Running a US Company from Abroad? Here’s How to Manage Your Mail

Having a dependable way to receive your company’s mail isn’t just a convenience. It’s necessary to stay in good standing and avoid missing something important. But if your business doesn’t have a physical address in the United States — especially if you’re operating from overseas — figuring out how to handle your mail needs to be addressed early on. This is especially true for corporations registered in Delaware or similar states that allow foreign ownership and remote structures.

Is a registered agent enough?

Every U.S. corporation is required to have a registered agent. The official point of contact for your company, your registered agent is responsible for receiving legal documents, notices from the state and any formal communication that comes your way.

What many people don’t realize, though, is that basic registered agent services are often limited to just those legal notices. Regular business mail such as bank statements, IRS letters or anything outside of formal service of process, that typically won’t be included unless you specifically sign up for an additional mail handling option.

This distinction matters. Business mail from the IRS or state agencies is often time sensitive. Missing a deadline because something sat unopened at a virtual address or was never scanned properly can cause headaches that are entirely avoidable.

What can I do?

Your best bet is choosing a service that not only receives your mail but also scans and emails it to you quickly, so nothing falls through the cracks.

Several providers offer enhanced mail services in addition to the basic registered agent setup. These services are often referred to as virtual mailboxes or virtual office addresses. What you’re really getting is a dedicated address where your business mail is received, scanned and made available to you online. Some also offer mail forwarding if you ever need the physical copies; and in a few cases, you can even get help with things like depositing checks.

This setup is especially helpful when your team is based outside the U.S. or you’re not physically in one place long enough to manage mail reliably. It gives you peace of mind that nothing important is being missed and adds a layer of professionalism to how your business is presented.

If you’re considering one of these services, it’s worth paying attention to how quickly mail is processed and whether you’ll have a secure portal to access documents. The goal is to find a setup that fits your workflow and keeps your company running smoothly, without unnecessary delays or surprises.

At James Moore, we work with many businesses expanding into the U.S., often without a local team or physical presence. Our international tax advisors regularly help clients onshore their operations in the U.S., guiding them through a range of topics from entity setup and tax registrations to practical matters like choosing a reliable mail handling solution.

All content provided in this article is for informational purposes only. Matters discussed in this article are subject to change. For up-to-date information on this subject please contact a James Moore professional. James Moore will not be held responsible for any claim, loss, damage or inconvenience caused as a result of any information within these pages or any information accessed through this site.