What is a Mail Scanning Service?
Mail scanning services digitize your physical mail so you can access important letters and documents from anywhere. Here's how they work, what they cost, and how to pick a secure provider.
Mail Scanning Service Definition
A mail scanning service receives your physical mail at their facility, opens it with your authorization, scans the contents into digital format, and provides online access to view, download, and manage your mail remotely. You then decide what happens to the originals.
How Mail Scanning Services Work
Setup & Authorization
You sign up for the service and complete USPS Form 1583, which is required to authorize a Commercial Mail Receiving Agency (CMRA) to receive and open mail for you. This includes providing two forms of ID and notarization.
Mail Receiving
Your mail is delivered to the scanning facility's address. You get a real street address (not a PO Box) that can accept packages from all carriers.
Notification & Preview
When mail arrives, you receive notifications (email/text) with envelope photos showing sender, return address, and mail type. You decide whether to open it.
Scanning & Digital Delivery
Selected mail is opened, scanned in high resolution (usually 300+ DPI), and uploaded to your secure online dashboard within hours of arrival.
Physical Mail Management
You choose what happens to original mail: forward to you, hold for pickup, shred securely, or recycle. Important documents can be forwarded while junk mail is discarded.
Benefits of Mail Scanning Services
🌍 Global Access
Access your mail from anywhere with internet. Perfect for remote workers, travelers, digital nomads, and military personnel overseas.
⚡ Real-Time Notifications
Get instant alerts when important mail arrives. No more wondering if that check, contract, or government notice has been delivered.
🔍 Easy Search & Organization
Digital mail is searchable, sortable, and easily organized. Find that insurance document from 6 months ago in seconds instead of hours.
🏠 Professional Address
Get a real street address in a desirable location for business registration, banking, and professional correspondence.
🗑️ Junk Mail Filtering
Reduce physical junk mail by having unwanted items discarded at the facility. Only scan and forward what matters.
📱 Mobile-Friendly
Most services offer mobile apps, letting you manage mail, respond to time-sensitive items, and make forwarding decisions on-the-go.
💰 Cost Savings
Often cheaper than maintaining a physical address, especially for temporary situations or when you factor in time savings.
🔐 Secure Storage
Digital copies are backed up and more secure than physical mail that can be lost, stolen, or damaged by weather/fire.
Mail Scanning Service Costs
Basic Plans
per month
- • 20-50 mail scans included
- • Envelope notifications
- • Basic forwarding
- • Mobile app access
- • Secure shredding
Standard Plans
per month
- • 100+ mail scans included
- • Package receiving
- • Mail forwarding worldwide
- • Cloud storage integration
- • Priority support
Premium Plans
per month
- • Unlimited mail scans
- • Multiple addresses
- • Bulk forwarding discounts
- • Document OCR/search
- • Phone support
Additional Costs to Consider:
- • Setup fee: $10-50 one-time (includes address setup and Form 1583)
- • Overage charges: $0.50-1.50 per scan above plan limit
- • Forwarding fees: $3-15 per shipment depending on destination
- • Storage fees: $1-5 per month for holding physical mail
- • Check deposit: $1-3 per check for mobile deposit services
Security & Privacy Considerations
🔐 Security Measures
- • Bank-level encryption for all digital transmissions
- • Secure servers with regular security audits
- • Staff background checks for all mail handlers
- • HIPAA-related workflows/BAA offered by some vendors (verify with provider)
- • Two-factor authentication for account access
- • Secure destruction of unwanted documents
⚠️ Privacy Risks
- • Third-party access to sensitive documents
- • Data breaches could expose personal information
- • Employee errors or malicious actions
- • Government requests for digital records
- • Service discontinuation risk with small providers
- • International forwarding customs inspections
🛡️ How to Choose a Secure Provider
Research Checklist:
- • Years in business and customer reviews
- • Security certifications and audits
- • Insurance coverage for liability
- • Data retention and deletion policies
Questions to Ask:
- • Where are servers located?
- • Who has access to scanned documents?
- • How long is data stored?
- • What happens if you cancel service?
Who Should Use Mail Scanning Services?
✅ Ideal For:
- • Remote workers and digital nomads
- • Frequent travelers for business or leisure
- • Military personnel stationed overseas
- • Online businesses without physical offices
- • Students studying abroad
- • RV travelers and seasonal residents
- • Expatriates living internationally
- • Privacy-conscious individuals
- • Seniors wanting to reduce physical mail
- • Busy professionals needing mail efficiency
❌ May Not Be Right For:
- • People who receive very little mail
- • Those uncomfortable with digital document sharing
- • Individuals needing immediate physical access to documents
- • People in areas with reliable postal service
- • Those handling highly sensitive documents regularly
- • Budget-conscious individuals with minimal mail needs
- • People who prefer traditional mail handling
- • Those with complex legal document requirements
Popular Mail Scanning Providers
Earth Class Mail
Pioneer in virtual mailbox services
- • Plans from $19/month
- • Premium locations available
- • Business-focused features
- • Integration with cloud services
PostScan Mail
Budget-friendly with good features
- • Plans from $15/month
- • Multiple address locations
- • Mobile app available
- • Check deposit services
Anytime Mailbox
Global network of locations
- • Plans from $9.99/month
- • 1000+ locations worldwide
- • Same-day scanning option
- • International forwarding
Traveling Mailbox
Designed for travelers and nomads
- • Plans from $15/month
- • RV-friendly services
- • State residency options
- • Tax-friendly addresses
Virtual Post Mail
Focus on security and privacy
- • Plans from $20/month
- • High-security scanning
- • HIPAA-related workflows/BAA (verify)
- • White-glove service
PostNet
Local franchises with personal touch
- • Pricing varies by location
- • Local franchise owners
- • In-person support available
- • Additional business services
| Provider | Starting Price | Location Focus | Best For | Special Features |
|---|---|---|---|---|
| Earth Class Mail | $19/mo | Premium U.S. locations | Business users | Cloud integrations |
| PostScan Mail | $15/mo | Multiple U.S. cities | Budget-conscious users | Mobile app |
| Anytime Mailbox | $9.99/mo | 1000+ global | Travelers, international | Same-day scanning (select) |
| Traveling Mailbox | $15/mo | U.S. states (RV-friendly) | Nomads, state residency | No |
| Virtual Post Mail | $20/mo | High-security U.S. sites | Privacy & compliance | HIPAA-related workflows (verify) |
| PostNet | Varies | Local franchises | In-person service | Local support |
Pricing varies by location, plan tier, and included scans. Verify current rates and fees (forwarding, storage, overages) with the provider.
How to Get Started with Mail Scanning
Step-by-Step Setup Process:
- 1. Research and compare providers - Consider location, features, pricing, and reviews
- 2. Choose a plan - Start with a basic plan; you can always upgrade later
- 3. Complete registration - Provide personal information and payment details
- 4. Submit required documents - Upload ID, complete Form 1583, get notarization
- 5. Wait for approval - Usually 1-3 business days for verification
- 6. Update your address - Notify important senders of your new mailing address
- 7. Test the service - Send yourself a letter to test scanning and notifications
Pro Tips for Success:
- • Start with a monthly plan to test before committing to annual billing
- • Keep your current address active during transition to avoid missed mail
- • Set up mail forwarding from your old address as a backup
- • Download the mobile app and enable push notifications
- • Create folders/tags to organize your digital mail from day one
Ready to Go Digital with Your Mail?
While you're modernizing how you receive mail with scanning services, don't forget about upgrading how you send mail too!
Send Mail Online →