The most common worry about cheap virtual offices is: “if it’s cheap, the service must be stripped-down and you’ll pay extra for everything”. In this guide we look at where the low price comes from, what to ask the provider before signing and which extra charges to watch out for.
If you are looking for a comparison of the costs of premises, coworking and an address alone, see our guide how much an office in Warsaw costs.
Cheap doesn’t mean stripped-down – the scope is what counts
Price and scope of service are two different things. There are expensive offers with a narrow scope and cheap offers with a full one. What counts is not the amount itself, but what you get for the price and what you pay for separately.
A good example is mail scanning. Some providers charge per page or set a monthly limit, so a low subscription grows with the number of letters. That’s why, before signing, compare not only the monthly price but also the cost of scans, shipping originals and contract changes.
Where does the low price come from?
A virtual office can be cheap for simple reasons:
- You don’t pay for premises. You don’t rent square metres, so you don’t pay rent, utilities or cleaning – you use one address together with other companies.
- Online service. A client panel and app let you manage mail online, without involving the office staff in every matter.
- Scale. Serving many companies at one address spreads fixed costs across many clients.
Questions for the provider before signing
Instead of comparing only the subscription amount, ask every provider the same questions:
- Is scanning included and unlimited? A per-page fee or a letter limit can raise the monthly cost.
- How quickly will I be informed about a letter? Official letters have deadlines – what counts is when you find out.
- Is there an online panel or app? Your scans are then in one place, without searching through emails.
- Does the address serve sole traders (JDG) and KRS companies? Not every provider agrees to register companies at its address.
- How much does shipping originals cost? Originals are sometimes needed, e.g. at a court or a bank.
- How long is the contract and how do I terminate it? The lowest price often applies to a longer period.
For comparison: at VBIURO mail scanning is free and unlimited in every package, and the Client Panel and app are available 24/7. The STANDARD package costs PLN 59 net/month with monthly payment (first month PLN 1), PLN 49 net/month with an annual contract and PLN 39 net/month with a 2-year contract. There is no minimum contract period, and the notice period is 1 month. Shipping a parcel of letters once a month is included in the PRO package. Details can be found on the page virtual office in Warsaw – prices and scope of services.
What to watch out for with cheap offers
Apart from the questions above, pay attention to two things you can’t see in the price itself.
Conditions of the lowest price
Check what the lowest advertised price applies to: the contract period, the first month or a package with an additional service. For example, at VBIURO the address for PLN 29 net/month is available only with an accounting contract (billed separately), while the address alone in the STANDARD package costs PLN 59 net/month with monthly payment.
Provider reliability
You entrust someone with your mail, including letters from public authorities. Check reviews of the company and read the contract before signing. If you conclude the contract as a consumer, you have 14 days to withdraw from it.
When is a cheap virtual office enough?
A cheap virtual office works when:
- you need an address for CEIDG or the KRS, but you don’t need a desk,
- online scans of your letters are enough and you rarely collect originals,
- the contract has no extra charges that would raise the price for your number of letters.
If you need a meeting room, regular shipping of originals or a place to work, compare more expensive packages or other models – our guide coworking, serviced office or virtual office will help.
Summary
A cheap virtual office in Warsaw doesn’t have to be worse – it all depends on what the price includes. Before signing, check scanning, notifications, service for sole traders and companies, the cost of shipping originals and the conditions of the lowest price. The full list of criteria is discussed in our guide how to choose a virtual office in Warsaw.