Virtual Offices in Tokyo: A Guide to the Best Options in 2024

Looking for a virtual office in Tokyo where you can work uninterrupted? Perhaps you need a Japanese address to start your business in Japan without the added expense of renting physical space?

This virtual office Tokyo guide walks you through the key features to consider to help you find the right fit.

We'll also provide our review of the top virtual office services available in Tokyo, along with the prices for a Tokyo virtual office, essential features, English support, and much more.

What do virtual offices in Tokyo provide?

While virtual office plans differ based on the provider, all virtual office companies offer the following two essential features:

• A virtual address you can rent to use on company registration forms, as a mailing address for listing on marketing collateral, etc.

• Mail forwarding and mail notification

The following services are not essential and are often provided as an add-on, depending on the virtual office provider:

• Virtual mail dashboard for viewing scans of physical mail online

• Hot desks, co-sharing workspaces

• Private offices for rent

• Telephone receptionist services

• Bilingual support for mail translation

Most basic plans will include just the virtual address and mail forwarding features within the starting price, and advanced plans will include the add-on features.

Questions to ask when choosing a virtual office service

Your business needs are unique. Finding the right fit will come down to asking the right questions and evaluating where each virtual office provider stands in relation to your needs.

Here are some questions we recommend asking yourself to figure out which service to choose:

1. What is my budget? Knowing what your budget is will help you narrow down your options.

2. What services do I need? Do you just need a business address and mail handling? Or do you also want bilingual translation support/access to bilingual executive assistants?

3. What is the reputation of the provider? Look for reviews or ask for references to understand the quality of service.

4. Where is the virtual office located? The location of your virtual office can impact your business image. But be aware—prestigious addresses may enhance your brand but will also come with a higher cost.

5. Is there a commitment period? Some providers may require a minimum commitment period or charge a fee for early termination. Make sure you understand the terms before signing up.

6. How easy is it to upgrade or downgrade services? Your business needs may change over time. Choose a provider that offers flexibility to change your package as needed.

7. What is the level of bilingual customer support? Most of the options I've listed here provide surface bilingual customer support. But among the choices, MailMate is the only option that provides translation summaries of Japanese mail.

8. Are there any extra perks included? Certain services provide incentives such as reduced rates on meeting spaces, access to worldwide locations, support for business needs, multilingual aid, and more.

9. What are the payment terms? Are there are any hidden fees you should know of.

See also: Virtual Office Tools: A Shopper’s Guide for Going Remote

Best virtual offices in Tokyo in 2024

The following is our virtual office review of Tokyo's most reputable virtual office providers in 2024.

But first a quick overview before we dive into the details:

1. MailMate

MailMate is a Japan-based company that offers a virtual office address service for businesses and digital mail services for Japan.

Easily incorporate your business

You can use the virtual business address they provide to incorporate your company in Japan.

MailMate’s virtual address is a physical office address in Tokyo and Fukuoka, and each address can be incorporated as a business. Once incorporated, MailMate will receive your business mail on your behalf. 

Once you’ve signed up, you can view your mail online from the MailMate dashboard.

View your business mail online

All your business mail will be delivered to MailMate’s online dashboard, which you can view anywhere you have internet access.

MailMate will scan the outside context. Then, with a click of a button, you can open your mail, forward it to your location, shred it for privacy, and even pay your bills.

Use a bilingual assistant service

Users have exclusive access to MailMate's bilingual assistant services, which will allow you to conduct business research, book flights, and shinkansen tickets, and much more—all without a language barrier.

This is an ideal virtual office solution for business owners based abroad or who travel frequently and need a physical address in Japan. MailMate also offers bilingual support for business-related tasks.

Other main features

MailMate is one of the best virtual office solution for business owners based abroad or who travel frequently and who need a physical address in Japan—plus bilingual support for business-related tasks.

• Business address for company incorporation: Yes.

• Physical office space/desk rental: No.

• English support: Yes, their bilingual mailroom staff ensures smooth communication and they also offer translation services for your mail.

• Mail forwarding: Yes.

• Virtual mail dashboard: Yes, you can check your mail online and request actions such as storing, scanning, shredding, or settling billing payments.

Pros

• Bilingual assistance for Japanese mail

• Prestigious Shinjuku address for company incorporation

• The only bilingual virtual office provider that includes a virtual mail dashboard

• Provides the best-value plans among competitors

• Additional features provide a way for business owners to remain compliant with Japanese regulations

Cons

• Does not provide hot desks

Price: Starts from ¥3800 per month for a personal plan. For those looking to use a MailMate business address to register their company, the price is ¥9800 per month.

2. Regus

Regus has 173 virtual office and co-working spaces in Japan and 66 locations in Tokyo alone to choose from, including Shinjuku, Akasaka, and other business locations.

Ideal for those who travel frequently for business and want access to virtual office services plus Regus's network of workspaces (over 3000 locations worldwide). They are known for premium business address locations, but expect to pay for it.

• Business address for company incorporation: Yes

• Physical office space/desk rental: Yes

• English support: Yes

• Mail forwarding: Yes, users can request forwarding or can pick up mail

• Virtual mail dashboard: No.

Pros

• Extensive global network

• Prestigious business addresses

• English support

Cons

• Among the more pricey virtual office offerings in Tokyo

• No virtual mail dashboard for processing physical mail online

Price: Their virtual office plans will depend on the location in Tokyo. For example, an address in Shinjuku Park Tower starts from ¥19,400 just for mail handling and the use of a professional business address. If you want live receptionist services with a local business telephone number, the prices go up to ¥33,000 per month. For 5-day access to workspaces, you'll need to pay ¥48,100 per month. Lesser known locations start from ¥7,900 per month.

3. Servcorp

Servcorp offers a range of virtual office and coworking spaces in Japan, with multiple locations in Tokyo. They have a global presence with over 150 locations worldwide.

Their services are ideal for businesses of all sizes that need a professional business address, local phone number, dedicated receptionist, and access to coworking spaces and meeting rooms.

• Business address for company incorporation: Yes

• Physical office space/desk rental: Yes, they offer hot desks and dedicated desks in shared spaces.

• English support: Yes

• Mail forwarding: Yes, included in the Address Package and Virtual Office package.

• Virtual mail dashboard: No.

Pros

• Good for traveling professionals who want to make use of other Servcorp locations

• Receptionist service included in some of their plans

• Also has plans for Hot Desks and Dedicated Desks

Cons

• More expensive than competitors

• No virtual mail dashboard to view physical mail

Price: Servcorp's pricing varies depending on the package chosen. Their Virtual Office package starts from ¥16,800 per month (excluding tax), and this includes a 5-star business address, local phone number, dedicated receptionist, and more. The Address Package, which includes a 5-star address to register your business, mail forwarding, and access to coworking lounges, starts from ¥7,200 per month (excluding tax). Hot Desks are available from ¥17,000 per month (excluding tax), and Dedicated Desks from ¥32,000 per month (excluding tax).

4. The Executive Centre Japan

The Executive Centre has over 180 locations in the Asia Pacific region. If you're looking for a business address in Tokyo, then your pick is limited to the Cerulean Tower in Shibuya.

Once you're a member, you'll be able to enjoy member rates for coworking spaces and other addons.

• Business address for company incorporation: Yes

• Physical office space/desk rental: 8 hours of complimentary access to one of their coworking spaces. Coworking locations include the Roppongi Hills North Tower, Sanno Park Tower, and the Jingumae Tower Building.

• English support: Yes

• Mail forwarding: Yes.

• Virtual mail dashboard: No.

Pros 

• Membership benefits include 8 hours of free access to coworking spaces and membership rates for other services

• Business address at the Cerulean Tower in Shibuya

Cons

• Limited business address options

• No virtual mail dashboard or Japan-compliant electronic document storage keeping

Price: Starts from ¥15000 for just the Business Address plan. If you're interested in call handling, that will be a separate ¥15000 per month. You can also purchase both services together in their Premium Package for ¥28,000 per month.

5. 1 Stop Business Center

1 Stop Business Center provides virtual office addresses throughout Japan and is a popular choice for entrepreneurs and small business owners in Japan who are looking for business addresses to use on company registration papers. Their prices are much lower than Regus and Servcorp, but keep in mind they do not offer bilingual services. So if you can't speak or read Japanese and would like bilingual support for your mail, then MailMate is a better pick for you.

1 Stop Business Center's offerings include virtual offices, shared offices, and rental offices. They also offer additional services such as phone and fax forwarding, and a telephone secretary service, depending on the chosen plan.

• Physical office space/desk rental: Yes. One Stop Business Center provides shared and rental office spaces in addition to their virtual office services. The availability and cost of these spaces may vary depending on the chosen plan.

• English support: No.

• Mail forwarding: Yes. All plans include mail forwarding services. The frequency of mail forwarding is once a week. The center also offers a service to handle unnecessary mail, managing and forwarding only the necessary mail to the client.

• Virtual mail dashboard: No.

Pros

• Competitive pricing

• Wide range of services available for new business owners

• Once-a-week mail forwarding

Cons

• No English support

• No virtual mail dashboard

Price: Plans start from ¥4,800 per month and each plan has a one-time setup fee of 9,800 yen. If you want a live receptionist service, that will be 14,800 per month.

Other sites that can help you find virtual office locations in Tokyo

• Coworker —Helps you find virtual office locations in Tokyo; prices are tied to individual locations.

• MatchOffice —Offers prestigious virtual office space in the best business centers of Tokyo.

• Davinci Virtual —Virtual office provider with many locations in Tokyo, with several add-on services.

Frequently asked questions

What is a virtual office in Tokyo?

A virtual office in Tokyo provides a Japanese address for business use—minus the physical space. Also known as virtual address services, you get a prestigious business address in Tokyo without the cost of real estate contracts.

What services do virtual offices in Tokyo provide?

While virtual office plans differ based on the provider, all virtual office companies offer a virtual address to use on company registration forms, for marketing purposes, as a mailing address, etc. They also provide mail forwarding and mail notification. Some providers offer additional services such as a virtual mail dashboard for viewing scans of physical mail online, hot desks, co-sharing workspaces, private offices for rent, telephone receptionist services, and bilingual support for mail translation.

How much does a virtual office in Tokyo cost?

The cost of a virtual office in Tokyo depends on the provider and the services included in the plan. For example, MailMate's prices start from ¥3800 per month for personal plans.

How much does it cost to run a virtual office?

A virtual office in Japan will cost anywhere between ¥660 to ¥25,000 yen to run, depending on the additional services that you require. For example, business address can come in as low as 660 per month, but if you want a virtual receptionist, mail forwarding, and other additional services, each additional service will come at an additional cost. See also: Virtual Office Costs: A Guide for Startups & Entrepreneurs

How much does an office cost in Tokyo?

According to Billage’s reporting, a Japanese virtual office provider, the average price per 3.3 square meters is between ¥65,000 to ¥170,000 in Shinjuku; ¥85,000 to ¥210,000 in Chiyoda; and ¥70,000 to ¥180,000 in Shibuya.

Where is the business district in Japan?

Popular business districts in Japan include Marunouchi and Otemachi, which includes historic attractions such as the Imperial Palace and the Diet; Shinjuku, which is also a popular entertainment center; Shibuya and Ebisu with a concentration of IT-related offices; and Roppongi, which is popular among foreign companies and startups.

Can I use a virtual office address for company incorporation?

Most services will state upfront if the business address can be used for company incorporation. If they don't explicitly state as such, ask before making that purchase.

Do virtual office providers in Tokyo offer English support?

Most of the virtual office providers listed in this guide offer English support. However, the level of English support may vary between providers. For example, MailMate provides translation summaries of Japanese mail, which can be particularly useful for non-Japanese speakers.

In closing

If you're looking for a virtual office service that gives you a business address to use on company registration forms, try MailMate! It's the first bilingual virtual address and virtual mail service available in Japan.