Traveling Mailbox (Virtual/Online Post Mail + Scanning Service)
I receive a lot of questions about how I handle my mail (and documents) while traveling slowly and living minimally, no longer owning a home. So I’m going to share.
Interestingly, this story began long ago, when I owned my first home. I could look out my living room window and see my (free) roadside mailbox across the road, under a mountaintop.
Piles of mail arrived in that roadside mailbox. That paper clutter overwhelmed me. I thought the printing of all that unnecessary mail was unhealthy for our planet, too. I wanted to reduce it all.
I understood receiving bills and letters from loved ones. But I could not understand why I had mounds of junk mail that would not go away—which I then had to pay to get rid of.
The internet did not exist back then, so I researched this issue using my home telephone. I began calling everyone who sent me junk mail. I waited on hold for days.
Among many things, I discovered the US Postal Service (USPS) kept selling my address to mailing list companies, creating endless paper pollution, which they then had to contractually deliver.
Am I the only one who sees that as a conflict of interest? I believe the USPS has an ethical responsibility to protect us from such behavior—not be the one generating it.
I worked hard to (try to) get off all those mailing lists. I also scanned important mail so I could keep those documents electronically, further cutting down on all my paper clutter.
Then I watched my mail being stolen from my roadside mailbox by the son of a police officer. I reported it privately, with respect … the parent exploded … at me.
Ultimately, I reached a point where I no longer wanted to deal with endless junk mail, I no longer wanted to scan all my important mailed documents, nor did I want to worry about mailbox theft.
I also knew I’d be roaming the world for longer periods. It would be hard to track my general location, let alone the specific door I might be found behind.
And I wanted to maintain my independence. I didn’t want loved ones to have to receive or manage my mail for me.
I began dreaming of bypassing paper mail altogether. It just didn’t seem necessary to me. But others considered that a stretch too far.
So, at a minimum, I wanted my paper mail handled securely, scanned, viewable online from anywhere in the world, and forwarded to me should that be necessary (which is rare).
Long story short, after trying multiple mail service providers over the years, I found Traveling Mailbox—my absolute favorite virtual/online post mail and scanning service.
Traveling Mailbox Has Remained Affordable
I feel the need to emphasize that I’ve used Traveling Mailbox for nearly ten years now, and they still charge me the same reasonable rate I paid when I first signed up—with no surprise fees.
Why am I so impressed by this?
Before Traveling Mailbox existed, I tried out multiple mailbox service providers. Of course, nobody wants to change their address like that, especially me.
But I had to try several mail service providers because they’d advertise one rate, then after I signed up, they would raise their rates, introduce surprise fees, and/or reduce services.
That was not financially sustainable.
As the years passed, I was able to eventually set up much of my mail to arrive via e-statements (email), so I wouldn’t have as much paper mail.
Yet I still received paper mail that did not offer e-statements, so I needed a reliable and reasonable mail service provider.
When I found Traveling Mailbox, I signed up for their most basic plan, which has remained at the same reasonable rate for nearly ten years—with no surprise fees. I consider this huge.
Traveling Mailbox Allowed Me to Choose My Physical Address
I want to note that Traveling Mailbox allowed me to choose a physical street address. This is important. My address is not a PO Box.
This means all mail carriers can deliver my paper mail to my Traveling Mailbox address. Mail carriers cannot refuse to deliver my paper mail.
Traveling Mailbox also allowed me to choose my personal mailbox number (#12345). Before I signed up, I verified this online with them via their chat box.
Also, I carefully chose a physical street address located in my home city and state, to help maintain my legal residency.
Traveling Mailbox Provides Me With These Services
When I found Traveling Mailbox, I signed up for their most basic plan, which has included the following services…
40 incoming envelopes/month (unused scans rollover)
35 page scans/month (unused scans rollover)
no junk mail—they don’t let it in!
I can view and/or download my scanned mail online
shredding of my unwanted paper mail
forwarding of my paper mail (I choose and pay postage and handling)
sending mail for me (I upload a letter, TM mails it, I choose and pay postage and handling)
fax number (to receive and send online faxes)
It’s amazing how far my 40 envelopes and 35 page scans stretch. I almost never receive that much mail, but if so, I can pay for additional scans, which have always been reasonably priced.
It’s rare that I ever need to forward my mail to myself, but if I do, my mail forwarding fees are based on the mail forwarding service I choose, and they’ve always been reasonably priced.
Again, I already have much of my mail set up to arrive via email (e-statements), so I don’t have a lot of paper mail—just some mail that doesn’t offer e-statements. So this plan is ample.
Note: When my health insurance renews, I do verify that I’m still signed up for e-statements so they don’t mail the thick welcome packet. If they accidentally mail it to me, I have Traveling Mailbox shred it without opening it because I don’t need it (all that info is already online).
I could not be happier. I love my Traveling Mailbox.
Traveling Mailbox Works Like This
I want to carefully note how my Traveling Mailbox works, from start to finish…
paper mail sends to my Traveling Mailbox physical street address
my paper mail envelopes (exteriors) are scanned
those images are uploaded to my Traveling Mailbox account
Traveling Mailbox emails me, telling me I have paper mail
I log into Traveling Mailbox
to view my paper mail envelopes
to tell Traveling Mailbox what to do with my paper mail envelopes…
open and scan their interior
shred
forward (I rarely need this)
Traveling Mailbox emails me after they’ve processed my paper mail
I log into Traveling Mailbox
to view my paper mail that was opened and scanned
to download the .pdf of my paper mail (if I want to keep an electronic copy)
if I receive the rare paper check, I download the .pdf file, e-sign the check in Photoshop Elements, take an onscreen photo of that e-signed check, deposit it via my bank app, and after my bank verifies that it deposited I keep an electronic copy and have Traveling Mailbox shred the paper check
to tell Traveling Mailbox what to do next with my paper mail…
shred
forward (I rarely need this)
Traveling Mailbox emails me after they’ve processed my paper mail
How I Send/Receive Packages (Worldwide)
Traveling Mailbox has a service that can accept and forward packages for me, too, but I don’t actually need that service. Instead, I coordinate package deliveries myself.
I do this to avoid double the shipping, climate waste, and billing (once to ship packages to my Traveling Mailbox package address, again to ship packages to me).
And I do this because I experience the same shipping and receiving adventures whether I coordinate the package mailing myself or a mail service provider does.
That said, I know it can initially feel daunting to send/receive packages while in foreign locations, so I’ll share some of my package adventures at the end.
I coordinate packages to arrive where + when I need…
I tell loved ones that my paper mail address is just for my paper mail, and if they ever need to send me packages, I’ll give them the best address at that time for packages (the address I’ll be at when they want to send their package)
when I coordinate packages from around the world to arrive at USA addresses…
some lodging/rental addresses require packages be addressed to the property owner’s name, not the guest’s name (or they will be rejected), so I verify this first
at an RV Park, it’s important to write on address line #2 “Leave Pkg at RV Park Front Office” (or the carrier can hold up the package, thinking there’s a missing “APT number”)
I address my packages with as much detail as possible, including my cell phone number (plus note it’s my cell phone number), so the carrier can easily contact me if something goes awry
not all carriers know what General Delivery means, so I always include the USPS post office street address on a General Delivery shipping label (even though USPS says it’s unnecessary to do this) because it’s been very much necessary to do this
not all USPS post offices accept General Delivery packages (even though USPS says they do), but they reroute General Delivery pkgs to a nearby post office, so I verify the policy
Shipping LABEL to a Standard USA Address:
Full Name (My Cell: 000-000-0000)
Street Address, Apt/Unit #
LEAVE PKG AT ___________
City, State, Zip
USA
Shipping LABEL to a GENERAL DELIVERY USA Address:
Full Name (My Cell: 000-000-0000)
Post Office Street Address
GENERAL DELIVERY
Post Office City, State, Zip
USA
when I coordinate packages from around the world to arrive at European addresses…
I address a package exactly as locals write the address—including weird punctuation marks placed in strange places
some lodging/rental addresses require packages be addressed to the property owner’s name, not the guest’s name (or they will be rejected), so I verify this first
I address my packages with as much detail as possible (including my full What’s App cell phone number, including my country code (plust note it’s my What’s App number), so the carrier can easily contact me if something goes awry…
Shipping LABEL to European Addresses:
Full Name (My What’s App: +1 000 000 0000)
Address, Apt/Unit # exactly as locals write it
City, Country, Post Code exactly as locals write it
I do everything possible to ensure package delivery success. That said, I also have fun viewing each shipment as an experimental adventure.
I somehow love witnessing this entire process—including the adventures that my packages ultimately go on, worldwide.
And I’m tracking and sharing these details here in case it might help others—or help me the next time I need to ship. Here are just a few of the adventures (and lessons) along the way…
In Zermatt, Switzerland, we needed to receive three travel electronics that were only sold in the States. We addressed the package to my attention, and the rental management address, and timed the arrival of the package for when we’d eventually be in Switzerland, but the package arrived within 2 weeks, not the 4-6 weeks the postal carrier anticipated. Because we’d been in touch about this, our lodging management held the package for us. We arrived about two weeks after the package arrived and it was in perfect condition. I didn’t have to pay any customs/taxes upon collecting it!
In Antibes, France, we needed two items that we thought we could only order via a US site (but later realized they could have shipped to us from a European site, avoiding long-haul transport and import fees). When I placed the order, I prepaid the import fees at checkout. They shipped the items in one package, direct to us. The parcel arrived in the south of France in 11 days, but due to the delivery driver's preference (our street was filled with tourists, so he didn’t like driving down it), our host intercepted the package and gave it to us. It was in perfect condition. I didn’t have to pay additional fees to receive it.
In Antibes, France, after a long search locally yielded no local options, we needed to order six specialty packing cubes that were only sold in the States (my boyfriend was struggling with his old packing cubes—his clothes kept falling out of them—so we ordered him deep cubes like mine, which act more like drawers). REI shipped the cubes in one package, and it arrived in 14 days, with DHL sending an email notification that it had arrived in France. It took quite a few calls with my broken French to figure out that I needed to give DHL my credit card to pay fees to have the package released from customs. Then, twice, our delivery person wouldn’t deliver this package to our door (the driver kept saying we were not at home, yet we waited all day by the door, and nobody rang or arrived). Our host called DHL and found out our package was being held at a local tobacco shop, also common, as they act as a parcel pickup point. We arrived with ID in hand and collected the package. It was in perfect condition, and we didn’t have to pay any additional fees.
While still in Antibes, France, I needed to order two items that were sold in Italy. The manufacturer shipped them in one package, direct, arriving in three days. DHL emailed a notice that it was in France. It took quite a few calls with my broken French to figure out that I didn’t have to pay DHL any customs fees (as it shipped EU to EU). Then our delivery person wouldn’t deliver this package to our door, twice in a row (they said we were not at home, yet we waited by the door, and nobody rang or arrived). Our host called and found out our package was being held at that local tobacco shop. We arrived with ID in hand and collected this package (but the tobacco shop took some convincing that this parcel existed). It was in perfect condition. We didn’t have to pay any additional fees.
In Split, Croatia, I needed to receive a package from the States. It arrived in less than two weeks (our hosts received the notice when they went to their mailbox). Customs/VAT had to be paid at the post office when picking up the package (our hosts paid it and we paid them back), which was a chunk of change.
In Split, Croatia, I also needed to send one package from Croatia to the States. It cost about $17 to ship at the local post office (tracked and insured) and arrived within three weeks.
Later, in Split, Croatia, we needed to receive another package from the States. It arrived at the biggest Croatian airport within 11 days, which I learned via email notice on the 13th day (which said it was in transport to its destination). Twelve days later, I received notice that the package was being held in customs (but nothing else, no instructions, no next steps, and no contact info; I just figured they were processing it through customs). Two days later, I received another notice that the package was being held in customs, but nothing else. No instructions, no next steps, and no contact info (I figured they were still processing it through customs). Two weeks later, I began to worry and started emailing miscellaneous Croatian Posta.hr email addresses. I sent the messages in both English and Croatian, thanks to Google Translate, along with the tracking info. I was also able to find a parcel tracking link at posta.hr, which revealed…
“Retension reason: Invoice missing.”
One day later, Posta.hr emailed me another email address for me to contact.
That same day, the correct contact responded with a note that a detailed invoice should have been attached to the outside and the inside of the package (listing each individual product and their individual prices, plus a grand total)…
“Dear Sirs, Please provide invoices for customs clearance… 1) Pay pal account with the name of goods and specification of goods. 2) E-mail from senders … with the specification of goods and prices. 3) Or copy (‘screenshots’) website … readable and visible with pictures and prices of goods in order to carry out customs clearance of goods … with reference to a … PCP (tracking number) to call up. With respect, Croatian Post Inc., Post office clearance 10004 Zagreb, Duke Branimir Street No.4, HR-10004 Zagreb, Tel: +385 1 498-1625 (622), e-mail: 10004.zagreb@posta.hr”
That same day, I found my online invoices and took screenshots of them. I also had a few items in the box that were purchased by a friend. So I went to that reseller’s website and took screenshots of those products, which were incorrectly priced (listed for three times more than what they sold for in person, but I didn’t correct it).
I emailed the invoices and the website screenshots, as attachments, back to Posta.hr
Two days later, we received notice that the package arrived at our local main post office, but no other information or instructions.
Since we knew we had to pay customs, my boyfriend walked the long distance to the post office, where they said it was out for delivery but told him we didn’t need to pay customs, then said he could come back the next day, Saturday, to pick it up or wait until Monday for another delivery attempt (on his way to the post office, my boyfriend saw the neighborhood mail vehicle and considered pausing to talk, but decided he should not bother them as not everyone spoke English there =).
While this was happening, the courier tried to deliver it to our apartment (where I was), but couldn’t because there was a locked front gate. I can’t believe it never occurred to me to unlock the front gate and leave it open until the end of the day.
So my boyfriend kindly walked back to the main post office the next day/Saturday, where he was told we did actually need to pay customs, after all, which he paid with a credit card. The package was in perfect condition.
They never opened my package to see if my shipment contents matched the shipping description.
All in all, this took six weeks (but should now take others much less, knowing this—don’t assume like I did, but take proactive action asap).
In Croatia, I later realized it wise to track packages through both the sender's and receiver’s post offices, plus have their contact info on hand. Because, upon closer inspection, my package mysteriously went to Poland (after having already arrived in Croatia) with some missing chunks of time and reasoning … with USPS and Croatian tracking systems, actions, and notifications not matching or tracking identically.
While still in Split, Croatia, I needed to receive one last small flat packet/envelope from an EU sender, but the sender received it back with the message that the recipient was “unknown.” Our host confirmed that sometimes this happens at their main post office, since it had my name on it, not the host’s name, but that this should not happen. We later had that sender resend the package to us in Portugal.
In Portugal, we saw addresses appear incredibly confusing, but they made perfect sense to the Portuguese. They must be written exactly as told. If there’s an odd punctuation mark that stands alone in the middle of an address, it’s there for a reason. In addition, our lodging was a family apartment located on the third floor, but called the second floor, directly above a jewelry store. So, to get to our apartment, one must walk through a doorway that appears to be the entrance to the jewelry store. Needless to say, much of the time, the sweet jewelry store owner received and held our packages. Or, when delivery drivers did bring packages to our door, they never left them unless we answered in person, so I made sure to hang out when I knew a package was expected. I only had to walk to the courtyard post office for one straggler. I did get yelled at for not having my passport with me (I had my driver’s ID) … so I ran back to the apartment to get my passport … then stood in line at the post office, all over again, to get that straggler.