27th Jun2011


by The Gate

What is a Mailbox? How does it work?

The Virtual Mailbox provides businesses with a physical location which allows any personal addresses to remain private. All post, parcels and packages are received here at The Gate on a Mailbox user’s behalf which can then be collected at any time.  When an item of post arrives for a Mailbox we notify the client by email within the same day, and it can then be collected it at their convenience. Unfortunately, we cannot currently provide a mail forwarding service.

What do I need to do to set up a Mailbox?
In order to set up a Mailbox you’ll need to complete an Application Form, and return it to us, along with some forms of ID which a) confirm your identity and b) confirm your own address. You’re most welcome to just come in and we can help you complete the form. Following the successful completion of a form and once we have verified your identification, we will take an initial payment for the first month (or part-month) which gives you time to set up a Standing Order at your bank or via internet banking.
All Mailboxes are managed from the 1st of the month. If you’d like to join the service part way through a month, you can pay a ‘part-month payment’. This is calculated by dividing the £12 per month cost by number of days in the month and then multiplying that by number of days remaining in month.
If you’re not sure about any part of the service or want any information, please don’t hesitate to get in touch. We’d love to help.

What ID do I need to provide and what will be done with it?
You’ll need to provide some form of photographic ID e.g. a Passport or Drivers License. You’ll also need to prove that the name and home address provided on the application form is yours. You can do this by providing a utility bill or bank statement etc.

We will photocopy these proofs of ID and Address and then store them electronically. All data provided will be held in accord with the Data Protection Act. If Companies House, HMRC, Police, UKBA or similar require us to declare your contact address we will email you to inform you that this has happened.

How do I pay for the Mailbox package?
Every month the Virtual Mailbox Service is used must be paid for on the 1st of every month. You can do this by setting up a Standing Order with your bank or by prepaying for several months in advance. If, for any reason, we do not receive a payment at the beginning of a month then your Mailbox account will be put ‘On Hold’ (activity will be frozen) until the payment is received. You will be given 3 months to catch up with your payments before your account is closed. We kindly suggest that if you are intending to discontinue your mailbox service you change your address to clients/customers in good time.

If you intend to start your Virtual Mailbox Service part way through a month please read the FAQ for ‘How do I set up a mailbox’ at the top of this page

Can I register this address as my ‘Registered Office’ at Companies House/Charities Commission?
Yes. For an additional £3 per month fee you can use the Virtual Mailbox Service address as your Registered Office address with Companies House. Companies House will automatically update HMRC about your change of address.

Do you accept Parcels/Packages as well as standard post?
Yes, you’re welcome to have parcels/packages delivered to your Mailbox at no extra cost, however we do ask that they are collected within 7 days of you being notified.

How much ‘Notice’ do I need to give if I want to cancel my Mailbox?
We have so much confidence in the quality of the service, you need only give 1 (full) month’s notice of leaving the service. Unfortunately we cannot process refunds (if service is paid for upfront), or if payments by Standing Order are not cancelled by the mailbox user. If any additional post arrives at the Mailbox we will contact you (unless requested to stop) and you can chose to purchase an additional month’s use to gain access to the post.

How and when can I collect my post?
You can collect your post at any point during The Gate’s opening hours and you don’t need to give any notice of coming in to collect post. If you ask the receptionist for your post they will be able to collect it for you. If you aren’t recognised by the reception staff you may be asked to present ID.
We are normally open from 8am to 9pm, but some evenings or weekend days we may be closed. If you are hoping to collect post after 5pm or on a weekend it is advised that you call ahead to check that we will be open.

Is there space to meet people at The Gate?
Yes, we have a number of different sized rooms available for hire for meetings or presentations and we offer 25% discount on room hire to all Mailbox Users. Additionally,  you are more than welcome to enjoy the use of our cafe with colleagues and friends throughout the week.


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