official business location.
- Mail Handling: Ability to securely receive, sort, and store incoming mail.
- Mail Forwarding: Offer options like weekly or monthly forwarding to virtual clients.
- Onsite Staff: One or more team members available during business hours to manage mail, greet visitors, and provide support as needed.
- Meeting Room Access: Allow virtual clients to book rooms by the hour or day.
Already have these? Then you’re ready to go — or at least very close.
Increase Revenue with Add-On Services
A basic Virtual Office package is just the beginning. Many clients are happy to pay extra for added convenience or professionalism, and these upsell opportunities will increase satisfaction and loyalty — along with your margins.
We’ve found that secure, reliable mail handling is integral to a successful virtual office operation and the more options you can offer, the better.
In addition to a basic monthly mail forwarding service, most centers offer weekly and bi-weekly forwarding options, and some offer a daily service too.
It goes without saying that you’ll need an efficient mail handling process to ensure mail is forwarded on time, every time — take a look at these best practice mail tips from experienced virtual office operators.
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Mail scanning is another sought-after service that’s continuing to increase in demand. It’s the process of digitally scanning physical mail and securely delivering those scans to the client, typically via email or through a secure online portal.
Mail aside, other revenue-generating services include hourly or daily workspace access, directory listings in your lobby, and admin support like printing, filing, or light reception tasks.
These aren’t just nice-to-haves. They’re essential for busy clients who need time-saving services, and they also help differentiate your service from your competitors.
Pricing Your Virtual Office Product
Pricing can make or break your virtual office offering. Check your competitors’ pricing in your area and keep track of any price changes and promotions.
A basic virtual office package usually ranges from $49 to $100/month, depending on your location and service level. This typically includes the business address and mail handling (not forwarding) with in-person pickup.
For premium services — like scanning or daily mail forwarding — you can offer tiered plans or charge à la carte.
Stay Compliant with USPS and Local Regulations
Mail handling is a regulated activity in the U.S., and you must be compliant from day one.
To operate legally, your coworking space must:
- Register as a Commercial Mail Receiving Agency (CMRA) using USPS Form 1583-A (Application to Act as a Commercial Mail Receiving Agency).
- Ensure each client completes USPS Form 1583 (Application for Delivery of Mail Through Agent), which must be notarized (Alliance handles this for all client referrals through our platform).
- Assign each client a Private Mailbox (PMB) number to keep mail organized and secure.
Getting these steps right ensures your Virtual Office offering is legally sound and scalable.
Best Practices for Mail Handling & Security
We’ve found that mail-related problems are the top dissatisfaction among virtual office clients, which makes solid mail handling processes a priority.
Keeping your operations tight will reduce mail handling errors and build trust with your clients. Here’s how successful operators do it:
- Designate a secure mailroom or cabinet with limited access.
- Create an organized, trackable process that can scale as your virtual office product grows:
- Keep an updated client list including client name, company name, any additional names (DBAs), and mail forwarding or scanning requirements
- Label your mailboxes/cubicles and mail folders with the client’s company name and PMB
- Set schedules and reminders for mail sorting, mail notification, and mail forwarding or scanning
- Proactively notify clients when mail arrives to increase client satisfaction and prevent mail buildup (Alliance partners get a free mail notification tool).
- Use ID checks or pre-approval for anyone picking up client mail.
- Keep records updated when clients change business names or contact info.
- If possible, offer self-serve options like mail lockers with 24/7 access.
Legal Considerations Before Launch
Before promoting your Virtual Office service, confirm that your local regulations allow businesses to register using your address. Some municipalities require additional permits or documentation for virtual business use.
Need Help?
If you’re unsure about any of the steps required to launch your virtual office service, speak to a reputable virtual office partner for help navigating the red tape (Alliance Virtual Offices is one of them, if you’ll please excuse the shameless plug).
Final Thoughts
Adding a virtual office product to your coworking space is a smart, scalable way to increase revenue, attract new clients, and maximize your existing infrastructure — without the need for physical expansion or investment.
With careful planning, attention to compliance, and a focus on service quality, you can build a reliable and sustainable income stream that complements your core offerings.
Whether you’re just starting out or refining your current approach, a well-executed virtual office service can deliver long-term value for both your business and your members.
