Mail Scanning & Email Forwarding —
Every Letter Scanned & Sent Same Day
Professional mail scanning and email forwarding from our London EC2M office — all correspondence received scanned to high resolution and emailed to you the same working day. Accessible anywhere in the world. Full mail log in client portal. From £14/month.
Mail Scanning — Your Correspondence, Wherever You Are
In 2026, the UK’s remote working revolution has created millions of businesses where the owner operates from home, a coworking space, abroad or multiple locations — but official correspondence still arrives at a fixed address. Mail scanning and email forwarding means you receive every letter as a high-quality PDF email, wherever you are in the world, the same day it arrives.
Our mail scanning service operates Monday to Friday at our EC2M 5TE office. All correspondence received is opened, date-stamped, scanned at 300 DPI in full colour and emailed to your registered email address as a PDF attachment — typically within 2-4 hours of the morning mail delivery. Late afternoon post is scanned the same day where received before 4pm; post received after 4pm is scanned first thing the following morning.
Mail is categorised on receipt: official correspondence (HMRC, Companies House, courts, regulatory bodies) is flagged as priority and emailed immediately on scanning. Business correspondence (client letters, supplier invoices, contracts) is scanned and emailed with the standard same-day service. Unsolicited commercial mail (marketing, promotional materials) is recorded in the mail log and emailed in a daily digest rather than individually — keeping your inbox clean while ensuring no genuine correspondence is missed.
Every item is logged in your client portal mail register — showing sender, date received, category, date scanned and forwarding confirmation. Physical originals are retained at EC2M for 12 months — available for collection or courier dispatch on request. After 12 months, items are shredded securely. For items requiring physical retention beyond 12 months (original signed contracts, share certificates, deeds), we advise on secure archiving options.
✅ What’s Included
- ✓ Same-day scanning — all correspondence
- ✓ High-resolution full-colour PDF
- ✓ Email forwarding to unlimited addresses
- ✓ Priority flagging — official correspondence
- ✓ Daily digest — unsolicited commercial mail
- ✓ Client portal mail log
- ✓ Physical retention 12 months
- ✓ Secure shredding after retention period
- ✓ Courier dispatch of originals — on request
- ✓ Multiple email recipients — all on one plan
- ✓ Weekend and bank holiday mail — processed next working day
- ✓ GDPR-compliant mail handling
Getting Started — Simple, Fast & Immediate
Who Uses This Service?
Frequent Travellers & Expats
Business owners who spend significant time outside the UK — whether travelling for work or living abroad part-time — need all UK correspondence handled and emailed promptly regardless of location.
Fully Remote Businesses
Companies operating with no fixed office — staff and founders working remotely from home or flexible locations — need a permanent address with professional mail handling for all business correspondence.
Home-Based Businesses
Businesses where the owner works from home but uses a business address — not wanting official correspondence delivered to their front door — need a mail scanning service at their business address.
Multi-Location Businesses
Businesses with staff in multiple locations who need all official correspondence centralised, scanned and distributed electronically — preventing any single person from being the bottleneck for important mail.
4 Mistakes to Avoid — And Why They’re Costly
Mail scanning PDFs can be forwarded to multiple recipients simultaneously — CEO, operations manager, accountant. Many clients only register one email address and then create internal forwarding chains. We forward directly to all required recipients in a single step — eliminating forwarding delay and ensuring every relevant person receives important correspondence.
While junk mail doesn’t require action, some items that appear to be marketing are actually important — government consultations, regulatory notices, trade body communications. We review all mail before categorising it as commercial and our daily digest includes a subject line summary — making it easy to identify anything that warrants attention.
Some documents require physical originals — signed contracts, original share certificates, deeds, wills, passport-certified copies. Our mail scanning service provides scanned PDFs, which are sufficient for most purposes. For documents requiring physical originals, request courier dispatch promptly — don’t leave important originals in general storage.
Mail scanning services handle personal data — correspondence about individuals, financial information, employee data. GDPR compliance requires appropriate data processing agreements and security measures. Our mail handling is GDPR-compliant — we maintain a data processing agreement with all clients and apply appropriate security to all scanned documents.
Mail Scanning & Email — Your Questions Answered
All correspondence received at our EC2M address before 4pm on a working day is scanned and emailed the same day — typically within 2-4 hours of the morning mail delivery. Official correspondence (HMRC, Companies House, courts) is processed as priority and emailed immediately on scanning. Post received after 4pm and weekend/bank holiday mail is processed first thing the next working day.
All scanned items are delivered as high-resolution PDF attachments — 300 DPI, full colour. Most items are a single PDF per envelope/item. Multi-page documents are delivered as a single multi-page PDF. File sizes are typically 200KB-2MB per item. We use industry-standard PDF/A format for archival quality. All PDFs are searchable (OCR-processed) for easier reference.
Yes — you can register up to 10 email addresses to receive mail forwarding. All registered addresses receive every scanned item simultaneously. This is useful for businesses where the owner, operations manager and accountant all need to receive official correspondence without any manual forwarding chain. Additional email addresses can be added or removed anytime via your client portal.
Physical originals are retained at our EC2M office for 12 months from the date of receipt. During this period they are available for collection in person or courier dispatch on request. After 12 months, items are securely shredded in accordance with our GDPR data retention policy. For items requiring retention beyond 12 months — original signed contracts, deeds, certificates — we advise on secure archiving options before the 12-month retention period expires.
Yes — our mail handling service is fully GDPR compliant. We maintain a Data Processing Agreement (DPA) with all mail scanning clients, as we process personal data on your behalf. All scanned documents are stored securely with access restricted to authorised personnel only. Documents are retained for the agreed period and then securely shredded. All staff handling mail are trained on GDPR requirements.
Fixed Monthly Fee — No Hidden Charges
Every fee fixed and shown upfront. Cancel anytime. Activate today — live within hours.
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Mail Scanning — Every Letter, Same Day, Anywhere
Never miss important correspondence again — activate mail scanning today and receive every letter as a PDF email the same day it arrives at EC2M.