Every letter to your company is opened and scanned in the building it arrives at, by our own team, and filed into the right folder in your dashboard – HMRC, Companies House, your bank, your business. Share a folder with your accountant. Ask for the original when you need it. Nothing metered, on every plan.
Every letter, on every plan, scanned to your dashboard – no per-item fees, no monthly cap.
Filed by an Authorised Corporate Service Provider through our direct Companies House connection, with identity checks to the Companies House standard.
Phone numbers, mail scanning, websites, email and cloud drive – built and run by our own team, never handed to a third party.
What actually happens
No outsourced mailroom, no PO box in another city. Post is delivered to your named building at Vaulex House and handled there by our own team.
Royal Mail delivers to The Courtyard, The Annexe or The Exchange – your building. The arrival is on camera, and that is the moment the clock starts.
By our own team, on our own scanners, in the building it arrived at. Nothing leaves the site and nobody outside Vaulex Group handles it.
Each item is classified by sender and filed into its folder – HMRC, Companies House, Government & regulators, Bank & finance, Business, Personal or Junk – with statutory post flagged. You get an email the moment it is in your dashboard, and so does anyone you have shared that folder with.
Ask from the scan and it is franked and posted on at Royal Mail cost plus £1.25 handling, both shown before anything is sent. Or batch it: Consolidated Forwarding sends everything once a month in one tracked envelope.
Your dashboard
Every letter lands in the folder it belongs in, the moment it is scanned. Open the folder, read the PDF, act – or let the person who needs it see it directly.
Corporation Tax, VAT, PAYE – every HMRC letter, flagged as statutory on arrival.
Confirmation statements, authentication codes, register notices.
Councils, the courts, the ICO – anything official that is not HMRC or Companies House.
Your bank, card providers, lenders and payment providers.
Customers, suppliers, insurers, advisers – ordinary business post.
Post addressed to a person rather than the company – and circulars kept out of your way, never binned unread.
Not sure what a letter means? Explain this letter reads the scan and tells you in plain English, in seconds – £1.99 a go, from the scan itself.
Built for how a company actually works
Add a login for your accountant, bookkeeper or assistant and choose the folders they may see. They get their own sign-in to a Mailroom that shows those folders and nothing else – no company documents, no billing, no other post – and they are emailed when something lands.
Speed, parcels and junk
Every plan scans every letter by the next working day – usually within hours. The rest is yours to add only if your business needs it.
A strict promise: every letter in your dashboard within two working hours of arriving at the building, Monday to Friday, with the clock visible on each item. Miss it and that month’s Priority fee is refunded – not a credit note.
£19.99 a month · included in E-Commerce Hub
Parcels up to 380 × 320 × 160 mm and 9 kg go into your building’s secure parcel box and appear in your dashboard the same day. Collect free, or ask for dispatch: DHL next working day at £14.99, tracked door to door, no weight bands, no admin fee. Over the limit? It is held, you are told the same day, and dispatch is quoted before it goes.
Included on every plan · no monthly fee
A registered office attracts junk. The filter checks every item against what we see when we open it – circulars, marketing mailers, duplicate statements – and files it to Junk for you to review. Statutory post is never filtered, whatever the rules say.
£12.99 a month · optional
The whole bill
The Mailroom is in every plan from £24.99 a month – registered office, service addresses for four directors, identity verification for four, every letter scanned, folders and sharing, parcel receiving, your dashboard and reminders. Pay monthly, or pay yearly and get two months free. The only things with a price are the things you choose: an original posted on (£1.25 plus postage), a parcel sent on (£14.99), Consolidated Forwarding (£9.99 a month), 2-Hour Priority (£19.99 a month), the Spam Filter (£12.99 a month). No VAT is added to any of them.
Straight answers
The mailroom team who open and scan it, and the person dealing with a request you have raised. Identity documents are held apart from ordinary post, visible only to our compliance reviewer, and every open – ours included – is logged.
Post is physical. It is still delivered, opened and held in the building; scanning catches up when the system is back, and the clock on a priority item is the arrival time, not the scan time.
No. The buildings, the mailroom team, the scanners, the dashboard and the software behind it are Vaulex Group’s own. The digital services in some plans – landline, email, website, cloud drive – come from a sister company under the same ownership, not a third party.
Download anything at any time while you are a client. When you cancel, you choose: delete your scans the day the service ends, or keep them to read and download for 12 months. Originals still held are available for 30 days to collect or have forwarded at our published rates.
Yes. Each shared login has its own folders – the accountant HMRC and Companies House, an assistant Business and Bank & finance – and you can change any of them from your Team page whenever you like.
Or talk it through first: 0333 305 1195, Monday to Friday, 9am to 5.30pm. A person answers, and nothing is sold by phone.
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