How to set up a virtual mailbox in Australia

If you’re moving around, working remotely, or you just don’t want your home address everywhere, a virtual mailbox can simplify your life. Instead of waiting for paper mail to “turn up”, you get notified when items arrive, then choose what happens next: scan, forward, store, or shred.

This guide is written for Australians and assumes you want an Australian street address.

Step 1: Decide what you need the address for

Before you sign up anywhere, get clear on the use case:

• Personal mail: banks, Medicare, ATO letters, subscriptions, replacements.
• Business mail: invoices, supplier letters, compliance reminders.
• Parcels: online shopping and deliveries when you’re not home.
• Privacy: keeping your home address off public listings.

If you need an address for a specific registration (e.g. compliance or a third-party verification), check the requirements first. Rules can vary by organisation.

Step 2: Choose a plan (monthly vs pay-as-you-go)

Most services come down to the same trade-off: pay less monthly and more per action, or pay a little monthly and pay less per scan/forward.

At Mail Daddy, the quickest way to choose is to ask:

• How often will I request scans?
• Will I forward parcels regularly?
• Do I want “set-and-forget” (lower fees) or minimal monthly cost?

If you’re unsure, start with a lighter plan and adjust once you see your real mail volume.

Step 3: Set up your recipients

Add the person or business name(s) that will receive mail. This helps ensure items are handled correctly and routed to the right mailbox.

Tip: if you’re setting up for a business, decide who needs access and what permissions they should have (view-only vs action approvals).

Step 4: Redirect mail to your new address

Once your mailbox is active, update your address with the senders that matter most:

• Bank(s) and super fund
• ATO, Medicare, Services Australia (if relevant to you)
• Utilities, insurers, subscriptions
• Key suppliers and customer-facing correspondence (for businesses)

Do it in batches. Start with the top 10 senders so you see value quickly.

Step 5: Use the workflow: notify → scan → forward (if needed)

When something arrives you’ll typically:

• View the envelope/preview to identify the sender.
• Request a scan if you only need the information.
• Forward the original if you need the physical document (or a parcel).
• Store or shred once you’re done.

For most people, scanning covers 80–90% of use cases and forwarding is occasional.

Step 6: Keep your mailbox tidy

Virtual mailboxes work best when you build a simple habit:

• Review notifications weekly.
• Request scans the same day for anything urgent.
• Forward originals in batches to reduce handling and postage.
• Set rules inside your team (who approves forwarding, who can shred, etc.).

Want help choosing the right setup?

If you tell us your use case (personal vs business, scanning frequency, and whether you forward parcels), we can recommend a plan and setup that fits.