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 usually cost, security considerations, and who should consider them.
Mail Scanning Service: Quick Definition
A provider receives your mail (as an authorized CMRA), opens and scans selected items with your permission, and delivers secure digital copies to your account. You control whether originals are forwarded, held, shredded, or recycled.
How Mail Scanning Services Work
Setup & Authorization (USPS Form 1583)
You complete USPS Form 1583 to authorize the CMRA to receive and open mail on your behalf, provide two forms of ID, and finalize via in‑person or online notarization (varies by provider and jurisdiction).
Mail Receiving
Your mail is delivered to the provider’s street address (not a PO Box), allowing acceptance from USPS, UPS, and FedEx.
Notification & Preview
Get envelope images and alerts; choose what to open and scan.
Scanning & Digital Delivery
Scans are typically 300+ DPI and posted to your secure dashboard with search and download options.
Physical Mail Management
Forward important items, hold for pickup, shred securely, or recycle. Storage/forwarding fees vary by provider.
Benefits
🌍 Global Access
Access and manage mail from anywhere—ideal for remote workers, travelers, and expats.
⚡ Notifications
Know right away when critical mail arrives.
🔍 Search & Organization
Find documents in seconds with searchable PDFs and folders/tags.
🏠 Professional Address
Real street addresses accepted by carriers and many institutions.
🗑️ Junk Mail Filtering
Discard low‑value mail; forward only what matters.
📱 Mobile‑Friendly
Most providers offer apps for quick decisions on the go.
💰 Potential Savings
Reduce trips, storage, and lost‑mail risks—value varies by usage.
🔐 Secure Storage
Digital copies can be backed up with access controls.
Typical Costs
Basic Plans
per month (typical)
- • Envelope images + limited scans
- • Basic forwarding options
- • Mobile/web access
Standard Plans
per month (typical)
- • Higher scan limits
- • Package receiving
- • International forwarding
Business/Premium
per month (varies)
- • Multiple recipients/addresses
- • OCR/search, integrations
- • Priority handling
Possible Additional Fees
- • Setup or address activation
- • Per‑scan overages
- • Forwarding/postage + handling
- • Storage beyond grace periods
- • Check deposit or special handling
Security & Privacy
🔐 What to Look For
- • TLS/HTTPS + encryption at rest
- • Access controls & audit logs
- • Background‑checked staff
- • Clear retention/deletion policy
- • 2FA for account access
- • Secure document destruction
⚠️ Risks to Consider
- • Third‑party handling of sensitive mail
- • Data breaches or insider threats
- • Government/legal requests for records
- • Service interruptions with smaller vendors
🛡️ Choosing a Provider
Research Checklist
- • Years in business & reviews
- • Security audits/certifications
- • Insurance and liability coverage
- • CMRA compliance & staffing model
Ask Before You Buy
- • Server/data location
- • Who can access my scans?
- • Retention & deletion timelines
- • BAA availability for regulated data?
Who Should Use Mail Scanning?
✅ Ideal For
- • Remote workers & digital nomads
- • Frequent travelers
- • Expats & seasonal residents
- • Small businesses without offices
- • Students studying abroad
- • RV travelers
- • Privacy‑conscious individuals
- • Seniors simplifying paperwork
- • Busy professionals needing speed
❌ May Not Be Right For
- • People with very little mail
- • Those needing immediate physical access
- • Users handling highly sensitive originals
- • Strict budget constraints
- • Those who prefer traditional mail handling
- • Complex legal/medical document workflows without BAA
Provider Landscape
Well‑known providers in this space include Earth Class Mail, PostScan Mail, Anytime Mailbox, Traveling Mailbox, Virtual Post Mail, and local franchise options (e.g., PostNet). Features and pricing change—confirm details directly with vendors.
Getting Started
Step‑by‑Step
- 1. Compare providers by location, features, security, and reviews.
- 2. Choose a plan that fits your expected volume—upgrade later if needed.
- 3. Complete registration and billing.
- 4. Submit Form 1583 + IDs (notarized as required).
- 5. Update your address with senders; consider USPS forwarding as a backstop.
- 6. Test the workflow with a self‑mailed letter.
Use this guide to evaluate scanning providers. For sending mail during your transition, explore our services.