Virtual Office Services Agreement Template

What is a virtual office services agreement?

A virtual office lets a business use a real street address for its mail, website and stationery without renting space. For the provider the risks are clear: a client that never passes identity checks, an address used to look bigger or more local than the business really is, unpaid fees, and mail that keeps arriving long after the client has gone. A virtual office services agreement deals with each of them.

This template records the address and exactly how the client may use it, from a mailing address only to a registered office where the law allows it, and says plainly that it is a licence, not a lease. It covers identity and address checks, mail held for collection, scanned or forwarded on a set frequency, which parcels are accepted, how long uncollected items are held, optional phone answering and optional meeting room credits. It sets the fee, set-up fee, deposit and extra charges, a minimum term and notice period, the client's duty to remove the address everywhere when it leaves, 30 days of mail handling after closure, confidentiality and a limit on liability.

When to use a virtual office services agreement

• A consultant who works from home but wants a city-centre business address
• An overseas company that needs a local address for correspondence
• A start-up using a coworking space's address with a few meeting room hours each month
• A sole trader who wants mail scanned and emailed while travelling
• A business centre formalising its address and mail terms for all clients

What you fill in

25 blanks, then the name and email of each person who signs: provider, client.

What the virtual office services agreement covers

1. Use of the Address
2. Identity checks
3. Mail and parcels
4. Fees
5. Term and ending the Agreement
6. Privacy, liability and general

Using the virtual office services agreement, step by step

1 Name the client and its real address

Enter the client business, its registration number if it has one, and where it actually lives or trades. That address is used for identity checks.

2 Set how the address may be used

Choose mailing only, mailing plus business address, or registered office where allowed. The client confirms it checks the rules of any registry or regulator.

3 Describe the mail service

Choose how mail is handled, how often it is scanned or forwarded, which parcels are accepted and how long unclaimed items are held. Add phone answering or meeting room credits if included.

4 Fees, term and send

Enter the fee and how often it is charged, any set-up fee, deposit and extra charges, then the minimum term, notice period and governing law, and send it to the client.

Tips before you send it

• Complete the identity checks before the client starts giving out the address. In many places address providers are required to verify their clients and keep records.
• Rules on which addresses may be used as a registered office or for licences vary. The agreement puts the duty to check on the client, but don't advertise uses your address can't support.
• List postage and handling charges in Extra charges so forwarding costs are not a surprise.
• When a client leaves, the agreement gives 30 days of mail handling. Diarise it, then return later mail to the sender.

Virtual office services agreement: frequently asked questions

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This template is a general starting point, not legal advice. Laws differ between countries and states — have a lawyer review the agreement for your situation before you rely on it. Page last reviewed 2026-10-25.