Virtual offices are a relatively new concept for many but they have been surging greatly in popularity lately. They have been found to be an excellent option compared to commercial office spaces which cost a lot of money. Virtual offices provide businesses with all the things that they require such as meeting rooms and training rooms if they want. They will also provide them with virtual assistants as well.
When it comes to availing services from virtual offices, businesses must ensure that they know the kind of contract they are entering into with the virtual office provider that they are working with. This contract will contain the details of everything that the business is entitled to when they purchase the plan that the virtual office provider is giving to them.
Once they settle on a plan that they like, the business can enter into an agreement with the virtual office provider and proceed with it.
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Understanding the Contract
When the business gets the contract from the virtual office provider, they should read through it carefully. If they do not understand what is written in the contract, they should reach out to the virtual office provider and ask them. If there is anything that the business wants to change in the contract, they can directly tell the virtual office provider. Legal help can also be hired if required. The contract should only be signed after the business is ok with what they have read. Both the business and virtual office provider should try to be transparent with each other so that they can have a good relationship whilst working together.
Parts of the contract
As mentioned before, there will be a contract between the business and the virtual office provider. The content in the contract may differ depending on the virtual office provider. However, most of the contracts usually have the same kind of information. The business owner must do their best to understand the contract in detail so that they will be able to get an idea of what to expect from the virtual office provider. It will also help them understand the formal agreements and terms that they will have to agree to when they make themselves a part of the contract. Here are some of the usual details that are present in such a contract:
Nature of agreement
This details how the virtual office remains the property of the virtual office provider even when they have sold it to a business. This means that the client does not have tenancy interest or property interest when it comes to the virtual office. They will have to follow whatever terms and conditions have been laid out in the contract strictly. If they do not, they will have to deal with the consequences.
Subscription fees
The business has to pay the subscription fees for the virtual office. If they create any delays in paying this, it may cause their contract with the virtual office provider to be terminated. The virtual office provider should be clear in providing details about the money that is owed to them by the business.
Virtual Address
The business will have to get the required documents and permission from the virtual office provider before they can register the virtual office address as their official business address. If there are other businesses using the same virtual office for GST registration, the virtual office provider has to allocate timings to the use of the office in such a way that no clashes arise. If many businesses try to use a particular virtual office at the same time, this could lead to unnecessary problems. Proper planning done in advance can help to prevent them.
Mail handling
The business should give permission to the virtual office provider so they can handle mails on their behalf. The business has to provide an official seal and letter of authorisation to the virtual office provider so they can take care of the mail that they receive on behalf of the business. Since mails contain important communications, this should be dealt with seriously. The business should also tell the virtual office provider how they want their mail to be handled.
Business number
The virtual office provider can provide a virtual number that the business can use strictly for business purposes. The business can also give permission to the virtual office provider to record calls for them or forward calls to them when the need arises. Handling calls and maintaining a strong relationship between prospective clients is of the utmost importance to ensure that the business grows smoothly.
Hours of operation
This details how long the business can make use of the virtual office during the week. It will also mention the days that the virtual office cannot be used(public holidays, etc). The business should only use the virtual office on the days when they are allowed to according to the contract.
Termination of service
Businesses can choose to terminate their contract whenever they want even before the date of termination. The virtual office provider may choose to do the same in case the business has done something to infringe upon the terms laid out in the contract. A proper working relationship between the business and the virtual office provider has to be maintained to ensure that problems like these do not arise.
Nature of business
The business will have to state that they will not carry out any illegal activities using the virtual office they have gotten from the virtual office provider. It should also mention how it is going to use the virtual office address for business-related purposes. In case the business changes the nature of this agreement, they will have to notify the virtual office provider.
Conflicting business
The business should not do anything that could cause any problems for the virtual office provider. This involves working with other businesses that may be direct competitors of the virtual office provider. This could also ruin the relationship that the business and the virtual office providers shared.
Confidentiality
The business should not disclose any personal or sensitive information about the virtual office provider to anyone. If they want to discuss anything with a third party relating to the virtual office provider’s services or sensitive information in any way, they will have to get permission from them before they do so.
Ownership
The business should not claim ownership over any of the services that have been provided to them by the virtual office provider. This includes their business number and the meeting/training rooms that they may have gotten from them. All of these facilities are owned by the virtual office provider.
Meeting rooms
The business should get the rooms that they have asked for and also be able to use them for the duration they had requested. The business should pay for all the facilities that they had requested for without fail. They should also follow the rules that have been laid down by the virtual office provider for using the rooms.
Damages waiver
The business must not damage the rooms that they use or misuse any of the services that they get from the virtual office provider. If any damages are incurred, the business will have to pay for them without fail. No alterations should be made to any of the rooms either. The business must not cause any problems for those living in the vicinity of the virtual office address. After the business has completed its use of the virtual office, it should be in the same condition that it was in before.
Role of InstaSpaces
InstaSpaces is a leading virtual office provider in India that is dedicated to ensuring that clients get the right virtual office according to their needs. We offer virtual offices in locations all across the country at affordable prices. Depending on the information that you give us, we will do our best to provide you with the right virtual office according to your budget. In addition to providing virtual offices in India, we will also register your business officially if you have not done so already.
We will also register your business under the GST scheme if you want us to. If your business is active in more than a single state, we will help you register your business in all those states at a cheap price. We will provide you with everything that you need for the process which includes the GST Identification Number(GSTIN) and the No Objection Certificate(NOC). We will do our best to make sure your registration is successful. In case it turns out to be unsuccessful, we will provide you with a complete refund.
Since our team is highly skilled when it comes to documentation, you will not have to worry about any of the procedures that are involved in helping you get what you need. The team will give their best to ensure that you will get what you want as easily as possible. We are incredibly happy thinking about getting to meet you and assisting you with whatever you need. If you have any queries, you can always reach out to us using the contact details that have been listed on our website. You can also communicate with our virtual assistant, InstaBuddy, who is on our website. We look forward to going on this journey with you.
Phone:- +91–888-270-2020
Email:- [email protected]
Happy Office Hunting!
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