Mail scanning for your Brickell CMRA address.

Mail scanning is the layer that turns a physical Commercial Mail Receiving Agency address into something you can actually run a non-resident company from. We receive mail at our Brickell suite under your Form 1583 authorization with USPS USPS Form 1583 — Application for Delivery of Mail Through Agent, photograph the closed envelope within one business day, post it to your dashboard, and wait for your instruction before doing anything else. Open and scan the contents, forward the piece to a real-world address, archive it for the retention window, or shred it through a NAID AAA-audited vendor. Nothing leaves the building, nothing gets opened, and nothing gets destroyed without you clicking a button. The point is not to digitize your mail. The point is to give a founder in Bogotá, Mexico City, or São Paulo the same control over US correspondence that a founder in Brickell would have walking down the hall.

What gets scanned and when.

Every letter-class piece addressed to your PMB suite, in the addressing format USPS requires for Private Mailboxes USPS Domestic Mail Manual §508 — Recipient Services, is photographed front and back within one business day of arrival at our Brickell suite. The envelope scan goes straight to your dashboard with the postmark date, the sender block, any USPS endorsements visible on the outside, and the piece weight class. Standard first-class mail, certified mail, registered mail, and IRS, state, and accounting correspondence are all handled on the same one-business-day clock. Flats and small parcels are logged the same way — photographed closed, posted with carrier and tracking visible, and held for your instruction. We do not open anything by default. The opening step is always a separate action you authorize from the dashboard, which keeps the chain of custody clean for tax, legal, and compliance use.

How on-demand opening and content scans work.

When you see an envelope on the dashboard you decide what to do with it. One click requests an open-and-scan: a staff member opens the piece on a flat-bed scanner, captures every page at three hundred dots per inch in color, runs the file through searchable-PDF OCR, and posts it to the same item record alongside the envelope photo. Most open-and-scan requests are completed the same business day they are requested. Multi-page IRS notices, state filings, and accounting documents come back as a single PDF with selectable text, which makes downstream tasks — forwarding to your accountant, uploading to a state portal, attaching to a Sunbiz filing — fast and low-friction. The original physical piece stays in your account file and follows whatever rule you set next: forward, archive, or shred.

Your dashboard, your archive, your audit trail.

Every piece of mail lives on one timeline in your dashboard. Each item shows the envelope photo, the arrival date and time, any content scans you requested, the action history (opened, forwarded, archived, shredded), and the staff member who handled each step. You can filter by sender, by date range, by action status, by tag, and you can export the entire archive as a ZIP with manifest at any time — no upgrade, no per-export fee. Two-factor authentication is on by default; access can be granted to your accountant or attorney as a read-only collaborator without sharing your password. The point of the audit trail is not feature parity with enterprise tools. The point is that when the IRS, a state agency, or a court asks you to produce a specific piece of mail from eighteen months ago, you can pull the envelope, the content scan, and the chain-of-custody log in under a minute.

Archive period and shredding policy.

Physical pieces are archived in our Brickell suite for sixty days from the date you mark the item as handled in the dashboard. During those sixty days you can change your mind — recall a piece for forwarding, request a re-scan at higher resolution, or pull it for a legal or tax request. At the end of the archive window any item still tagged for shredding is destroyed through a NAID AAA-audited mobile shredding partner that issues a certificate of destruction per pickup, posted back to the relevant item records. Items tagged for long-term archive stay in the suite for as long as your plan is active. Forwarding is a separate workflow that bundles approved pieces into a single shipment at carrier cost, with the carrier and tracking number posted to each included item. Nothing leaves the suite without you authorizing it, and nothing gets destroyed without a written instruction on file.

What mail scanning does and does not replace.

Mail scanning replaces every trip you would otherwise make to a US post office, every call to a friend asking them to open mail on your behalf, and every gap in record-keeping that a paper-only workflow produces for a founder living abroad. It does not replace the underlying address authorization — you still need a real Commercial Mail Receiving Agency address and a notarized Form 1583 on file with USPS for any of this to be legal USPS Form 1583 — Application for Delivery of Mail Through Agent. It does not replace registered agent service for your Florida LLC, which is a separate statutory role. And it does not replace the legal review of what arrives — we scan and post; you and your attorney decide what to do with an IRS notice, a state filing, or any other regulated correspondence. The monthly fee starts at {priceFromUsd} USD and covers a standard envelope volume; open-and-scan requests, forwarding postage, and overage scans are itemized at flat per-piece rates with no markup beyond carrier cost.

Included in every mail-scanning plan

• Envelope photograph front and back within one business day of arrival, posted to your dashboard with postmark and sender data USPS Domestic Mail Manual §508 — Recipient Services.
• On-demand open-and-scan of contents at three hundred DPI in color with searchable-PDF OCR, usually same business day.
• Sixty-day physical archive in our Brickell suite from the date you mark an item handled, with full recall and re-scan rights.
• Secure shredding through a NAID AAA-audited partner with certificate of destruction posted back to each shredded item.
• Two-factor-protected dashboard with read-only collaborator access for your accountant or attorney and full ZIP export of your archive.

Not included by default

• Form 1583 notarization and the underlying CMRA address — those belong to the Virtual Office plan that activates legal mail receipt at the suite USPS Form 1583 — Application for Delivery of Mail Through Agent.
• Mail forwarding postage and carrier fees — passed through at carrier cost with no markup; the forwarding workflow itself is included.
• Florida registered-agent service — a separate statutory role, available as a bundled add-on through a Florida-licensed partner.

Mail-scanning questions, answered

How quickly is my mail scanned after it arrives?

Envelopes are photographed front and back and posted to your dashboard within one business day of arrival at our Brickell suite. Open-and-scan requests against those envelopes are usually completed the same business day they are requested. The one-business-day envelope clock and the same-business-day content clock are the same regardless of plan tier — the difference between plans is the included envelope volume, not the speed.

Do I need a separate USPS authorization to use mail scanning?

Yes. USPS requires a notarized Form 1583 on file before any Commercial Mail Receiving Agency is authorized to receive mail on your behalf USPS Form 1583 — Application for Delivery of Mail Through Agent. The Virtual Office plan includes Form 1583 notarization for the primary applicant; the Mail Scanning service runs on top of that authorization. If you already have a CMRA address with us, scanning plugs into the same account. If you do not, you start by activating the address and the form together.

What resolution and format do you use for content scans?

Three hundred dots per inch, color, on a flat-bed scanner, output as a searchable PDF with OCR text layer. The format is the one US accountants and state filing portals expect, which means you can forward a scanned IRS notice or state filing without re-processing it. Multi-page pieces come back as a single PDF per envelope so the document stays grouped on your timeline.

Who decides when a piece of mail gets opened, forwarded, or shredded?

You do, from the dashboard, one piece at a time. We never open mail without an explicit open-and-scan request on a specific item, we never forward without a forwarding instruction on a specific item, and we never shred without a shred instruction on a specific item. Default behavior on arrival is to photograph the envelope and wait. The chain of custody is logged on every item, including the staff member who performed each action and the timestamp.

How long do you keep the physical mail before shredding or archiving it?

Physical pieces are held in our Brickell suite for sixty days from the date you mark the item as handled in the dashboard. During that window you can recall a piece for forwarding, request a higher-resolution re-scan, or pull it for a tax, legal, or accounting request. Items tagged for shredding at the end of the sixty days are destroyed through a NAID AAA-audited shredding partner with a certificate of destruction; items tagged for long-term archive stay in the suite for as long as your plan is active.

Turn the mailbox into a dashboard

Stop wondering what is sitting in your Brickell mailbox right now.

Plans start at 9 USD per month and include one-business-day envelope scans, on-demand open-and-scan, a sixty-day archive, and audited shredding. Bundle with the Virtual Office plan to activate the underlying USPS Form 1583 authorization USPS Form 1583 — Application for Delivery of Mail Through Agent.