If you run a coworking center and want to offer virtual office services that include mail handling, you need to be registered as a CMRA. This guide walks through the process step by step.
A CMRA is a Commercial Mail Receiving Agency, a business registered with the United States Postal Service to receive mail on behalf of third parties. If your coworking center accepts mail for clients, tenants, or anyone other than your own employees, you operate as a CMRA and must comply with USPS regulations.
For a comprehensive overview of CMRA compliance requirements and regulatory context, see our complete guide to CMRA compliance.
The first question is straightforward: do you accept mail for anyone other than your business employees?
If the answer is yes, whether that's a handful of virtual office clients, a suite of mail forwarding services, or a mix of coworking tenants, you operate as a CMRA legally. Even if you're just starting to offer the service, registration is required before you accept that first piece of mail.
You need registration if you:
Operate a virtual office service that includes a business address
Provide mail forwarding for clients
Allow tenants to use your address for business correspondence
Accept packages or deliveries on behalf of third parties
Offer a "mail drop" or similar service
If you're uncertain whether a specific service triggers CMRA registration, contact your local postmaster. It's better to ask before launching a service than to discover mid-operation that you should have registered earlier.
Before you register, USPS will want to see that you have a suitable space for receiving and storing mail. This doesn't mean you need a wall of individual mailboxes. The agency is looking for basic functionality: a secure location, an organized system, and a process that prevents mail mix-ups.
Here's what works:
Location. Use your business address. This must be a commercial address. Residential addresses do not qualify for CMRA registration.
Mail storage. You need a secure, lockable area where mail sits until a client picks it up or you process a forwarding request. Many centers use a lockable file cabinet with hanging folders, one folder per client. Others use a small locked closet. The key requirement is that mail is not left in open areas where other clients can access it.
Access and handling process. Have a clear routine for receiving mail, sorting it by client, and handing it over. This can be as simple as: mail arrives at reception, gets stamped with date and time, gets sorted into client folders, and is made available for pickup. If a client isn't present, store it securely until they retrieve it.
Documentation. Keep notes on your system. If USPS inspects your space, they want to see that you've thought through the logistics.
Contact your local postmaster and explain that you operate or plan to operate a Commercial Mail Receiving Agency. You'll be directed to complete PS Form 1583-A (Application to Act as a Commercial Mail Receiving Agency).
What you'll need to submit:
Completed PS Form 1583-A (available at usps.com)
Your business license
Proof of your business address (utility bill, lease agreement, or property deed)
A government-issued ID (passport, driver's license, or state ID)
Written description of your mail-handling process
The postmaster may also conduct a brief inspection of your physical space to verify it meets the requirements above. They're simply checking that your setup is secure and organized.
Once approved, USPS will issue your CMRA registration. You'll receive confirmation and can begin accepting clients.
Here's where the compliance piece becomes real. Every client who uses your business address for mail must complete a USPS Form 1583 (Statement Regarding a Commercial Mail Receiving Agency). This form proves that the person using your address is who they say they are and that they've disclosed the relationship with your CMRA.
Every client needs to go through this, whether they're a solo entrepreneur, an LLC, or a larger company. The form captures:
The client's legal name and business name (if different)
The client's actual residence or principal place of business
Two forms of government-issued photo ID
A statement that they understand the address is a CMRA address and they'll notify USPS of any address changes
The notarization requirement: The form must be signed and either notarized or witnessed by a staff member onsite. This is one of the bigger operational hurdles most centers face. The notary or witness verifies the person's identity using the IDs they provide and witnesses the signature.
Many centers handle this in-house by having a staff member serve as the witness or by connecting with a local notary. Others use online notarization services, which clients can complete remotely. Alliance offers free online notarization for all partner centers, which simplifies the process considerably.
Once the form is completed and notarized or witnessed, keep a copy on file with the client's ID copies. This is your compliance documentation.
The 1583 form requires the client to present two forms of government-issued photo ID. Your job is to verify those IDs are legitimate and make copies for your records.
Acceptable forms of ID:
Driver's license
State ID card
Passport (U.S. or foreign)
Military ID
Tribal ID
Permanent resident card (green card)
US Access Card
US University ID Card
Matricula Consular
Nexus Card
Certificate of Naturalization
What to look for when verifying:
The ID has not expired
The photo matches the person in front of you
The name on the ID matches the name on the 1583 form
The ID is not damaged or obviously altered
Make copies of both IDs, front and back, and file them with the 1583 form. USPS retention requirements state you must keep these records for a minimum of five years from the date the client stops using your address.
This is essential. USPS can conduct compliance inspections at any time, and when they do, they'll want to see your records. A disorganized filing system or missing documentation can result in compliance violations or, in severe cases, loss of your CMRA registration.
All completed 1583 forms and ID images must be uploaded to the BCG (Business Customer Gateway). Physical record retention is no longer required once documents have been uploaded. For a walkthrough on how to upload your documents correctly, watch our step-by-step video here: [VIDEO LINK]
Your uploaded records should include, for each client:
The completed and notarized (or staff-witnessed) 1583 form
Images of both forms of ID (front and back)
A record of when the form was completed and when the client's relationship with your CMRA ends, if applicable
Any correspondence related to that client's account
Additionally, maintain a master log of all active CMRA clients with their start dates as a quick internal reference.
If a USPS inspector visits and asks to see a specific client's documentation, you should be able to locate and pull it quickly, whether from your digital system or the BCG.
USPS updates CMRA regulations periodically. Changes might affect ID requirements, record retention, mail handling procedures, or inspection protocols. Most changes are minor, but staying informed prevents compliance surprises.
How to stay current:
Follow updates from USPS.com, particularly their Postal Regulatory sections
Join a coworking association that monitors regulatory changes
Subscribe to updates from service aggregators (like Alliance) that track compliance changes and notify partners
Alliance continuously monitors USPS regulatory updates and notifies all partner centers when changes occur, along with guidance on implementation. This removes the burden of tracking changes yourself.
Everything above assumes your center manages CMRA compliance in-house. Many centers do this successfully. But it requires attention to detail, ongoing training, and administrative overhead. Some centers prefer to shift this responsibility to a partner.
An aggregator like Alliance handles:
All 1583 processing and notarization (including free online notarization)
ID verification and validation
Record-keeping and compliance documentation
Regulatory monitoring and updates
USPS communication and inspections
Your center handles the on-site service: greeting clients, accepting mail, processing requests, and maintaining the physical space. You focus on the customer experience while the aggregator manages the compliance infrastructure.
This model works well for centers that want to offer virtual offices without building compliance expertise in-house, or for centers that want to focus resources on growth rather than back-office operations.
Explore partnership opportunities with Alliance to see if aggregator support makes sense for your center.
Becoming a registered CMRA is achievable for any coworking center willing to follow the steps and maintain compliance discipline. The process itself is straightforward: register with USPS, implement a 1583 workflow, verify client IDs, and maintain records. The operational part, keeping up with paperwork and regulatory changes, is where most centers need support.
For centers that want to offer virtual offices without building compliance infrastructure from scratch, working with an aggregator like Alliance shifts the compliance burden to experts. You continue running your center while we handle 1583 processing, notarization, verification, and record-keeping.
Talk to our Partner Success team about how Alliance can help you offer virtual offices without the compliance headache.