Fair Usage Policy — The X Office

Our Unlimited Mail Handling and Scanning service is designed to accommodate the normal mail-handling needs of businesses using our virtual office services. There is no fixed limit on the number of standard business mail items we will receive on your behalf. However, the service is subject to this Fair Usage Policy to ensure that we can maintain a high level of service for all clients. Effective date: August 18, 2026.

This policy forms part of our Terms of Service and applies to every plan that includes unlimited mail handling or scanning.

Normal business use

Unlimited Mail Handling and Scanning is intended for ordinary business correspondence, including letters, statements, invoices, notices, and similar standard-sized mail.

As a general guideline, usage will normally be considered within our Fair Usage Policy when it remains below approximately:

• one hundred received mail items per month; and
• three hundred scanned pages per month.

These amounts are guidelines rather than hard limits. Occasional periods of higher usage are acceptable.

High-volume or exceptional use

We may consider usage excessive when the volume of mail, scanning, processing time, storage requirements, or other handling requirements are substantially greater than those of a typical virtual office client.

Examples may include:

• consistently receiving more than one hundred mail items per month;
• consistently requiring more than three hundred scanned pages per month;
• bulk mailings or large quantities of similar correspondence;
• unusually large or complex documents requiring extensive scanning;
• frequent packages, boxes, or oversized mail;
• substantial mail generated by marketing campaigns, customer returns, collections, legal proceedings, or other high-volume activities; or
• usage that requires materially greater staff time, storage space, or operational resources than normal business mail handling.

What happens if usage is excessive

If your usage materially exceeds normal business use, we will contact you before making any changes to your service.

Depending on the circumstances, we may:

• continue providing the service without changes if the increased usage is temporary;
• recommend a higher-volume mail-handling plan;
• agree on an additional handling or scanning fee for unusually high usage; or
• establish reasonable operational limits tailored to your account.

We will not impose additional charges for excessive usage without notifying you in advance.

Packages and special handling

Unless expressly included in your service plan, packages, oversized items, freight deliveries, physical storage, forwarding costs, postage, courier charges, notarized or certified mail processing, and other special handling services may be subject to separate fees. The rates in force are the ones published on our pricing page on the date of the transaction.

Purpose of this policy

This Fair Usage Policy is not intended to restrict ordinary business use. Its purpose is to prevent unusually high-volume activity from affecting the service provided to other clients and to ensure that pricing remains fair for all customers.

We reserve the right to reasonably update this Fair Usage Policy as our services evolve. Any material changes will be communicated to clients in advance.

Contact

Questions about this policy, or about a month where you expect unusual volume, go to info@thexoffice.com. Telling us in advance is always cheaper than being surprised.

Last updated: August 18, 2026