Introducing our Digital Mailroom

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If you have a registered office and/or service address with Quality Company Formations, then we’ve got big news about exciting improvements we’re making to the way we handle your government mail.

On 24 April 2018, Quality Company Formations will be introducing a brand-new Digital Mailroom – and we think you’re going to love it.

How does our new Digital Mailroom work?

Above all else, our Digital Mailroom will enhance the way we’re able to handle your official government mail from governing bodies such as Companies House and HMRC.

It works by using our new, state-of-the-art envelope opening and mail scanning equipment to securely and discreetly open your mail, scan it, and send it to you by email on the same day we receive it, so you no longer have to wait for your mail to be delivered. We’ll also hold on to the original mail item for 7 days, just in case you’d like it sent to you.

If you do decide you’d like us to send you the original item of mail, all you need to do is email our Digital Mailroom team at digitalmailroom@qualityformations.co.uk and we will post it to you.

Looking for a convenient place to store your mail?

Our Digital Mailroom doesn’t just email you copies of your government mail, you will also be able to access digital copies of each scanned mail item, wherever and whenever you want.

How? Simply log into your client portal, and navigate to your registered office or service address service, where you will be able to view, print or download all the items of scanned mail we’ve sent you for your selected address service.

A Guide to Company Addresses

Which email address will the Digital Mailroom send my scanned mail to?

All scanned mail items will be sent to the email address we have on file in your Quality Company Formations account. But if you’d like to change the email address your government mail is sent to, the process is quick and easy.

To change your email address, all you’ve got to do is follow these four simple steps:

  1. Log in to your online customer portal.
  2. Select ‘My Account’ on the left-hand side of the tab.
  3. Select ‘My Details’.
  4. Under ‘Email Addresses’ and ‘Primary’ enter the new email address you’d like to use, and then select ‘Update Details’

It’s that simple – but if you run into any questions, you can always call our Customer Service Team on 020 3908 0044 or send an email to digitalmailroom@qualityformations.co.uk for support.

If I request an item of mail to be forwarded, what address will it be sent to?

If you request an original item of mail to be forwarded by post, we will send it to the address we have in your Quality Company Formations account.

To change your forwarding address, just follow these four easy steps:

  1. Log in to your online customer portal.
  2. Select ‘My Account’ on the left-hand side of the tab.
  3. Select ‘My Details’.
  4. Under ‘Postal Addresses’ and ‘Primary’, click ‘Choose Another’. Then, either select one of the recently used addresses listed, or select ‘Add New Address’ to add a new forwarding address.

Add us to your Contacts List

To make sure you receive our emails with your scanned mail, and they do not end up in your junk or spam folders, please add our email address mailservice@qualityformations.co.uk to your Contacts List.

Having trouble?

Don’t worry. You can always call our Customer Service Team on 020 3908 0044 or send us an email to digitalmailroom@qualityformations.co.uk. We’ll be happy to provide any support you may require.

How will the new Digital Mailroom make my life easier?

The launch of our Digital Mailroom is a huge development, and we’re incredibly excited about it. As a Quality Company Formations client, our new and improved services mean you will be able to:

Get your mail quicker

Now, you’ll be able to look at your mail on the same day we receive it, and you can access it from any device, no matter where in the world you are based.

Access documents while travelling

Are you between addresses? Are you on holiday? You’ll still be able to gain immediate access to your government mail – on the same day we receive it.

Enjoy privacy

Our Digital Mailroom technology securely opens your mail, assigns it to your company, and sends the scanned item directly to you.

Stay organised

As long as you’ve got an account with Quality Company Formations, all of your scanned mail will be accessible on your online customer portal. You will no longer need to worry about losing any of your important government correspondence when you need it most. Simply log in to your client portal to view, print or download it!

Go paperless

Is your workspace overflowing with paperwork? Our Digital Mailroom will be a huge help. By automatically sending and storing your important mail digitally, you can avoid clutter and start enjoying a tidy desk and an orderly filing cabinet.

Become an eco-friendly business

By receiving your mail digitally, you’ll save paper, energy and resources. And once the seven-day holding period has passed, your mail will be securely destroyed and recycled.

Save money and time if you’re a non-UK resident

Before the launch of the Quality Company Formations Digital Mailroom, registered office and service address mail forwarding to non-UK addresses incurred Royal Mail postal charges – not to mention some long international delivery times. Now, all non-UK residents will be able to receive their scanned mail on the same day without any charges at all.

Our new Digital Mailroom system will come into effect from 24 April 2018. If you do have any questions about our new services and how they will benefit your company, then please give our team a call on 020 3908 0044 or email digitalmailroom@qualityformations.co.uk.

About the author

James Howell

James Howell, Financial Controller of 1st Formations, is the driving force for the company’s financial department and is focussed on the success of the business. Throughout the growth of the business and harking back to his many years of previous experience in accountancy practice, dealing with all types of SMEs, he has developed a keen interest in all aspects of company formation and company secretarial work. In his spare time, James is a father to 2 young children but keeps up strong interests in both music and sport.

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