1
Mail arrives at the office building
Post is received at the Sevenoaks office address and moved into the normal handling process during operating hours.
How our mail handling works
A clear overview of how business mail is received, processed and made available to you through Sevenoaks Virtual Hub.
The process is designed around clear address formatting, straightforward handling options and the day-to-day needs of modern businesses. It is built as a real operating service, not a decorative business address.
From delivery to notification
When business mail arrives, the office number is what connects the item to your account. Always include your assigned office or suite number in the address, especially for official correspondence, suppliers and customer-facing documents.
By default, we notify clients about every item of mail received, including marketing mail and junk mail. Clients can opt out of low-value marketing mail being forwarded, but the default approach is to make incoming mail visible so you can decide what matters.
If you are unsure which handling option is suitable, contact us and we can usually explain the differences quickly.
2
We identify it using your office number
Your assigned office or suite number helps us route items correctly and match the post to the right customer account.
3
We process it according to your package
Mail can be held for booked collection, scanned into PDF, physically forwarded, or handled according to the package and instructions available on your account.
4
You receive a notification or arrange next steps
You receive a notification and, on the collection package, a preview of the mail so you can decide whether it needs urgent collection.
Collection package
In-person collection
Yes. In-person collection is available on all virtual office packages. Clients can collect mail or parcels by booking a collection slot in advance.
Collections are available Monday to Saturday during scheduled pickup windows rather than on-demand throughout the full business day. We expect availability to expand further over time. Clients can book through the client portal, email us, or call us if they need help arranging a suitable time.
Even on the collection package, clients receive a preview of the mail item so they can judge how urgent it is before attending. The preview is not the document content itself.
By default, we hold mail in the office for up to 3 months and then securely shred it. If a client needs longer storage, we can usually hold it for longer by arrangement.
Collection booking interface
Collection booking interface
Scan package
Mail scan
The scan package is the next level up. Eligible mail is scanned into PDF and uploaded to the client portal where appropriate.
Clients receive a notification when scanned mail is ready. They can download it directly from the notification link or log into the client portal and download it there.
Secure download links may be valid for 7 days. Some business or official mail may be PIN protected where appropriate.
If you need help arranging collection or forwarding after a scan, support is available by email.
Forwarding package
Mail scan and forwarding
The highest package adds physical forwarding on top of scanning. Mail can be scanned first and then forwarded through Royal Mail.
Clients on this package still receive the scan notification and can download documents digitally before the physical item arrives.
Customers on higher packages can still choose in-person collection instead of forwarding, as long as the collection is booked in advance. Package options are shown on the virtual office plans page.
How higher-tier handling works
Scan first. Clients can review the digital copy as soon as it is available.
Forward physically. Physical forwarding is handled through Royal Mail.
Collect instead if needed. Booked in-person collection remains available even on the higher packages.
Address format
Why the office number matters
Your office number is a routing detail. It helps us identify which customer the item belongs to and reduces the chance of manual checks, delays or confusion.
1
Use the full address for official correspondence
Companies House, HMRC, banks, suppliers and customers should use the full address format we provide, including your assigned office number, so items can be routed clearly when they arrive.
2
Missing office numbers can slow things down
If an item arrives without the office number, it may require additional checking before it can be matched to an account. That can delay or complicate handling.
3
Keep the format consistent
Use the same address format across registrations, invoices, supplier accounts, website contact pages and customer documents. Consistency makes mail handling simpler.
Built as an operational service
What makes our approach different
Sevenoaks Virtual Hub is built as a straightforward virtual office service, not a decorative business address. The focus is on clear handling, useful support and tools that help professional businesses operate day to day.
If you are still comparing providers, our guide to choosing a virtual office provider explains what to check before signing up.
Clear mail handling process
Address formatting, notifications, scans, collection and forwarding are explained in plain terms.
UK-based support
Support is available when you need help with address use, mail instructions or package questions.
Practical virtual office service
The service is designed around real business workflows rather than presentation alone.
Integrated address and phone support
Virtual office packages include your choice of local 01732 or London 020 business phone services, helping keep post and calls under one business setup.
Built for genuine business use
Startups, sole traders, consultants, growing companies and established businesses can use the address, mail handling and phone features without unnecessary office overheads.
Frequently asked questions
How quickly is mail processed?
Mail is processed during normal operating hours. Timing can vary by delivery time, mail type and package, but the aim is to identify the item and follow the handling option on your account without unnecessary delay.
Can I collect my mail in person?
Yes. In-person collection is available on all virtual office packages. Clients can collect mail or parcels by booking a collection slot in advance. Collections are available Monday to Saturday during scheduled pickup windows rather than on-demand throughout the full business day. We expect availability to expand further over time.
Can you scan my mail?
Yes. The scan package scans eligible mail into PDF and makes it available through the notification link or directly in the client portal. Some business or official mail may be PIN protected.
Can you forward post to me?
Yes. The mail forwarding package adds physical forwarding on top of scanning. Forwarding is handled through Royal Mail.
What happens if I forget to use my office number?
Missing office numbers can delay or complicate handling because the office number helps route items to the right account. If it happens, contact support and use the full address format going forward.
Can I use the address for Companies House?
Many customers use the address for Companies House. The main point is to use the full address format we provide, including your assigned office number, so correspondence can be routed correctly.
Do all packages include scanning?
No. Scanning starts from the scan package. The collection package still includes a mail preview and notifications so you can judge how urgent collection is.
How long do you hold mail for?
By default, mail is held in the office for up to 3 months and then securely shredded. If you need longer storage, contact support and we can usually confirm suitable arrangements.
Need a business address with real mail handling?
Sevenoaks Virtual Hub gives your business a clear TN13 address, mail handling options and included business phone support from one straightforward hub.