Virtual office - The perfect choice for businesses 4.0

1. About virtual office services

1.1. What is a virtual office? 

Virtual office (Virtual Office) is a transactional and working representative office. To put it simply, a virtual office is considered a type of service for companies and businesses that need to rent an office location separately to conduct transactions, meet and sign contracts with customers. work. 

In addition, the virtual office is also the legal office address of the business. Therefore, customers can work anywhere without having to be physically present at the company. In particular, virtual offices do not need actual office space. 

 

Virtual office (Virtual Office) is a transactional and working representative office.

1.2 What can virtual office be used for? 

Virtual office leasing units often own prime and potential business locations that can be located in luxury buildings, downtown districts, and convenient traffic routes. Then, they will lease it to customers as a place to place business signs, business registration addresses on legal documents in business activities with reasonable and affordable fees. 

You can use a virtual office for a variety of purposes. This model is not only used as a place to place the company's address, working address but also for meetings and meetings to sign contracts. In particular, businesses can use virtual offices as other office services such as reception, fax, ...

1.3 What are the advantages and disadvantages of a virtual office?

Outstanding advantages 

• Create prestige and professionalism for businesses when owning a luxurious business address in busy economic zones, prime locations, convenient traffic.

• Maximum savings in operating costs up to 90%, dispelling worries and great concerns about site costs. Instead, businesses focus their resources on business activities, boosting profits. 

• Businesses do not have to worry about facilities or office management costs when renting virtual office services. All costs in the process of using the virtual office are eliminated at 0%, 

• Opportunity to enjoy 100% free premium office facilities. Businesses do not have to pay any fees related to decoration, office design, procurement or maintenance of office furniture. 

Disadvantages

When renting a virtual office, all meetings and transactions with customers and business partners must be scheduled in advance and adhere to the previously registered schedule because this is an integrated virtual office. This can cause businesses to face many difficulties, unable to manage in time in cases where customers come unexpectedly without an appointment, without a welcoming staff, the receptionist has to replace the customer. 

1.4 Are virtual offices legal?

This new form of office makes many businesses wonder: “Is a virtual office legal?”

To consider the legitimacy of this model, enterprises should base themselves on the information specified in the latest Vietnamese Enterprise Code as follows:

• Regarding the head office of the company: the head office of the enterprise must be located in the territory of Vietnam, have a clearly defined address (including: house number, name of commune, ward, province/city) and must be registered notify the competent authority of business registration. 

• Definition of “enterprise” is an economic organization with its own name, assets, stable transaction office, which has been determined, registered for the purpose of carrying out lawful business activities,

• The Law on Enterprises does not stipulate how many businesses can be located in a single location. 

With the provisions of the Enterprise Code above, it can be concluded that virtual office services do not violate the law and are completely legal. However, when choosing any office model, not only virtual offices, businesses need to fully comply with all administrative procedures under the advice of legal experts, fulfill tax obligations as government regulations, there will be no problems arising. 

 

When renting a virtual office, all meetings and businesses must be scheduled in advance and adhere to the registered schedule.

2. About the shared office model

2.1. What is a shared office? 

Co-working space is considered an effective solution built to support individuals and businesses that do not want to spend too much money on room rental. Instead, they can share or share the same workspace but still fully equipped with current facilities like a traditional office. 

Shared office service allows you to rent one or more seats, work together with colleagues when you do not have a fixed office to work. With a modern and comfortable working atmosphere, this model can give you many new creative inspirations. 

Currently, the shared office model is increasingly being promoted in big cities. This type of office is especially suitable for businesses, companies or startups in the early stages of operation and development. 

2.2. What are the benefits of a shared office?

• Saving costs in office use: you can save at least 50% of costs compared to renting a package office, especially reducing 100% of waste when using an office.

• Connect many relationships in a common space: a large shared office with many different fields will help you have more interesting relationships, more experiences and knowledge. 

• Experience many smart and professional utilities, access modern technologies of the future office.

• Ideal working space, spacious and private seating. 

• Flexible contract registration time, easy business expansion. 

• Expand your access to potential customers and quality partners.

3. Compare virtual office and shared office

3.1. Similarities

Both are office models used for working and meeting. These two services both provide the same utilities, helping businesses and companies to optimize costs when renting. 

3.2. Differences

Element	Virtual office	Shared office
User object	Support small and medium enterprises to save money and concentrate resources.  Young startups start their businesses with limited capital. Medium and large enterprises if they want to set up a representative office or branch	Suitable for small and medium enterprises with large number of employees, newly established or expanding the market.  Project team or independent business individual.  Freelancer, merchants often move, go on business trips, so they don't use a fixed office much.
Uses	Companies and organizations wishing to search and register a legal business address.	Individuals or Freelancers tend to find and use this type of shared office model.
Characteristics	Comprehensive and macro with full reception, meeting rooms or a variety of other rooms to maximize the transactions made.	Serves for personal purposes and activities, mainly working seats and often does not integrate many other utilities.
Utilities	Support standard business registration address.  Office space for meetings and negotiations. Le Tan professionally helps to receive and deliver letters and parcels.	Working space with full amenities like a private office.  Provide transaction address and business registration.  Unlimited use of common reception area, services such as air conditioning, wifi, water, electricity,...
Working space	Working space is not constrained, can be changed flexibly. Employees can actively arrange to work from home without being present at the company every day. Most are online communication with colleagues in the company.	The coworking space is spacious, comfortable, and active. Flexible fixed seat depending on the needs of the user. An open environment with high connectivity, meeting and exchanging with many businesses and diverse industries.
Service costs	Virtual office model has the cheapest price on the market. Because office tenants do not have to pay for the premises, they only pay for the service they use.	Shared office has a higher price than virtual office. Depends on the product package and time of use.  However, this model is still more cost-effective than renting a private office.

Above is the basic information about virtual office as well as the difference between the two models of virtual office and shared office that have been synthesized and sent to you by Arental. Hope this article will help you choose the best office space for your business!