What services are included in letter/mail management for a business address in Brussels?

Professional mail management has become a strategic necessity for modern businesses. With digital transformation, widespread remote work, and the internationalization of business activities, entrepreneurs are seeking flexible and efficient solutions to manage their postal flows. This comprehensive guide presents all the options available in Brussels for professional mail management, their advantages, limitations, and how to choose the solution that fits your situation.

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Table of Contents

1. Understanding the different mail management solutions

2. Classic PO boxes: for whom and why?

3. Business domiciliation: much more than an address

4. Mail management services explained in detail

5. Comparison of offers available in Brussels

6. How to choose based on your entrepreneur profile

7. Legal and administrative aspects you need to know

   
   

1. Understanding the Different Mail Management Solutions in Brussels

Before choosing a solution, it's essential to understand the different options available in the Brussels market.

The Three Main Service Categories

PO Box (Post Office Box) A service offered by bpost and some private operators, a PO box provides you with a locker to receive your mail. It's the most basic solution, primarily used by individuals or for secondary use.

Business Domiciliation A comprehensive service that provides you with a legally recognized registered office address, accompanied by mail management services. This is the preferred solution for businesses, freelancers, and startups.

Virtual Office A package that combines domiciliation, mail management, and access to occasional workspace (meeting rooms, coworking spaces). A premium solution for companies wanting a flexible presence.

This question comes up frequently and deserves a detailed answer:

Important point: Belgian banks and most institutions refuse PO boxes as registered office addresses. If you're creating a business, you must provide a valid physical address, making domiciliation a legal necessity, not just a convenience choice.

To learn more about the legal obligations for domiciliation in Belgium, visit the official SPF Economy website (Crossroads Bank for Enterprises).

2. Classic PO Box: For Whom and Why?

bpost Offers

bpost, Belgium's national postal operator, offers several PO box packages in its Brussels post offices.

Basic Package (approximately €120/year)

• Standard locker for mail and small parcels

• Access during post office opening hours

• No notification service

• You must check regularly

Comfort Package (approximately €180/year)

• Larger locker

• SMS/email notification for registered mail

• Collection of larger parcels

• Extended access depending on office

  
  

For Whom Is a PO Box Suitable?

A PO box is primarily suitable for:

• Individuals wanting an alternative reception address

• Temporary or secondary use

• Non-commercial activities (occasional associations)

• Very limited budget without need for official recognition

It is NOT suitable for:

• Creating or domiciling a business

• Opening a professional bank account

• Having a professional image

• Managing a significant volume of mail

  
  

3. Business Domiciliation: Much More Than an Address

Business domiciliation is the professional solution par excellence in Brussels. It meets legal obligations while offering comprehensive management services.

What Is Domiciliation Legally?

In Belgium, every business must declare a registered office address with the Crossroads Bank for Enterprises. This address must be:

• A complete, real physical address

• Accessible to authorities and official correspondence

• Stable (frequent changes are poorly perceived)

Business domiciliation allows you to use a specialized provider's address as your official registered office, while benefiting from professional management services. Discover how YELOMEX simplifies your domiciliation with a 100% streamlined process and no administrative complications.

Strategic Advantages of Domiciliation

Privacy Protection By domiciling your business with a provider, you avoid exposing your personal address on all public documents (BCE registry, invoices, website). This is particularly important for freelancers working from home.

Enhanced Professional Image An address in a Brussels business district (European Quarter, Avenue Louise, North Quarter) immediately conveys credibility and professionalism. Your clients and partners perceive your business as established and reliable.

Geographic Flexibility You can move, travel, work remotely—your professional address remains stable. This is essential for digital nomads, international entrepreneurs, and growing startups.

Administrative Compliance Domiciliation providers handle all legal obligations: annual certificate, reception of official mail, proof of registered office. You stay compliant effortlessly.

For entrepreneurs wanting to maximize these advantages without complications, our no-commitment package eliminates all traditional obstacles (deposit, notice period, hidden fees).

Popular Brussels Neighborhoods for Domiciliation

European Quarter / Schuman

• Maximum international prestige (European institutions)

• Price: €80-150/month depending on services

• Ideal for: international consultants, lobbying, European affairs

Avenue Louise / Ixelles

• Traditional, upscale business district

• Price: €90-200/month

• Ideal for: liberal professions, finance, consulting

North Quarter / Brussels North Station

• Developing office zone, well connected

• Price: €60-120/month

• Ideal for: startups, tech, modern services

City Center / Grand Place

• Historic and tourist, strong image

• Price: €100-180/month

• Ideal for: commerce, tourism, creative services

  
  

4. Mail Management Services Explained in Detail

Now that you understand the different options, let's explore in depth each mail management service available in the Brussels market.

A. Mail Reception and Storage

How It Works All your mail (letters, registered mail, parcels) is received at your domiciliation address. The provider registers them and stores them securely.

Different Service Levels

Basic (included in all packages)

• Reception of all types of mail

• Secure storage

• Available for collection

Intermediate (some providers)

• Email notification for each reception

• Photo of envelope/parcel

• Online mail tracking

Premium (high-end providers)

• Immediate notification (push, SMS)

• Web portal with complete history

• Automatic categorization (invoice, official, advertising)

• Priority and alert management

Average prices in Brussels: Basic service included in domiciliation (€50-100/month), advanced notifications +€10-20/month, premium portal +€20-40/month.

B. Mail Forwarding

Forwarding allows you to physically receive your professional mail at the address of your choice.

National Forwarding (Belgium)

Weekly Package

• Sent every Friday

• Reception time: 1-2 working days

• Average price: €5-15 per shipment depending on weight

Monthly Package

• Sent at end of month

• Economical for low volume

• Price: €8-20 per shipment

On Demand

• You request sending when needed

• Flexible but more expensive per unit

• Price: €10-25 per shipment

International Forwarding

European Zone

• Delivery time: 3-7 days depending on country

• Average price: €15-35 depending on weight and destination

• Tracking generally included

International Zone (outside Europe)

• Delivery time: 7-15 days

• Price: €25-60 depending on destination

• Express options available

Practical tips: Combine with scanning for urgent documents, consolidate your monthly shipments to save money, and use a stable address to avoid logistical complications.

C. Mail Scanning and Digitization

Digitization has become the most requested service by modern entrepreneurs. It radically transforms mail management.

How Does Digitization Work?

Standard Process

1. Reception of your mail

2. Reception notification

3. You select documents to scan

4. Opening and high-resolution scanning

5. Secure email delivery (PDF)

6. Storage or destruction of physical document

Automatic Process (premium packages)

• Automatic scanning of all non-advertising mail

• OCR recognition (searchable text)

• Automatic cloud archiving

• Integration with tools (Drive, Dropbox, accounting)

Different Scanning Packages in Brussels

Pay-per-scan

• Price: €1-3 per simple document

• €3-5 for multi-page documents

• Flexible but expensive with high volume

Monthly Package

• 10-30 scans included per month: +€15-25/month

• 50-100 scans: +€35-50/month

• Unlimited scans: +€50-80/month or included in premium offers

Unlimited Scanning Included

• Some providers include it in their base package

• Overall price: €60-120/month all-inclusive

• Ideal for digital entrepreneurs and digital nomads

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Unlike traditional providers who charge for each scan, YELOMEX includes unlimited scanning in its unique €60/month package. You can scan as many documents as needed at no extra cost.

Quality and Security

Quality Standards

• Resolution: minimum 300 DPI (archive quality)

• Format: PDF/A for long-term archiving

• Smart compression (quality vs. size)

Security and Confidentiality

• Encrypted transmission (SSL/TLS)

• Temporary secure storage

• GDPR compliance mandatory

• Confidentiality agreements with staff

Data protection is governed by GDPR. To understand your rights regarding correspondence confidentiality, visit the Belgian Data Protection Authority website (DPA).

D. Parcel and Bulky Item Management

Parcel Types and Limits

Standard Parcels (up to 30kg)

• Accepted by all providers

• Free storage: 5-15 days depending on contract

• Beyond: storage fees (€1-5/day)

Large Parcels (30-50kg)

• Acceptance depends on provider

• Often with surcharge

• Requires coordination for collection or forwarding

Parcel-Related Services

Inspection and Photo

• Photo of parcel before opening: €2-5

• Content inspection: €5-10

• Useful for verification or disputes

Parcel Forwarding

• Price depends on weight and destination

• National: €10-30

• International: €25-100 depending on zone

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5. Comparison of Offers Available in Brussels

To help you navigate the Brussels market, here's a detailed comparison of different provider types and their positioning.

Main Operator Categories

National Operators (Regus, Spaces, Silversquare)

Profile

• International business center networks

• Standardized packages

• Presence in multiple Brussels neighborhoods

Typical Services

• Domiciliation: €80-150/month

• Basic mail management included

• Scan: €2-4 per document

• Access to meeting rooms (surcharge)

Advantages

• Professionalism and reliability

• Prestigious spaces

• Standardized and clear services

Disadvantages

• Less flexible for customization

• Additional services costly

• More impersonal client relations

Local Specialized Providers

Profile

• Belgian/Brussels companies

• Focus on domiciliation and mail

• Generally 1-2 Brussels addresses

Typical Services

• Domiciliation: €50-100/month

• Variable options per provider

• More direct client relationship

Advantages

• Often more competitive prices

• Flexibility and personalization

• Prioritized human contact

• Perfect knowledge of Belgian context

Disadvantages

• Fewer location options

• Sometimes less digitized services

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New Generation "All-Inclusive" Operators

Profile

• Simple model: one price, all services included

• Oriented toward digital entrepreneurs

• Philosophy of transparency and flexibility

Typical Services (example: YELOMEX package)

• Single price: €60/month

• Unlimited scanning included

• Forwarding included

• No deposit or commitment

• Cancellation without notice

Advantages

• Total simplicity and transparency

• Excellent value for money

• Maximum flexibility

• Human and direct approach

Disadvantages

• Generally a single address

• Fewer associated workspaces

  
  

As this comparison shows, our all-inclusive approach eliminates complexity and bad surprises. At YELOMEX, we believe mail management should never be a source of stress.

Detailed Comparison Table

Calculating the Real 12-Month Cost

It's important to calculate total cost, not just the displayed monthly price.

Example: Freelance profile with moderate usage

• 5-10 scans per month

• 1 monthly national forwarding

• No physical space needed

National Operator (Regus type)

• Domiciliation: €100/month × 12 = €1,200

• Deposit: €300

• Scans: €3 × 8/month × 12 = €288

• Forwarding: €12 × 12 = €144

• Annual total: €1,932

Traditional Local Specialist

• Domiciliation: €75/month × 12 = €900

• Deposit: €150

• Scans: €2 × 8/month × 12 = €192

• Forwarding: €10 × 12 = €120

• Annual total: €1,362

All-Inclusive Package (YELOMEX type)

• Package: €60/month × 12 = €720

• Deposit: €0

• Scans: included

• Forwarding: included

• Annual total: €720

Savings: €642-1,212 per year with an all-inclusive package for this usage profile.

Want to benefit from this pricing transparency? Discover our no-commitment offer and start today without complications.

6. How to Choose Based on Your Entrepreneur Profile?

Each type of entrepreneur has specific needs. Here's a detailed guide by profile.

Freelancer / Self-Employed

Your Priority Needs

• Administrative simplicity

• Credible professional image

• Flexibility (activity may evolve)

• Controlled budget

Recommended Solution Domiciliation with complete mail management, ideally all-inclusive package.

Points of Attention

• Verify the address is accepted by your bank

• Choose a neighborhood consistent with your activity

• Ensure you can cancel easily if you incorporate

Indicative budget: €60-100/month

As a freelancer, simplify your administrative management with a solution that grows with you, without commitment or complications.

Startup / Small Business (2-10 people)

Your Priority Needs

• Prestigious address for credibility

• Efficient administrative mail management

• Occasional meeting room access

• Scalability (ability to evolve easily)

Recommended Solution Domiciliation with operator offering workspace access, or simple domiciliation + separate coworking combination.

Points of Attention

• Anticipate increasing mail volume

• Check meeting room options (price, availability)

• Consider image for fundraising (investors check address)

Indicative budget: €80-150/month (domiciliation) + coworking if needed

Digital Nomad / International Entrepreneur

Your Priority Needs

• 100% remote access

• Systematic and fast scanning

• Management without physical presence required

• Total geographic flexibility

Recommended Solution All-inclusive domiciliation with unlimited scanning and complete online portal.

Points of Attention

• Reactive scanning service (< 24h delay)

• Reliable push/email notifications

• Ability to manage 100% online (no need to visit)

• International forwarding if occasional physical need

Indicative budget: €60-100/month

For digital nomads, our €60/month package with unlimited scanning is specifically designed for your mobile lifestyle. Manage all your mail from anywhere in the world.

E-commerce / Import-Export

Your Priority Needs

• Significant parcel management

• Professional address for partners/customs

• Fast forwarding capability

• Smooth administrative management

Recommended Solution Domiciliation with enhanced logistics service, or domiciliation + logistics partner combination.

Points of Attention

• Parcel storage capacity (weight/volume limits)

• Parcel forwarding fees (can be high)

• Check acceptance of frequent deliveries

• Photo/inspection service before opening useful

Indicative budget: €80-120/month + variable parcel fees

Liberal Profession (lawyer, consultant, architect)

Your Priority Needs

• Maximum prestige and credibility

• Absolute confidentiality

• Professional management of official mail

• Ability to receive clients (meeting rooms)

Recommended Solution Domiciliation in premium neighborhood with meeting room access and reception service.

Points of Attention

• Neighborhood consistent with your profession (Avenue Louise, European Quarter)

• Mail confidentiality and security

• Quality of client reception spaces

• Possibility of nameplate (depending on provider)

Indicative budget: €100-200/month

7. Legal and Administrative Aspects You Need to Know

Understanding the legal framework is essential for making the right choice in full compliance.

Legal Obligations in Belgium

Registered Office According to the Companies and Associations Code

Every Belgian business must have a registered office that is:

• A complete physical address (not a PO box)

• A place where certain corporate documents can be consulted

• A notification address for authorities

• Stable and real (not fictitious)

Business domiciliation is explicitly authorized and recognized, provided the provider is compliant and the address is real and accessible.

Registration with the Crossroads Bank for Enterprises (CBE)

When creating your business, you must declare your registered office. The business counter verifies the address validity. Reputable domiciliation providers supply all necessary documents (domiciliation certificate, contract, address proof).

For more information on business creation procedures in Belgium, visit the official business portal which centralizes all resources for Brussels entrepreneurs.

Authority Verifications

Administrations (FPS Economy, FPS Finance, National Bank) can verify the registered office's reality. A good provider:

• Has compliant authorization

• Maintains a register of domiciled companies

• Can receive official and registered mail

• Responds to verification requests

Changing Registered Office Address

Administrative Procedure

If you change domiciliation provider:

1. Articles of association modification (general meeting for companies)

2. Notification to enterprise court registry

3. Publication in Belgian Official Gazette (companies)

4. CBE update

5. Information: bank, clients, suppliers, administrations

Change Costs

• Registry fees: €95-180

• Official Gazette publication: €250-400

• Notary fees (if notarial deed required): €200-500

• Total: €550-1,080

Timeline: 2-4 weeks for complete finalization

Advice: Choose well from the start to avoid these complications and costs. Contractual flexibility (ability to cancel without commitment) is different from the administrative simplicity of changing addresses.

Domiciliation and Professional Bank Account

Belgian Bank Requirements

Banks are strict about registered office addresses:

• Systematic refusal of PO boxes

• Address verification (sometimes physical visit)

• Request for domiciliation contract

• Suspicion of addresses "shared" by too many businesses

Main Belgian Banks and Their Policy

BNP Paribas Fortis

• Accepts domiciliation

• Requests contract and certificate

• Possible address verification

ING Belgium

• Accepts with complete documentation

• Prefers "exclusive" addresses for large accounts

Belfius

• Similar policy, general acceptance

• Standard documentation required

Digital Banks (Qonto, Shine)

• More flexible on domiciliation

• 100% online process

• Digital documentation sufficient

Required Documents

• Signed domiciliation contract

• Domiciliation certificate

• Updated CBE extract

• Company articles of association

At YELOMEX, we provide all necessary documents for opening your professional bank account. Contact us to obtain your domiciliation certificate and complete documentation.

Domiciliation and VAT

VAT Controls

The VAT administration can verify your registered office, particularly:

• When applying for VAT number

• During tax audit

• If unusual activity (intensive export/import)

A reputable provider:

• Responds to inspectors

• Provides domiciliation proofs

• Maintains compliant register

Domiciliation and Intra-Community VAT

To obtain a Belgian intra-community VAT number (essential for trade in Europe), the address must be valid and verifiable. Domiciliation is accepted without problem if provider is compliant.

Simplify Your Mail Management Today!

Mail management should never be a source of complication. At YELOMEX, our unique €60/month package includes all essential services: reception, unlimited scanning, forwarding, and human support.

No deposit, no commitment, no surprises. Just simple, transparent service adapted to modern entrepreneurs.

Discover our offer → | Contact our team → | Visit our Brussels location →