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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
A virtual office in Berlin starts at 28 euros per month and gives you a fully valid business address you can use immediately for trade registration, your legal notice (Impressum), and the commercial register, all without renting an office. The address is legally valid for service of process, officially recognised by authorities, and fully protects your private home address.
What this article covers:
- What a virtual office actually is and who genuinely needs one
- What it costs and what to watch for when comparing providers
- The difference between a virtual office and a basic postal address
- Whether you can use it for GmbH incorporation and commercial register entry
- How to find the right provider for your situation
What Is a Virtual Office?
A virtual office is a service that lets you rent a professional business address without being physically present at that location. You get a real street address where your mail arrives, and the provider handles receipt, forwarding, scanning, or notification on your behalf.
The difference from a conventional office lease: no deposit, no long contract terms, no utility costs. You pay only for the address, for as long as you need it. That makes virtual offices particularly attractive for anyone who wants a professional presence without needing physical office space. To see how a virtual office compares to coworking and a dedicated office, read: Virtual Office vs. Coworking vs. Dedicated Office
Who Needs a Virtual Office in Berlin?
A virtual office is no longer a niche product. The most common user groups in Berlin:
Freelancers & Solo Self-Employed
No private address in the legal notice; a professional appearance for clients and authorities.
GmbH & UG Founders
Official registered company seat for entry in the commercial register at the Amtsgericht Charlottenburg.
Remote Teams & Startups
Berlin presence without a fixed office lease. Ideal for teams working remotely or in a distributed setup.
International Companies
Establish a German company seat in Berlin without setting up a physical branch. Read more: Founding from Abroad
The common thread: you want to be legally compliant, appear professional, and protect your home address, without the cost and effort of a conventional office lease.
What Does a Virtual Office in Berlin Cost?
Prices vary depending on the scope of services. Most providers offer three basic tiers:
| Package Tier | What's typically included | Market price Berlin |
|---|---|---|
| Postal Address | Business address, mail receipt, email notification | from €28/month |
| Virtual Office | Postal address plus mail scanning, digital forwarding, legally valid registered address | from €63/month |
| All Inclusive | Everything above plus business phone, secretarial service, meeting room access | from €239/month |
What to watch for when comparing prices: many providers advertise low entry prices but then add setup fees, long minimum contract terms, or expensive add-ons. Always check whether the address is genuinely legally valid for service of process, since that is not a given. For a detailed cost comparison, see: What Does a Business Address Cost? All Options Compared
Large international providers like Regus or WeWork often charge three to five times as much for comparable services. In return, you get prestige addresses in prime locations. Whether that matters for your business depends on your target audience. For an overview of the best Berlin providers, see: The 5 Best Virtual Business Address Providers in Berlin
Virtual Office vs. Postal Address: What's the Difference?
The terms are often used interchangeably, but they refer to different service levels.
A postal address is the basic option: you get a real address, mail is received, and you are notified. For your legal notice, trade registration, and commercial register entry, this is usually sufficient, provided the provider confirms that the address is legally valid for service of process.
A virtual office goes further: mail is scanned and sent to you digitally, forwarded, or archived. Some packages include a phone number, secretarial service, or access to meeting rooms.
The key question is not virtual office vs. postal address. The key question is: is the address legally valid for service of process? Only a legally valid address can be used officially with authorities, courts, and for commercial register entry. This should always be confirmed in writing. Read more: What Is a Legally Valid Business Address?
Can I Use a Virtual Office for GmbH Incorporation?
Yes, provided the provider explicitly permits notarial use and commercial register entry. This is an important point to clarify in advance, as not all providers allow it. For a step-by-step guide, see: Incorporating a GmbH with a Virtual Office
For a GmbH or UG, the notary needs written confirmation that you are authorised to use the address as the company's registered seat. The Amtsgericht Charlottenburg, which handles all Berlin commercial register entries, accepts virtual office addresses once that confirmation is on file. For what to look out for when choosing an address depending on your legal structure, see: Business Address for GmbH, UG & Holding
A virtual business address also works without any issues for trade registration at the Berlin district office (Bezirksamt). Read more: Trade Registration with a Virtual Address: What You Need to Know
What to Look for When Comparing Providers
Not all virtual offices are equal. Check these five points before booking:
- Legal validity confirmed in writing? Not just promised on the website, but confirmed in the contract or by email.
- Commercial register and notary use permitted? Always ask in advance if you are incorporating a GmbH or UG.
- How is official mail handled? Mail from the tax authority or courts requires a reliable and fast forwarding process.
- How quickly does support respond? Some providers are only reachable via a ticket system. For urgent official matters, this can become a serious problem.
- Are there hidden costs? Setup fees, minimum contract terms, per-item charges: always read the fine print.
Our Offering in Berlin
All five points covered. In Prenzlauer Berg. From 28 euros.
Teeberg: Your Virtual Office in Berlin Prenzlauer Berg
Kollwitzstraße 76, 10435 Berlin
Teeberg has been providing business addresses in Prenzlauer Berg since 2023, one of Berlin's most well-known neighbourhoods for startups, freelancers, and creative businesses. Over 250 companies already use Teeberg as their official Berlin registered address.
- Legally valid registered address confirmed in writing, suitable for notary and commercial register
- Active within 5 minutes: no paperwork, no waiting
- Response within hours, not days: a personal point of contact
- No setup fee, cancel monthly
- 4.9 / 5 stars on Google (over 4,900 reviews)
"Booked in the morning, virtual office was live by evening."
— Margarete H., Teeberg customer
"Fast response, friendly service, mail always arrived on time."
— Sebastian D., Teeberg customer
Teeberg Packages at a Glance
| Package | What's included | Price |
|---|---|---|
| Postal Address | Business address, mail receipt, notification | from €28/month |
| Virtual Office | Postal address plus mail scanning, legally valid address, digital forwarding | from €63/month |
| All Inclusive | Everything including business phone and secretarial service | from €239/month |
All prices with annual payment. Monthly rates from €35, €79, and €299 respectively. No setup fee.
Frequently Asked Questions About Virtual Offices in Berlin
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You might also find useful:
- Business Address in Your Legal Notice: What Is and Isn't Allowed
- Legally Valid Business Address: What Is It and When Do You Need One?
- Trade Registration with a Virtual Address: What You Need to Know (incl. Checklist)
- Incorporating a GmbH with a Virtual Office in Berlin
- Incorporating a UG in Berlin: Costs, Process, and Registered Address
