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How can we help you?

Search through our list of most frequently asked questions below and get instant answers. Alternatively, contact us via Live Chat, email, phone or our online contact form. We’d be delighted to assist you.

Business Voicemail Only

Call Answering

Company Formations

Complete Virtual Office

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Information Mail Forwarding Address

Information Registered Office Address

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Meeting Rooms

Registered Office Address

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Business Voicemail Only

How do I receive the messages?

When your virtual assistant receives a phone call and then subsequently takes a message on your behalf, they will then email you the recorded transcript of the message to your email and also into your private voicemail box.

How many calls are included?

All our call answering service packages include unlimited calls as part of the advertised price. This means you will not be charged per call and the price advertised is the price you will pay for the service.

Call Answering

A vital part of your team

When you buy our call answering package, you are hiring our team of professional PA’s to answer calls on your behalf. Our PA’s are fully briefed on your business, its activities, and exactly how you want the calls to be handled. The service is seamless and designed to be an extension of your team.

Are there any charges to transfer the calls to me?

If you require our PA's to transfer calls direct to your phone we charge a deposit which can be purchased prior to checkout. For more information please contact our team.

At what times are my calls answered?

Your calls are answered Monday-Friday between the hours of 9am-5pm (excluding Bank Holidays in England). Outside of these hours, calls will go directly to your dedicated voicemail. You will receive an e-mail notification to advise that you have a message waiting for you.

Can you divert calls live to my number?

Yes, we can. We provide free message taking included with all our packages. However, some clients prefer for our team of PA’s to answer the call initially and then transfer the call live to a number of their choice (small additional deposit fee required for call forwarding).

Can you screen sales calls for us?

When you sign up for the service, you will be asked if you want all calls to be taken for you, or if you want the PA to screen any sales calls.

Do you require any ID to set up a telephone service?

If it is just a telephone service you need, we will not require any ID from you. If you are purchasing a telephone service combined with a virtual office, call answering and a London address service, then we will require photographic ID and a proof of address dated within the last 3 months.

How do I receive the messages?

When your virtual assistant receives a phone call and subsequently takes a message on your behalf, they will send details of the call to you via email.

How many calls are included?

The call answering packages include unlimited calls phone calls as standard (subject to fair usage). This means you will not be charged per call and the price advertised is the price you will pay for the service.

Where are your PA’s based?

Our PA’s are based at our London offices and are native English speakers. All our staff are professionally trained and deliver a high level of service to all our clients.

Company Formations

Do I need to fill out any complicated paperwork?

The simple answer to this question is no. You can complete our very easy to follow online registration form with your details. You can then sit back and leave the rest to us. We will come back to you to confirm your details and for any further information we may need for the formation process.

How do I allocate shares in my company?

By law, there must be at least one shareholder to take one share in the company. You can have another shareholder to take on an equal amount of shares, and then it would normally be allocated as one share each. Since authorised share capital has now been abolished by The Companies Act 2006, you can choose the number of company shares to be issued and distribute them accordingly. Here is an example of how your company shares could be allocated: Andrew wants to take 100% of your issued company shares. So if your company issued one share, Andrew would take that share and own 100% of your shares. No matter how many shares you issue, he would take them all so if you issued 100 shares, Andrew would take all one hundred. Susan and Andrew want to each take 50% of the shares in your company. So each would take 1 share in your company. Should you issue 100 shares, they would take 50 shares each. Susan wants to take 80% of your company shares and Andrew wants to take 20%. So Susan will take 8 shares and Andrew will take 2 shares. Or 80 and 20 respectively where your company has issued 100 shares. If you need any help and guidance about issuing shares, then please do not hesitate to contact us for some advice. We would be pleased to help!

What are the memorandum and articles of association?

Both the memorandum and articles of association are necessary legal documents. These documents are used to confirm the following information:

Your company name
Your registered office location and
Your statement of the internal constitution of the company

These are important company documents and you will usually have to produce these to be able to open a company bank account. If you are unsure about what should go into your memorandum and articles of association, we can help you with this. Our company formations service includes a well-written standard memorandum and articles of association draft template that are designed to cover all necessary bases to enable you to legally start your company. Our formations service configure these standard documents to suit your business and will comply with the registration requirements for Companies House.

What is a certificate of incorporation?

A certificate of incorporation is issued once your company has been officially formed. It is a document that confirms your company registration with Companies House and that your company name has gone onto the public register along with the date of incorporation and your registered company number. Companies House will have your official printed certificate sent through the post to you once your company has been incorporated.

What is a director's service address used for?

A director's service address is an official requirement for Companies House for all registered businesses. This address is kept on the public records so that it can be viewed by anyone wishing to see it. However, company directors can choose to list their director's address for public display as a different address to their residential one. In this case, only the director's service address will be made public and the residential address will be kept off the public register. This is easy to do when using a director's service address package such as the one we offer.

What is company formation and UK virtual office services?

Our professional virtual office is specifically designed to help maximise your business's performance. You can create the perfect corporate image with our range of tailored solutions designed to support you as a business owner. Our services include telephone answering, a London business address with mail forwarding, and company formation services. You can now work seamlessly from anywhere without any interruption or hassle.

Complete Virtual Office

Can I collect mail from your office?

We offer complete flexibility to our clients and allow you to collect your mail from our office in person. Whether you choose to have your mail forwarded to a chosen address or collected from our office is completely up to you.

Can I use the mail forwarding address for my registered office address?

The standalone mail forwarding service does not come as part of the registered office address service. If you would like to add a registered office address service to the mail forwarding service, you can do so by choosing this extra feature during the checkout process.

Can I use the mail forwarding address for personal use?

Personal and business customers can use our mail forwarding London service. If you need an address where you can have your mail sent to, our mail forwarding service is ideal. Our service is cost-effective and represents excellent value when compared to similar mail forwarding providers in London.

Do you have meeting rooms available for rent?

Yes. Meeting rooms are also included for free in some of the packages we offer. Book a meeting room to work alone or hold meetings of up to six people. Meeting rooms are equipped with phones, are air-conditioned, and include whiteboards. We have two meeting rooms available; the larger meeting room is equipped with a TV to connect to laptops, whiteboards and have video conferencing capability. High-speed internet is included.

How can a mail forwarding service benefit me?

A mail forwarding service can benefit many different types of people and organisations. Our mail forwarding service has been designed to improve your business's corporate image by offering your business a prestigious address in London. Clients are given the impression your business is run from a real office building situated in a prestigious area in central London. This has many benefits for your company including building trust in your brand and service. In addition, it frees up your time to do other more important things than wait for and handle mail.

How frequently is mail forwarded?

The frequency at which your mail is forwarded is up to you. The majority of our mail forwarding clients choose to have their mail forwarded weekly on a day of their choosing, however, you can choose to have it forwarded daily, weekly, monthly or as and when it is most convenient for you. We also provide a flexible postage service that is tailored to fit your needs.

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Access to the UK’s strong economy?

A virtual office address in the UK gives you access to a population that has one of the largest disposable incomes globally. London is noted as one of the strongest cities on the planet. It offers extremely attractive opportunities for businesses to develop and innovate. London has also now been voted the world’s most competitive city, offering exceptional prospects for all business owners. London is also at the very heart of the world’s financial sector. It is truly a global powerhouse and leader of its field. The London Stock Exchange is home to more than 2,000 companies from over 80 countries. The UK is also well situated in terms of geography; London’s working hours overlap with the majority of the worlds’ leading economies.

What is a director's service address?

A director's service address is a legal requirement for Limited companies; a director is legally obligated to provide an address where official statutory correspondence can be sent to them. Our director's service address provides an affordable solution; it has many benefits such as keeping the residential address of the director off the public record.

What is a mail forwarding address?

The mail forwarding London service is designed to help freelancers, businesses, and entrepreneurs to have a professional London address for all their business correspondence. Our service provides the right image to prospective new clients and helps to create a good impression of your company with an exclusive central London address. Being the world hub for business development and innovative thinking, having a London address can offer you great prospects for gaining new clients. The service includes mail forwarding to your private address, as well as the use of our prestigious London address on your company stationery and business correspondence. Depending on your niche, your image can play a large part in your marketing initiatives. And marketing, of course, is everything.

What is a registered office address?

A registered office address is a service that is required only by Limited Company owners. A registered office is a legal requirement and is recorded at Companies House. Our prestigious registered office address service allows you to replace your business’s registered office address with our central London address.

What is a virtual office?

Our budget-friendly virtual office in London service helps to provide a professional corporate image for any size business. In particular small start-up companies benefit hugely by using our cost-effective London space, as it saves paying out the huge rental fees demanded for physical office space in an exclusive London location. By using Capital Office’s virtual office in London, your business will be paying just a tiny fraction of what the rental fees might cost you otherwise, so making significant savings whilst having the additional flexibility for your business of only hiring us when needed, yet reaping the same rewards as having a professional London office. In essence, a virtual office is an extension of your business, but without the high costs.

Why UK virtual office solutions?

Our professional virtual office in the UK is specifically designed to help maximise your business's performance and build your reputation. You can create the perfect corporate image with our range of tailored solutions designed to support you as a business owner. Our services include telephone answering, a London business address with mail forwarding and company formation services. You can now work seamlessly from anywhere without any interruption or hassle.

Information Mail Forwarding Address

Do you accept parcels and signed for documents?

Parcels and signed-for documents are accepted at the London mail forwarding address. Signed-for documents are accepted by the mail handling team who will sign for it in their own name. Please note that if you expect large items, please do call our team beforehand to discuss the options.

Do you provide a mail scanning service?

All mail forwarding address clients can choose to have post scanned directly to their inbox. If you so desire, when choosing a package, select the scan option.

Is the mail forwarding address suitable for international clients?

International clients often will want to trade with the UK but do not due to the financial resources to initially acquire a physical presence in the UK. The mail forwarding address that is provided in our packages is an excellent way an international business can obtain a UK address without substantial overheads. International clients can choose to have mail forwarded or scanned as and when they require, same day, weekly or monthly.

What is a mail forwarding address?

A mail forwarding address is an address which allows you to receive all your postal correspondence at the address and have it forwarded onto an address of your choice. Companies decide to use mail forwarding addresses as it can often help increase the prominence of their status. The use of an address in a sought after location will often help increase the consumers’ confidence in the business. Many different organisations benefit from such services, there are of course obvious benefits for homeworkers and startups who are unable to obtain a real office and are not in favour of providing their residential address as the main correspondence address which would be available to the public. Our mail forwarding service allows you to use our central London location as your business address, we then receive your mail and forward this onto your chosen address.

Who would use a mail forwarding service?

Mail forwarding addresses are very popular with startups working from a home office.
Small businesses wanting to establish themselves with a prestigious central London address
International clients wanting to establish themselves in the UK

Why a mail forwarding address can benefit your business?

A business can benefit from a prestigious central London location without having to outlay expensive overheads when compared to renting a traditional office space. Our mail forwarding service is designed to be private and discreet, allowing you to run your business from any location worldwide. It is also completely confidential to protect your residential address. Any post that is received at our address is processed straight away and can be forwarded on the same day. Some businesses choose to have their post forwarded weekly or monthly. The benefit to them is that they save on postal rates, as the accumulated mail is posted in a bundle in one envelope and can be more cost-effective for high volume users.

Information Registered Office Address

Important information about a registered office address?

All limited companies are legally required to display a registered office address that is publicly available for anyone to view. With our address service, you can use our prestigious London address as the company's main registered office address. We include free mail forwarding of your company's official statutory mail to any location worldwide. All post is sent the next business day through the Royal Mail postal service; if the post is going overseas, then this would be via Royal Mail Air Mail. Clients also have the option to select scan-to-email (scanning is especially beneficial for overseas customers).A registered address is only suitable for companies registered in England and Wales. The company registered address service that we provide is beneficial to many businesses that do not have an actual physical office. Companies House and HMRC will send statutory correspondence such as formal notices, reminders notices, and other important statutory requirement notifications. It is vital to a business that any statutory notifications are responded to within the stated time frame. Companies House will notify you through postal letters when your company's confirmation statement (annual return) is due. If the dates are missed, it can result in financial penalties for the late filing of accounts.

London Address

Can I have parcels delivered and forwarded on?

When a parcel arrives we will notify you by e-mail and the parcel will need to be collected within 48 hours. You are welcome to arrange for a courier to collect your parcel for you. We can arrange a courier on your behalf but be aware there will be an admin charge which will be added to the courier’s fee, and this would need to be paid upfront. Parcels up to 45x35x16cm and no heavier than 3kg – store free for 48 hours and then charged at £2.50 a day. Parcels between 45x35x16cm and no heavier than 3kg and 61x46x46cm and no heavier than 10kg free for 48 hours and then charged at £4.50 a day. If parcels are not collected within 10 working days, they will be disposed of and a charge will be added to your postage account. We will advise you by telephone before we dispose of any parcels.

Can I upgrade my account?

If you have purchased a virtual office service with us, you may be able to upgrade your service. Please send us an e-mail or give us a call and we will be happy to speak to you about your options.

Can I use your address straight away?

Yes, once you have signed up you can use our address immediately, however, we will not be able to release any post until we have all the certified/notarised ID and proof of address documents.

How can I pay for the service?

The best way to pay is through our website, but if you have problems you can pay over the telephone or by bank transfer.

How long does it take to set up my account?

When you purchase a Registered Office, Director's Service or Mail Forwarding Address service from us, you can use our address instantly. You will receive a welcome email informing you that we have received your payment. Full client onboarding can take from 4-8 working hours. If you would like an update, you can contact your virtual office London team at info@capital-office.co.uk

How much do you charge for mail forwarding services, and for scanning and emailing?

We charge Royal Mail prices x 2. Scanning to email prices vary; please contact the team for the latest information.

Meeting Rooms

Are refreshments provided?

We provide water, tea and coffee for paid bookings. Food is not permitted in the meeting rooms.

Can I reschedule my booking?

We require 24 hours’ notice to reschedule a booking, but are unable to guarantee the new time you require will be available.

Do you have other meeting room locations?

We only have the two meeting rooms available, and they are both based at EC1V 2NX.

Do you provide WIFI?

WiFI is available in both meeting rooms and is free of charge.

How do I check your availability?

Please call us on 020 7566 3939; one of the team will check the calendar for you.

How many people can the meeting rooms hold

We have a 4 person and 6 person meeting room

Registered Office Address

How easy is it to change the registered address at Companies House?

Changing the address is very straightforward, there are two ways you can achieve this. The most popular method is through the Companies House WebFiling service; if you don’t already have an account you can register for free here, You will need your authorisation code in order to make changes online via the WebFiling portal. If you don’t have the authorisation there is another option, you can simply download and complete the form AD01 from Companies House and this will allow you to easily change your registered address.

Who should use this service?

Our service is suitable for companies that are incorporated or are planning to be formed under the jurisdiction of England and Wales. Companies that are registered in Scotland or Northern Ireland are required to have the registered office in the same country as listed at the registrar.

Website Design

Can a business website save me time?

By providing new information about your company, products and services online, you can save yourself lots of time that would otherwise be spent explaining your company and passing on information verbally via phone calls and face-to-face meetings. It is also much quicker, simpler and cheaper to update information about your company and your products and services via your website than to have new company brochures, flyers and mail-outs designed, printed and circulated. Your professionally designed website will save your time – and what is time? Time is money!

Can my new company website help me to target my customers?

Collecting important demographic data will give you a good idea about who your customers are. Knowing who your customers are and what they need are important aspects of making your business a success. Having a website with all the latest features and analytical tools available may not seem so out of reach as you first thought, and with one of our comprehensive website packages you can get the essential marketing data you need to grow your business.

How will a business website help me sell my products or services?

No matter where you offer your products or services, your own professionally built website gives you other ways to promote your goods. Your website is a great place to sell your products or services as well as provide useful information about your company and to communicate with potential new clients in areas that your physical shop or business does not cover locally. No matter what business you are in, your website is a great place to showcase your work to a wider audience. By including a portfolio or image gallery, as well as testimonials about your work, you can demonstrate what makes your business unique. Be aware that in order to get traffic via search engines, you will need to add content regularly.

Why is a professional business website important for my company?

A website is a way for companies to have an online presence and acts as an online information centre for your business. If you look at the statistics, you will see that most consumers first do their homework before making a buying decision, so it's becoming more and more important to stay relevant online. In addition, depending on your niche, all that you sell in-store, can also be sold on your website. In this way you can generate higher profits. Lastly, your website can help you engage more customers.

Will a business website improve my company’s image?

Having a professional business website built for you will improve your customer service, so it will also help to boost your credibility and standing online. By engaging and sharing tips and information about your products or services with your potential new clients as well as your existing clients, you are helping to build and boost your business brand. Include an FAQ section, add a blog and offer an email newsletter to answer your customer’s questions, and there will no better way to provide your clients with added value that will boost your profile and respectability online.

Will my bespoke website drive more customers through my door?

If you run a brick and mortar business in a specific location, your website can be available to your new and existing customers online 24/7, especially when your shop or business premises are closed. Customers are not restricted to learn about your company during opening hours, so when you offer them plenty of interesting information online, then they will be more encouraged to check out your physical shop in person.

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