Mail Service Vienna: Mail Reception, Digital Scanning & Forwarding
Your business mail is received, scanned digitally and delivered securely – managed in full GDPR compliance, including RSb official mail. All documents online, available instantly. €0 setup – paid annually.
Mail Service in Vienna – Your Mail, Managed Digitally
Whether official decisions, invoices, contracts or customer correspondence: anyone using a business address must be able to rely on professional mail handling. Our mail service covers the complete mail cycle at Am Gestade 3, 1010 Vienna: incoming items are received, registered, scanned digitally and delivered to you electronically – and forwarded on request.
Your business mail is thus always at hand – from a laptop or smartphone, even while you are travelling abroad. You do not need to be on site to receive important documents, and you will never miss a deadline, because official deliveries reach you the moment they arrive.
Mail Reception – What Happens to Your Mail
Every item passes through a clearly defined process:
- Reception: Letters, registered mail and parcels are accepted at our address and checked for completeness.
- Registration: Every item is recorded – sender, date and type of delivery. You always have a complete overview.
- Scanning: The envelope is captured digitally and delivered to you without delay. With your written authorisation, we open items and scan the contents as well.
- Disposition: You decide: digital filing, forwarding of the original, retention or destruction – we implement your instructions.
You receive an e-mail notification for every item. Documents you no longer need are destroyed in a GDPR-compliant manner according to your instructions.
Digital Scanning Service – Documents Online, Instantly
The digital scanning service makes your mail location-independent: every item is scanned and delivered to you as a PDF file. By default, we scan the envelope unopened – so the contents remain confidential even en route to you. With a one-time authorisation, we can open items and capture the contents page by page, allowing you to process invoices and contracts digitally straight away.
Scanned documents can be archived electronically, forwarded to your tax adviser or fed directly into your accounting system. For your GmbH or UG, this means: no piles of paper, no lost receipts, no late payments.
RSb Official Mail – Meeting Deadlines with Certainty
Handling official mail deserves particular attention: RSb letters (registered delivery with proof of receipt) are deliveries where receipt is documented – for example decisions from tax authorities, social insurance or the municipal authorities. Such items are deemed delivered at specific points in time, which means deadlines may start running without your personal signature.
Our address is fully registered (ladungsfähig): RSb and RStb items can be validly served at Am Gestade 3. We document receipt, inform you without delay and send you the scan – so you never miss an official deadline, even when you are away. For the commercial register, your trade licence and authorities, a fully registered address is therefore the only safe choice.
Forwarding – Domestic & International
When you need original documents – for contracts, bank documentation or authorities – we forward items on request: within Austria, to Germany and all EU member states, and worldwide. Forwarding takes place on a regular schedule (e.g. weekly) or per individual instruction; shipping costs are disclosed transparently.
This is a decisive advantage for international founders in particular: you maintain your Austrian business address while operating from another country – your mail still reaches you reliably, digitally or physically.
GDPR & Mail Confidentiality – How We Protect Your Data
The processing of your mail is subject to strict legal requirements: mail confidentiality and the General Data Protection Regulation (GDPR). As a processor under Art. 28 GDPR, we handle your items exclusively on instruction – documented, purpose-bound and only by trained staff with access authorisation.
- Confidentiality: Without your authorisation, only the envelope is scanned – never the contents.
- Access control: Only authorised staff members have access to incoming mail.
- Documentation: Incoming mail is logged; proof of every item is available on request.
- Destruction: Documents no longer needed are securely destroyed according to your instructions.
- No disclosure: Your mail and your data are never passed on to uninvolved third parties.
This makes the mail service not only convenient, but legally sound – a point that is often underestimated when choosing a business address.
Who the Mail Service Is For
- Founders and one-person businesses – who want to manage business mail professionally and from anywhere
- GmbH & UG companies – with a registered seat in Vienna and a clear separation of private and business mail
- Online businesses & e-commerce – that do not need a physical branch
- International companies – maintaining an Austrian presence without being on site
- Consultants, lawyers & freelancers – for confidential correspondence with documented receipt
The Mail Service Annual Package
Annual package · Paid annually · Valid for 12 months · No setup fee
- Mail reception at Am Gestade 3, 1010 Vienna
- Digital scanning service (envelope & contents with authorisation)
- RSb official mail with documentation
- Forwarding domestic & international
- GDPR-compliant handling (Art. 28 GDPR)
The mail service is included in the business address annual package – no hidden per-item fees.