MAIL HANDLING
FREQUENTLY ASKED QUESTIONS
Are there mail handling services?
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Office In America Co. offers mail forwarding services. We understand your time is valuable. Instead of driving to the office to pick up your mail, we can forward them to you in suitable packaging, to any address of your choice.
What are mail handling services
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Mail forwarding is a service that provides you the ease of doing business wherever you are. It allows you to alternatively receive your mail without having to pick it up directly from the office.
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Mail forwarding services essentially work as a middleman so you can be assured your mail is initially sent to a secure location before it gets sent out elsewhere. Many people choose mail forwarding when they do not have a permanent address or if they travel frequently and need their mail to be sent to other places.
How much do mail handling services cost?
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We only charge $8.95 per forwarding, the stamp, material and 20% administration fee. Many of our customers take advantage of this convenience on request, weekly, bi-weekly or monthly basis. It is totally up to you! Forget the hassle of keeping up with multiple services to run your business. We offer mail forwarding to provide a one-stop-shop for essential business necessities.
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Not only do we notify all of our clients when they receive mail, we send snapshots of what type of mail is received, from who and when. Other virtual offices charge pricey administration fees to do this, but with us it is included in your package.
How can I access my mail digitally with the mail handling service?
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We are here to make your life easier. There is no need to go to a portal, login with a username and enter a password. With Mail Handling service which is included in Classic, Standard and Premium package, you will get a snapshot of the letters received on a daily basis. If you want to see the content, simply reply to that same email. You will
How do I stay informed about the arrival of my mail and packages with your mail handling service?
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With our mail handling service, we prioritize keeping you informed every step of the way. As soon as your mail or package is received and processed, we promptly notify you. This real-time notification system ensures that you are always aware of any important mail you receive, allowing you to stay on top of your business communications with ease.
What do RVers do with their mail?
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RVers travel the road all the time. A virtual office like Office In America Co. is their ally. We are RVers permanent address for Mail Handling. We check all mail daily. Not only do we notify all of our clients when they receive mail, we send snapshots of what type of mail is received, from who and when. Other virtual offices charge pricey administration fees to do this, but with us it is included in your package.
Will I still need to use paper mail?
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There are some things that are required only to be sent and received via traditional mail. These include IRS documents, Social Security documents, credit or debit cards, passports, and ID’s like drivers licenses. Jury duty summons are still sent through traditional mail, although the next steps are often offered online. Handwritten letters are also best sent this way.
How do we forward mail?
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When mail is received to our corporate address, we separate it by name, group it and package all of your contents all in a large envelope to be forwarded out to the address you provide us. You’ll never be confused with having to sort out which mail was forwarded because we group it all with a package that has our company name and logo so it is easy to distinguish.
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When you choose to have your mail forwarded, it is done by default on a weekly basis unless you request otherwise. Biweekly or monthly are options if you would prefer that. When you sign up with a service package that includes mail forwarding, all you need to provide us with is the address you want your contents forwarded to, and how often you want it to be forwarded.
What is USPS Media Mail?
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Media Mail is the most cost efficient way to ship educational materials. If you are in an industry that requires shipping or receiving educational materials like CD's, film, records, learning books or printed test materials, using this USPS service will save you money. For more info for what qualifies as Media Mail, click here.
UPS Mailbox cost
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A small business mailbox at UPS will cost you $90 minimum for 3 months.
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At Office In America Co., you can receive our classic package for around this same price and you will get so much more than a mailbox! Our classic package includes a professional business address for you to use, mail handling & forwarding, your own 411 listed business phone number, live reception, phone answering, package handling, private office space, and teleconference number.
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A large business mailbox for 3 months costs $120 at UPS.
What's the purpose of a PO box?
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A PO box is a physical address that can be used to receive mail. It's useful for people who want to keep their home address private, or for businesses that want to have a mailing address separate from their physical location. PO boxes can be rented from the post office, and they can be located in different cities or states from where the renter lives or works.
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This can be helpful for home based businesses that want to avoid giving out their home address, or for businesses that have employees in multiple states or countries. PO boxes are also convenient if you travel frequently and need a reliable way to receive mail while you're on the road.
Is a virtual mailbox better than a PO Box?
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A virtual mailing service gives you more services than you would with a traditional PO box. With a virtual mailbox at a virtual office, you can have your mail sent to a secure and professional location, where it will be processed and scanned-in for you. You will also be notified via email each time mail has arrived for you.
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With a virtual mailbox, you can access your mail contents from anywhere in the world, while a PO box is limited to certain locations. Additionally, a virtual mailbox can be managed online, or by a simple phone call to the provider, whereas you must go to the post office to access your PO box.
Can you register your business with a PO Box address?
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The vast majority of states do not allow LLCs, corporations, or partnerships to be formed using a PO box. A physical street address is required for a registered company address. We recommend utilizing a virtual address for your registered address and mail if you don't have an office space and don't want to use your home address.
Can I use a virtual mailbox for my LLC?
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Whether you're a sole proprietor, LLC or a corporation, you have the option of using a virtual mailbox address at a virtual office as your business' legal address. You can receive your regular business mail as well as legal correspondence at your virtual address.
What is a mail forwarding service?
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A mail forwarding service is a type of postal service that allows individuals to send and receive mail at a different address than their primary residence. This can be useful for people who move frequently or have multiple residences. Mail forwarding services typically have a network of locations where mail can be sent and received, making it convenient for customers to access their mail from anywhere in the world.
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At Office In America Co., you can get a mail forwarding service here in Houston, Tx with our Classic Package.
How long can a mail handling service hold my mail or packages?
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For the packages we can only hold them for 7 days. On the eighth (8th) day you will be charged an additional $10 for each week within 3 weeks only. Beyond 3 weeks, the package will be returned to the sender.
Is a mail handling service suitable for small businesses?
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Yes, a mail handling service can be highly beneficial for small businesses. It provides a professional address, mail sorting, and package handling services, which can enhance the business's credibility and streamline mail management. Additionally, it allows business owners to focus on core operations rather than dealing with incoming mail logistics.
Are mail handling services secure for handling sensitive documents?
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At Office in America Co, the security and confidentiality of our customers' mail is our top priority. We implement encryption measures for online platforms, secure storage facilities, and strict access controls to ensure sensitive documents are protected from unauthorized access.
How do I choose the right mail handling service for my needs?
When selecting a mail handling service, consider the following factors:
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Reputation and reviews: Check online reviews and testimonials from existing customers to gauge their satisfaction.
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Range of services: Ensure the service offers the specific features you require, such as mail scanning, package forwarding, or phone answering.
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Pricing: Compare pricing plans and understand the costs associated with a virtual office, live receptionist, mail handling, storage, and forwarding.
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Security measures: Confirm that the service has robust security protocols to safeguard your sensitive information.
Is my mail handled with strict privacy and security measures?
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Absolutely! At Office in America, we prioritize the confidentiality of your mail. Our stringent protocols ensure that your sensitive information remains fully protected and private. Your mail will only be opened or forwarded upon your written request.
Does Office in America have a secure mailroom to ensure the privacy and security of my mail?
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We do. We take mail security seriously. We have a dedicated and secure mailroom facility where all incoming mail and packages are handled with strict confidentiality measures in place.
What mail forwarding service is based in the US?
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At Office in America Co, we provide you with your own mailing address in the United States. You can receive your mail and packages through us without residing in the United States — everything from letters to very large packages — and we will forward them to your home address.
How can I track my mail?
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Many postal services offer tracking options for packages and certified mail. You'll receive a tracking number that you can use to monitor the delivery status online.
What's the difference between regular mail and certified mail?
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Regular mail is the standard postal service without additional features like tracking or proof of delivery.
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Certified mail provides a receipt showing proof of mailing and a record of delivery. It's often used for important documents to ensure they reach the recipient.
How does a mail handling service work?
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When you sign up for our mail handling service, you are assigned a unique corporate address. All your mail, packages, and parcels are sent to a corporate address. We then receive the items, sorts them, and notifies you of their arrival. Depending on your instructions, we can either scan the mail, shred and email it to you or forward it to your physical address.
How long can a mail handling service hold my mail?
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For the mail we can hold for over a month, but we encourage our clients to get their mails upon notification.
Is a mail handling service suitable for small businesses?
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Yes, a mail handling service can be highly beneficial for small businesses. It provides a professional address, mail sorting, and package handling services, which can enhance the business's credibility and streamline mail management. Additionally, it allows business owners to focus on core operations rather than dealing with incoming mail logistics.
Are mail handling services secure for handling sensitive documents?
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At Office In America Co., the security and confidentiality of our customers' mail is our top priority. We implement encryption measures for online platforms, secure storage facilities, and strict access controls to ensure sensitive documents are protected from unauthorized access.
How do I choose the right mail handling service for my needs?
When selecting a mail handling service, consider the following factors:
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Reputation and reviews: Check online reviews and testimonials from existing customers to gauge their satisfaction.
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Range of services: Ensure the service offers the specific features you require, such as mail scanning, package forwarding, or phone answering.
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Pricing: Compare pricing plans and understand the costs associated with a virtual office, live receptionist, mail handling, storage, and forwarding.
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Security measures: Confirm that the service has robust security protocols to safeguard your sensitive information.
Are there options for mail shredding and disposal services?
At Office In America, we provide comprehensive mail handling services that include secure mail shredding and disposal options within our packages. These services are especially valuable for both individuals and businesses seeking a secure and efficient means of disposing of unwanted or confidential mail items. We employ state-of-the-art micro-shredding equipment to guarantee the complete destruction of your document contents, ensuring that sensitive information remains confidential and protected throughout the disposal process. Your privacy and data security are of utmost importance to us, and our mail shredding services are designed to align with these priorities.
Why is mail handling important?
Business depends on swift channels of communication, one of the most important of which is the mail. Mail will enter and leave your office through the postal service, inter-office mail or private courier. Efficient handling of incoming and outgoing mail will make an office function smoothly and effectively.
Mail handling facilitates communication, ensures the secure transfer of information, supports business operations, maintains legal and regulatory compliance, protects confidentiality, enhances customer service, and contributes to record-keeping and cost savings. It plays a crucial role in both personal and professional contexts.
How often is my mail forwarded and what is the cost?
Mail forwarding can be added to any Virtual Office plan quickly and easily. Mail can be forwarded on a daily, weekly, bi-weekly, or monthly basis. If forwarding is not required, mail can be collected at the office during business hours at no additional cost.
How do I choose the right mail handling service for my needs?
When selecting a mail handling service, consider the following factors:
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Reputation and reviews: Check online reviews and testimonials from existing customers to gauge their satisfaction.
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Range of services: Ensure the service offers the specific features you require, such as mail scanning, package forwarding, or phone answering.
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Pricing: Compare pricing plans and understand the costs associated with a virtual office, live receptionist, mail handling, storage, and forwarding.
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Security measures: Confirm that the service has robust security protocols to safeguard your sensitive information.
What are the benefits of using a mail handling service for document security and organization?
Mail handling service can also provide several advantages regarding control of the security and organization of documents
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Enhanced Security: However, the mail handling process ensures safety provision of incoming mails and packages. They frequently apply highly sophisticated security methods including surveillance CCTV cameras, access control and alarm systems to make sure that the documents with a confidential nature will not be stolen or altered.
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Confidentiality: The mentioned services guarantee that confidential information is treated with due care. They can set rigid policies for the protection of confidentiality, minimizing a possible loss or data leakage.
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Organization: Mail processes include classification, storage of the incoming documents and that makes it a comfortable situation to find everything needed.
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Digital Scanning: Various mail management companies have document scanning service that transforms physical pieces of paper into digital files.
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Remote Access: Having digital scanning and online access, you can read your mail even when away from home or office. This is indeed advantageous for companies whose employees are spread out or work remotely.
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Reduced Mail Handling Overhead: By outsourcing the handling of mail, one can save on in-house labor to manage and sort incoming correspondence. This may result in cost cuts and enhanced productivity.
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Compliance and Record-Keeping: However, most industries have regulatory standards to keep records and be compliant.
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Mail Forwarding and Package Receipt: Mailing services are very instrumental in offering mail accommodation for individuals and companies traveling continuously between various locations.
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Environmental Benefits: This provision of mail handling services will help to eliminate the physical requirements for document storage and transport and as a result, provide sustainable approach in terms of eco- friendly way.
Indeed, a mail handling service provides an all-rounded solution for document security and management. It does not only increase the security surrounding confidential information but also improves on document management procedures.
How does the filing and storage of mail work in your system?
Our mail management solution is an innovative systematically designed to facilitate the filing and storing of your business correspondence, providing you with a safe and organized way of managing your mail. Our team of workers checks the e-mail once we receive it which is followed by sorting the items that match your selection or instructions. We leverage modern technologies and effective processes for scanning your mail and consequently, you will have a quick and convenient online portal to access your documents.
Every letter is likewise methodically stored through our system and so retrieved whenever it is required. Customize your processing to help you work with digital mail or physical mail, your choice! Thanks to our multiple filing and storage capacities, it would be easy to work with a well-organized system of business correspondence, reducing the clutter and ensuring the readiness of important documents.
In brief, our mails filing and storage system has three important features. The system optimizes operations, guarantees safety and gives you full control over business correspondence. With Office In America, you can trust that your mail is in safe hands, allowing you to focus on what matters most: building your brand.
Can I request specific handling for different types of mail, such as scanning or forwarding?
Yes, indeed! It goes without saying that handling every single mail piece differently from each other for its content and seek of its values to your business is what we know by heart at Office In America. Therefore, we provide you with the convenience to individualize the way the mail is taking care in accordance with your individual tastes and demands.
Whether your documents must be digitized by scanning and forwarded to a different person via a fax machine or just shredded and disposed of for confidentially, we offer a fully equipped mailroom. Our professional and experienced staff will take care of the task.
This Mailsort task requires that our precise and careful team, after getting your specifications, goes hand by hand by detail to ensure proper delivery and handing of each of your mails. Management of invoices, contracts, significant letters and other forms of mails is not a problem with our system, whether you are using it for processing or best standards for execution.
Make your correspondences more efficient with the facility of a flexible mail handling service, which empowers you to manage your business mails in a way that best suits your workflow. Either you are moving and need electronic access of documents or require physical copies transferred to another office system – we would be equally ready to serve.
Our mission is to serve you with a smooth and customized shopping process which focus on and relieve you of the unimportant details giving you enough time to attend to what actually matter. Ever thought that managing your mail was an arduous task? Offices In America have made getting your mail and responding to it easier.
Is the mail handling service available for both incoming and outgoing mail?
Yes, the mail handling service provided also includes incoming and outgoing mail, making it easy for organizations to deal with their correspondence. This service is intended to address the management of your mail in a most proper and professional manner so as to enable you to concentrate on your core business.
Our team receives, scans, and safely stores all the mail that is addressed to your business. This ranges from letters, parcels, and all sorts of correspondence that people engage in. Your mail is respected and kept as confidential as you would want it to be. Outgoing mail is supported by organizing, preparing, labeling, packaging, and sealing for dispatch. Our team makes certain that your mail is properly addressed so that it is not returned but rather delivered.
What types of mail can I receive at my virtual office address?
Virtual office addresses enable businesses to receive numerous business-related correspondences, including letters, along with invoices, checks, contracts, legal documents, marketing materials, and small deliveries. The service functions as an excellent address solution that provides business professionalism at rates that beat out actual office costs.
Our service process handles your mail securely from entry to sorting along with storage until you select your mail handling choice between pickup, forwarding, or digital scanning. The service handles small parcels, but it imposes limitations for big or large items because of storage capacity restrictions. Contact us in advance about receiving large or heavy shipments since our services will need to confirm their size and weight permissions.
The mail-forwarding service provided by our real street address enables your business to obtain official government documents as well as tax papers and banking correspondence to support smooth professional business operations.
Do you accept bulk mail or high-volume deliveries?
Large mail volumes or high-volume deliveries are possible with our service, but specific agreements are needed to manage efficient processing and storage systems. Our team needs to know about your large mail or package or marketing material volume before providing suitable solutions. Our operations include personalized solutions for bulk mail management and sorting in addition to secure and confidential forwarding services. The cost may increase according to delivery frequency together with the amount of material being transported. Find the ideal approaches to handle your high-volume mail by reaching out to our team right now.
Do you offer digital mail scanning services?
Yes! Digital mail scanning constitutes one of our services to deliver email attachments of processed postal materials for enhanced remote accessibility. The mail scanning service provides an excellent solution for people who work remotely or travel often because it enables immediate access to essential documents. The mail scanning solution at our facility enables you to receive safe digital mail copies through email so you can maintain awareness without physical site visits. Our company provides both email delivery of scanned mail copies through digital services and physical delivery by mail forwarding. Our scanning service allows you to manage your business mail through easy and efficient operation.
How often can I request mail forwarding?
Business owners possess complete flexibility regarding mail forwarding schedules, which can be set as weekly, bi-weekly, or monthly delivery intervals according to operational requirements. Our service provides time-sensitive clients with expedited delivery choices for those who need to access crucial documents in a hurry. With our adaptable service you receive uninterrupted mail service anywhere you need it along with protection for the secrecy of your correspondence. We will take care of all logistical needs to allow you full business operational efficiency.
How do I access my mail if I'm not in Houston?
Our secure mail scanning service enables you to access business mail at any location through an easy remote system. Through our scanning process, you can receive electronic versions of your mail documentation in PDF form by email, which enables quick understanding and timely response to essential messages from anywhere. Our added service lets you access business mail in a secure manner, which provides the comfort of communication regardless of your location or traveling status. Placing your mail into our scanning system ensures that you receive all vital info and maintain fast response capabilities.
Can I open and scan my mail remotely?
Yes! Our service allows you to preview and review all your mail content through digital scanning. After a full scan completes, you can make straightforward decisions about the items through forwarding storage or discarding actions. The solution enables you to handle office correspondence electronically without paper, which keeps your business organized regardless of where you find yourself.
What happens to unwanted or junk mail?
The control of unsolicited or junk mail processing is entirely yours. We need to know which option you choose from the available options of secure shredding, recycling, or delivering through normal mail. The ability to customize your mail handling keeps both organization and specific business requirements focused through this approach.
Is there a limit on how much mail I can receive?
Standard plans from our company come with pre-determined mail handling capacities that match the needs of small to medium-sized companies. Our company provides adaptable options tailored for businesses that handle substantial volumes of mail so you can receive standard service while managing all correspondence efficiently.
Can I choose to have my mail scanned and emailed to me instead of forwarded?
We do indeed have the capability to scan and email your business mail directly to you. The digital review of important documents is offered by this service; hence, you don’t have that need to physically deliver. Perfect for business owners that need quick access to their mail for traveling or operating remotely.
How long do you store my mail before it needs to be picked up or forward?
Usually, we store your mail within 30 days to make it safe and secure. If you do not pick it up in that period, we will alert you to pick it up or forward it.
How often is my mail processed and updated in the system?
Upon reaching the USA, mail is processed quickly, and updates and notifications are sent during the same business day. This way, you always know what’s important, making decisions easy and reducing the time you spend on each letter.
Can you forward mail internationally if I'm traveling or relocated?
Yes, using our services, your confidential business letters are safely forwarded by mail around the globe, maintaining your communication no matter where you are.
Is it possible to receive photos of the outside of unopened mail?
Yes, we can provide clear images of the envelope or package exterior, allowing you to easily identify the sender and make informed decisions about pickup, forwarding, or other handling options.
Can I request same-day mail forwarding?
Yes, we provide same-day mail forwarding upon request during business hours, allowing you to receive critical business documents or time-sensitive correspondence promptly and without unnecessary delays.
Do you accept certified or registered mail?
Yes, we receive all kinds of incoming mail, certified, registered, and signature deliveries alike, and your important business packages and documents are treated securely and professionally.