A virtual office helps your company maintain a professional presence in Poland and ensures that important correspondence is received, processed, and made available to you without delays. It is a practical solution for remote founders, growing companies, and international teams that need a stable address and a controlled document workflow.
GM Solution Hub provides virtual office services with clear procedures, defined responsibilities, and structured document handling, so your correspondence remains traceable and easy to manage as your company scales.
Who this service is for
JDG (sole proprietorship) and small businesses: a professional business address and reliable notifications without maintaining a physical office.
Sp. z o.o. (limited liability company) and growing companies: controlled handling of official correspondence and predictable document flow for management and partners.
Foreign founders and international teams: fast access to scanned correspondence and a structured archive that supports remote management.
Companies working with external partners (accounting, legal, HR (Human Resources)): a consistent workflow that reduces delays and avoids missing key documents.
Why a virtual office matters in practice
Business address and correspondence handling
- Business/correspondence address (within the agreed service scope).
- Receipt of incoming correspondence.
- Registration of each item in a correspondence log.
- Email notifications according to your selected package.
- Secure storage until pickup or further instruction.
Scanning and digital delivery (package-based)
- Scanning of correspondence (PDF (Portable Document Format)) based on package limits.
- Electronic delivery to your designated email/contact.
- Consistent file naming and basic categorisation (if agreed during onboarding).
Document workflow for continuity (included in Pro)
- Folder structure and naming rules to keep documents searchable.
- Central archive for correspondence and key files.
- Documentation continuity that supports cooperation with external partners.
Packages and prices
Prices: PLN / month + VAT.
Basic
30 PLN
For sole proprietorships / low mail volume
(business address, mail collection, register, e-mail notification, storage)
Pro
100 PLN
For higher mail volumes / remote business owners
(Standard + scanning of up to 100 items per month + structured archive)
Standard
60 PLN
For small companies
(Basic + scanning of up to 10 items per month + electronic document forwarding)
Definition: “Correspondence” means standard letters/envelopes. Courier parcels and oversized deliveries can be supported upon request based on agreed rules.
How we work
01
Onboarding
We confirm authorised persons, notification email(s), scanning rules, and handling instructions.
02
Receipt and registration
Each item is received and registered in the correspondence log.
03
Notification and delivery
You receive notification, and scans are delivered according to your package.
04
Storage and pickup
Originals are stored securely for pickup or further instruction.
FAQ
Can I use your address to register my business (CEIDG / KRS)?
Yes. You can use our address as your business and correspondence address, based on the agreement confirming your right to use the address for business purposes.
What documents do I receive for registration purposes?
We provide an agreement confirming the address service and your right to use the address for business correspondence and registration purposes (within the agreed scope).
What types of correspondence do you handle?
We handle standard business correspondence, including regular and registered letters, as well as official correspondence. If you receive courier deliveries or parcels, we can support handling upon request and based on agreed rules.
How will I be notified when mail arrives?
You receive an email notification according to your selected package. The message includes the receipt confirmation and the next action (scan, pickup, or other instruction agreed during onboarding).
How does scanning work, and what is included in each package?
Scanning is provided according to your package limits: Standard includes up to 10 items/month and Pro includes up to 100 items/month. Scans are delivered electronically to your designated contact address.
Who can collect original correspondence?
Originals can be collected by the owner or authorised representatives. If someone else collects on your behalf, we require written authorisation (as agreed in onboarding rules).
Do you open letters on the client’s behalf?
Only if you provide explicit authorisation and clear instructions. Otherwise, correspondence is treated as confidential and handled without opening.
How long do you store original correspondence and scans?
Original correspondence is stored securely for up to 90 days from receipt. Longer storage can be arranged upon written request (for a defined period and conditions). Scans are delivered digitally and can be retained in the service archive based on agreed retention rules.
Can I change notification emails or authorised persons later?
Yes. You can update authorised persons and notification details. We apply changes based on the updated instructions provided by the company.