WHAT IS A VIRTUAL OFFICE? YOUR ULTIMATE GUIDE IN 2021

WHAT IS A VIRTUAL OFFICE? YOUR ULTIMATE GUIDE IN 2021

Virtual office is an office model that has been used effectively for many years. However, it has only really become popular in the last 5 years. This is the type of office used by many businesses in their strategies to expand their markets and scope of operations.

1. Virtual office and what you need to know

Virtual office today has too many definitions that often confuse those who first learn about this model. In this article, Arental will provide you with all the most general information for readers to have a more comprehensive and accurate view of this model.

1.1 The most accurate definition of a virtual office

Virtual office (aka online office) is simply understood as a type of service usually provided to businesses from startups to large-scale businesses. These service providers will offer the lessee (individual/enterprise) with a specific real address used to register the establishment of a business, open a representative office or simply a legal transaction place to receive letters and parcels. The addresses provided are existing office buildings, and operate legally, ensuring legal conditions for the lessee.

>>>>> Virtual office in HCMC

The word "virtual" in a virtual office clearly shows the nature of this type of office. Using virtual office services in Ho Chi Minh City means that businesses only rent addresses, and do not have the same workspace as traditional offices.

In addition, it is necessary to clearly distinguish between the virtual office model and the shared office model. There are many websites which provide information that often confuse the definitions of these two services, causing the reader to be confused about the type of information.

1.2 Virtual office history

Appeared before the 90s, after Vietnam officially opened for integration, foreign businesses began to enter the Vietnamese market to develop and open their representative offices as well as branches to expand their market share. However, at that stage, the virtual office concept itself has not yet formed, but merely cooperates and sub-leases unused office space or leases a place to put a name board or business sign.

In the last 5 years, the concept of "virtual office service" was defined more clearly and precisely. There are many units providing professional services and diverse choices for businesses: from location or rent to accompanying services such as receiving mail from parcels, supporting business registration procedures, declaring tax…

Especially in Ho Chi Minh City, from 2020 until now, the demand for virtual offices has increased sharply, not only because of convenience but also as the best solution to solve the current epidemic situation for businesses. 

1.3 Legality

The virtual office model has met with many controversies about the legality as well as the confusion when using it by businesses. In fact, there is no provision in the Vietnamese legal system that specifically regulates this type of service.

However, from the perspective and opinions given by many experts and lawyers, a virtual office is a completely legal type of office. In other words, a virtual office is a service that does not violate any state regulations. Businesses can refer to the legality of this service .

The violations and problems when using this type of office are caused by some service providers that are not transparent, clear and do not have enough documents which leads to troubles in the business registration process for businesses.

Customers have the right to ask the unit to provide the necessary documents to check before signing the contract, or can choose to hire service providers that support business registration to avoid unnecessary problems and save time.

>>>> Virtual office in district 7

2. What are the advantages of a virtual office?

Virtual offices are chosen by small businesses, startups and even large-scale corporations because of the four main benefits that this type of business brings: cost savings, using of human resources reasonably, owning a flexible working place and expanding the scale as well as the market share for businesses.

2.1 Cost optimization

Cost is always an important issue for every business, especially for small and medium-sized enterprises or even newly established businesses with low financial capacity. Virtual office is considered as the leading cost-saving solution for young startups.

Of course, it cannot be compared with traditional offices for rent by area, but to meet legal issues, business establishment procedures and price advantages, ranging from 300,000 VND - 800,000 VND/month depending on the provider and location as well as building quality. Therefore, a virtual office is really the best choice.

2.2 Flexible remote working model

The typical feature of the virtual office model is that personnel do not work in the office. Objectively, this is the advantage and also disadvantage of this model. Since only the business address is provided, the actual office space is not provided.

Businesses using virtual offices often work remotely and only come to the company to receive correspondence, meet customers and partners when necessary. The rest of the time, employees can work flexibly anywhere but still balance professionalism in work, time comfort, and cost optimization.

2.3 High quality human resources

In addition to the cost issue, human resource is an important thing for businesses. Being able to use the best human resources from many areas is the desire of many leaders. However, for the model of working directly at the office, talented human resources are always limited by region.

For the virtual office model, employees can work online, work from home from many different areas, not limited to geographical locations. Therefore, businesses can get high-quality human resources more easily.

>>>>> Virtual office in district 2

2.4 Business expansion

The expansion of scale and market share is an important factor in all development roadmaps of enterprises. Previously, to open a branch or representative office, it required at least 2 employees and an office area of ​​12m2 or more. But now, with the form of a virtual office, everything has become simpler and more economical.

Virtual office service will provide business registration address and reception services, mail delivery for businesses, this means businesses can reduce one receptionist at the office or even no need for any personnel and can still function well.

Enterprises can open more branches in any province, can increase market share, facilitate transactions but still save costs.

3. Virtual office models

Virtual office services in Ho Chi Minh City, Thu Duc city are now provided by many units, with many prices and a variety of accompanying services. Some units also have a combination of virtual office services and shared offices to bring the most optimal solution for customers.

3.1 Basic utilities of the virtual office service package

For a most basic virtual office service package, there will be main utilities such as:

• The specific building address used to register the establishment of a business or used in the legal records of the business.
• Business name board, depending on the service provider, the nameplate of the business can be placed in front of the building, or placed on each floor. However, businesses should choose places that provide the service of placing business name tags in front of the building, both making an impression on customers and building an image.
• Meeting room and reception area for customers and partners: This is an indispensable utility of every office. The reception of partners plays the most important role for businesses. The meticulousness in the reception will make the meeting a success.
• Reception receives documents or parcels: Once it is a business transaction and exchange location, receiving mail is indispensable.

There are also many other accompanying utilities, depending on each supplier.

3.2 Virtual office combined with shared office

Virtual office combined with shared office is a new type of service, like the bundled combos that the service provider creates to support optimal costs for customers. These are 2 completely different types of services, you can refer to their differences here.

With this model, businesses have more options. Besides using the real address to register for a business license, they also have a place for employees to stay and work at the office. Depending on the supplier, the rental price can range from 1.5 million to 2 million VND/month.

4. How popular are virtual offices in HCM?

In Ho Chi Minh City, which is the economic locomotive of the southern region, the number of businesses choosing this cost-effective office model is increasing. Especially in 3 key areas such as the East, the South and the central location.

4.1 Location of virtual office in the East of the city

Talking about the eastern area of ​​the city, it is impossible to ignore the area of ​​District 2. Recently District 2, District 9, Thu Duc were merged to form Thu Duc City. District 2, which has developed strongly, now has more development policies in parallel with the East. Creating advantages and strong attraction for domestic and foreign investors.

Besides, the area of ​​Tran Nao and Thao Dien Street is also one of the areas often chosen by foreign tourists and experts to live. Therefore, the need to rent virtual office Thao Dien, virtual office Tran Nao and use office services are increasingly becoming popular.

Although there has been a breakthrough development in a short time, in fact, when using virtual offices, Vietnamese people still prefer to choose downtown areas. Foreign businesses will choose to live and work in District 2, East not only because of the development vision but also because of the comfort and fresh atmosphere close to nature.

4.2 Location of virtual office in the South of the city

Like District 2, District 7 is also an area far from the city center but has a great development. Removing the image of a low-lying area that is flooded all year round, District 7 is now famous for the most expensive and high-class residential areas in Saigon such as Phu My Hung, Trung Son residential area...

This regional economy is also highly appreciated by large industrial zones. This also attracts thousands of businesses and provides job opportunities for millions of workers such as Tan Thuan Manufacturing Area, Hiep Phuoc Industrial Area, Phu My Industrial Parks...

Virtual office rental service in District 7 is preferred by both domestic and foreign businesses. There’s many Vietnamese businesses who have recognized the development of this area.

4.3 Location of the virtual office in the central area

The central area is always the top priority of all businesses when choosing to rent any type of office. Virtual office in District 1, virtual office in District 3, virtual office in Phu Nhuan District not only bring convenience but also contribute to enhancing the image and brand for businesses.

Convenience to move and receive customers, in addition, owning a business located in the city center has partly built an impression and sympathy for partners.

According to an objective assessment from experts on virtual office services, this is a legal office model which helps save costs and bring convenience to businesses. Both domestic and foreign businesses can use it. Office location is not really the most important criterion. The quality of service and the business owner's strategy are the most important factors.

You can track and update information about office services for businesses at:

Fanpage: https://www.facebook.com/arentalvietnam

Or Youtube channel: https://www.youtube.com/channel/UCK8cPwnw4PZAVpc1vCyVtwg