Transitioning to a digital mailroom is a rewarding journey, but some are hesitant due to the change of address/mail forwarding process. Ensuring a smooth transition for your mail is a crucial step in the process. In this resource, we will guide you through the process of forwarding your business mail through the United States Postal Service (USPS). This will allow you to move your mail quickly and efficiently, guarantee your mail won’t be delayed, and maintain uninterrupted communication with clients and partners during your digital mailroom transition.
Step 1: Early Planning: The key to a successful mailing address change for your business is early planning. Although some mail forwarding can begin within three business days, it can sometimes take up to two weeks, so begin by planning your start date with your digital mailroom service provider. Give yourself enough time to complete all the necessary steps in the process and notify your staff, business partners, suppliers, and important contacts about the upcoming transition. You will want to provide them with the new address details, as well as an update to your website if needed.
Step 2: Visit the USPS Website: Go to the USPS website (www.usps.com) and navigate to the “Business” section or use the search bar to find the “Change of Address” page specifically designed for businesses. (Start here.) If you prefer to do the process in person, head to your Post Office and request a change of address form from a Retail clerk.
Step 3: Start the Process: On the “Change of Address” page, choose the option for business. Make sure you have all the relevant information ready, including your business name, current address, new address, start date and contact information.
Step 4: Identity Verification: To prevent unauthorized address changes, the USPS may require identity verification for businesses. Be prepared to provide additional documentation or verification if requested by the postal service. You can opt in online to receive a verification code or link on your mobile phone, or go to a Post Office with an acceptable photo ID to complete the verification in person.
Step 5: Confirm & Monitor: After completing these steps, the USPS will mail a Movie Validation Letter to your old address and a Customer Notification Letter or Welcome Kit to your new address to validate the move. Regularly check that your digital mailroom service provider is in fact receiving your mail and that you are no longer receiving it at your old address.
*This will only change your mailing address with the Post Office and will not change the address you have registered with government agencies.
In conclusion, forwarding your business mail and making that change of address with the USPS is a crucial aspect of a digital mailroom transition. By following these steps and planning ahead, you can ensure that your business will continue to receive mail without interruption during the transition. Remember to keep your business partners and clients informed of the change, and upload your address on various platforms to maintain smooth communication as needed. With careful preparation and coordination, your business can make a seamless transition to a digital mailroom. Check here for more specific details on the rules of mail forwarding and change of address.