Guides
Mail Scanning Service: Providers, Prices & How It Works
Compare the best mail scanning services in Germany. Features, pricing, and which provider fits freelancers and small businesses.
Emily Schreiber
June 18, 2026
Short answer
For the commercial register entry you need a registered office — an address in Germany that can receive official service of process and is entered into the register. A virtual business address is fully permissible, as long as the provider accepts deliveries. With Teeberg this is included from 63 euros/month in the Virtual Office package.
What you will learn in this article
- What the difference between a registered office and a business address is
- Which address is permissible for the commercial register
- How a Virtual Office works as a registered office
- What the entry costs and what the process looks like
- What HRA and HRB mean
Anyone forming a GmbH or UG needs an official address for the commercial register entry — the registered office. Many founders are unsure whether a business address is the same thing, whether a Virtual Office is sufficient, and what it all costs. This article answers every question.
Registered office and business address: What is the difference?
The terms are often used interchangeably, but legally they mean different things:
Business address
The address you use for the imprint, invoices, and business correspondence. For sole proprietorships and freelancers, the mailing address is sufficient.
Registered office
The address of your company officially entered into the commercial register. Mandatory for GmbH, UG, AG. Requires the Virtual Office package.
Important: For the commercial register entry you need a registered office, not a simple business address. The difference lies in the legal status of the address and whether deliveries can be legally accepted.
Who needs a commercial register entry?
Not every legal form is subject to mandatory entry. Corporations must always go into the commercial register:
| Legal form | Entry | Division |
|---|---|---|
| GmbH, UG (limited liability), AG | mandatory | HRB |
| Registered merchant (e.K.), oHG, KG | mandatory | HRA |
| Sole proprietorship, freelancer, GbR | not required | – |
Which address counts as a registered office?
The registered office must be an address in Germany that can receive official service of process. This means: judicial and official documents must be able to be legally served there. The address appears publicly in the commercial register.
✓ Permissible as registered office
- Virtual Office (with delivery acceptance)
- Your own private address
- Rented office
- Coworking address with contract
✗ Not permissible
- P.O. box
- Foreign address
- Address without delivery
- Simple business address without commercial register authorization
The address must be proven to the notary before the entry can be applied for. A usage agreement with the address provider is required.
Virtual Office as a registered office: How it works
A Virtual Office is fully recognized as a registered office for the commercial register — provided the provider accepts mail and legal deliveries. This is what distinguishes a real Virtual Office provider from a pure mailbox address.
What you need for the notary:
01
Usage agreement with the Virtual Office provider that designates the address as the registered office
02
Address confirmation from the provider (usually as a PDF, directly after booking)
03
Confirmation that legal deliveries are accepted and forwarded
Many founders appreciate the Virtual Office registered office because the private address does not appear in the publicly accessible commercial register.
Whether you even need a physical office for your company: Forming a company without an office.
What does the commercial register entry cost?
The entry costs consist of notary fees and court fees and depend on the company's share capital:
| Cost item | UG (sample protocol) | GmbH (25,000 €) |
|---|---|---|
| Notary fees | approx. 200 to 400 € | approx. 500 to 800 € |
| Court fee (commercial register) | approx. 150 € | approx. 150 to 300 € |
| Total | approx. 400 to 600 € | approx. 700 to 1,100 € |
Recurring costs: The entry itself is one-time. Later changes (address, managing director, capital) each incur new notary and court fees, usually 100 to 300 €.
The process in 5 steps
1
Book the registered office
Book the Virtual Office address, receive the usage agreement and address confirmation. Takes a few minutes.
2
Prepare the articles of association
Sample protocol (for up to 3 shareholders) or individual articles of association. The address of the registered office is entered into them.
3
Notary appointment (notarization)
The articles of association and the appointment of the managing director are notarized. All shareholders must be present or represented by power of attorney.
4
Pay in the share capital & submit to the notary
Pay at least 12,500 € (GmbH) into the company account. Proof of the account goes to the notary, who transmits all documents electronically to the local court.
5
Entry & commercial register number
The local court processes the application in 1 to 4 weeks. You receive your HRB or HRA number and are officially entered.
Commercial register number: HRA or HRB?
The commercial register number is made up of the division (HRA or HRB), a sequential number, and the local court abbreviation. Example: HRB 12345 B = corporation, entered at the Berlin Local Court (Charlottenburg).
HRA
Division A
Sole merchants (e.K.), general partnerships (oHG), limited partnerships (KG)
HRB
Division B
Corporations: GmbH, UG (limited liability), AG — relevant for most founders
After the entry, the number must be stated on all business documents and in the imprint. You can view the register free of charge at handelsregister.de.
No registered office, no entry
Before the notary takes action, before the local court reviews — you need a business address that can receive official service of process as a registered office. Teeberg delivers it: recognized by notaries, active in 5 minutes, from 63 euros.
Your registered office for the commercial register with Teeberg
For the commercial register entry you need the Virtual Office package. It includes the official company address recognized by notaries and local courts nationwide — including an address confirmation that you bring directly to the notary appointment.
Virtual Office
from 63 €/month
Official company address for commercial register and notary. Daily scan service, office space on demand, mail storage. For GmbH, UG, and all corporations.
Mailing address
from 28 €/month
Business address for imprint, trade registration, and tax office. For sole proprietorships and freelancers. No commercial register included.
✓Recognized by notaries
✓Commercial-register ready
✓Address confirmation instantly
✓Active in 5 minutes
✓Daily scan service
✓Protect your private address
"I had my notary appointment in three days and needed an address that could receive official service of process immediately. Teeberg sent me the address confirmation within minutes. It worked at the notary without any problems."
Tobias R., GmbH founder, Berlin
Further articles
Frequently asked questions about the commercial register entry
What is the difference between a registered office and a business address?+
The registered office is the address of a company officially entered into the commercial register. The business address is the more general term for the address used for the imprint, invoices, and correspondence. For the commercial register you need a registered office, not a simple business address.
Can I enter a virtual business address as a registered office in the commercial register?+
Yes. A virtual business address is recognized as a registered office in the commercial register if the provider accepts and forwards legal deliveries. Notaries and local courts accept this form nationwide. A usage agreement and an address confirmation from the provider are required for the notary appointment.
What is the commercial register number and how is it structured?+
The commercial register number consists of the division identifier (HRA or HRB), a sequential number, and the abbreviation of the responsible local court. Example: HRB 12345 B stands for a corporation (HRB), number 12345, entered at the Berlin Local Court (Charlottenburg).
What does the commercial register entry cost?+
The costs consist of notary fees and court fees. For a UG with a sample protocol they are approx. 400 to 600 euros, for a GmbH with 25,000 euros of share capital approx. 700 to 1,100 euros.
How long does the commercial register entry take?+
After the notary appointment, the local court usually processes the entry within 1 to 4 weeks. During this time, the company is considered "i.G." (in formation).
Can I change the registered office after the entry?+
Yes. An address change in the commercial register is possible at any time and again requires a notary appointment as well as a new entry at the local court. The costs are typically 100 to 300 euros. With a permanent Virtual Office address you avoid these costs when moving.