When considering renting a virtual office in the center of Wrocław, it is worth starting with the most basic package, which includes providing an address for company registration and the collection and handling of correspondence. The scope of the package can then be expanded as required.
At IdeaPlace, we make sure that our clients feel relieved of everyday office duties and that our work is performed scrupulously. Every day we collect letters and courier parcels, which are treated individually by us – taking care of the confidentiality and protection of personal data of each of our clients.
At the beginning of cooperation, we recommend giving us a postal authorization that will enable the full provision of correspondence collection services, including registered letters and with acknowledgment of receipt. Together with it, the client decides on the scope in the notification of incoming correspondence. Such a decision in no way affects the price of the package and may change during the cooperation. We care about the full comfort of our clients, so we are flexible in this matter. During the postman’s visit, we only accept letters addressed to customers with whom we currently work, and then provide information directly to each of the addressees. Notification is always done by email, but we also consider individual needs as part of additional communication channels. The aforementioned scope of notifications depends on the Client’s decision. There are three variants to choose:
- messages containing only information about the type of shipment and its sender,
- messages with the option of sending a scan on request – if in response to the notification we receive information that this letter is required to be scanned, then we open the letter and the customer receives a scan of its contents,
- the customer, upon arrival of each letter, receives a message containing information about its type and sender, as well as a scan of the contents of the shipment.
After informing the customer about the correspondence waiting for him, each shipment is properly recorded, taking into account the date of receipt and its sender, and then it is stored in a place dedicated to the customer with the highest level of caution and confidentiality.
The next issue is the collection of stored letters and parcels. Most customers visit IdeaPlace in person for this purpose or collect mail when using other services on site (e.g. renting a room for a business meeting).
For people who cannot appear in person to receive correspondence, there are two solutions.
The first is the ability to authorize a third party to collect mail addressed to the company. This can be done once, by providing us with such information by email, or by means of a postal power of attorney, authorize the person without restrictions.
It is worth remembering that in the case of companies, all persons representing the company’s bodies are automatically authorized to collect correspondence.
The second solution is to arrange a one-time or cyclical shipment of correspondence to the customer in a specific way, setting the operator and sending dates.
At IdeaPlace, we take care to provide our clients with comprehensive business support and with the possibility of comfortable remote work, without worrying about the administrative back-office and company security. We approach each case individually, maintaining full professionalism, reliability and ensuring the confidentiality of information.
It is also worth remembering that our virtual office service is not only a virtual address for receiving and handling correspondence, but also many other beneficial amenities, such as access to a physical workplace in the center of Wrocław or a virtual assistant, which allow you to enjoy a fully professional office.
Jutta Hutsch-Kasprzyk
Jutta Hutsch-Kasprzyk is an experienced Chief Operation Officer who has focused on optimizing business processes and reducing operational costs throughout her career. She is a talented negotiator, building strong relationships with key contractors and customers. Her skills in managing company affairs, organizing team work, and developing strategies have contributed to the success of IdeaPlace on the business map of Wrocław.
