Office Relocation Announcement Letter

We understand that writing a location change announcement is not a regular task for most businesses. So, we have mentioned some tips below to help you draft a responsive letter for your employees, suppliers, customers, etc.

Give Reasons for Your Relocation

Not sending a new office location announcement to customers may make them think you are shutting down your business. Hence, you have to inform them about your relocation with valid reasons.

The reasons might include

• Workforce problems.
• Space restrictions.
• Business growth and expansion.
• Tax benefits.
• Upgradation of facilities for customers or employees.
• Lower operational expenses or rent at the new location.
• Downsizing, etc.

Moving to a different place to accommodate growth marks your company’s continued success, and your customers deserve to know about it.

Your new location announcement would act as a gesture of appreciation and call your old customers to continue business with you at your new location.

Involve Employees From the Start

Your employees should not come to know of your relocation plans from a business relocation announcement letter like your customers. They should be the first to be aware of this change once you finalize a deal or sign a new lease at a different location.

You may conduct a face-to-face meeting to discuss the move and get feedback. Let employees know of the benefits they might be getting, like more parking space, better working conditions, etc.

Try being sensitive and considerate because announcing a new location can cause them some inconvenience. They might spend more time travelling to the workplace or change their routines.

Offer them a hard copy of your new location announcement with all the details, like

The new office address

• Timeline
• Move date
• Contact person
• Landmarks
• Commute plan (train, bus timings, etc.).

Send Your Letters in Advance

Timing is critical while sending the ‘we moved business’ announcement to customers and other related parties. You cannot send it too early because it can disrupt your current operations. Your business partners would send all crucial documents to the new address even before you are present there to collect them.

Similarly, sending the new location announcement too late can lead to customers or vendors sending crucial correspondence to the old address. Hence, you might miss out on the mailers or lose them.

You must give vendors or suppliers enough time to update your records in their system. Your employees would also need time to accept and cope with change.

The ideal time frame to send your business relocation announcement letters is two to three weeks. It helps your mailers to reach the audience at the right moment to help them know when the move is happening in real-time.

Update Your Address With Royal Mail

Many businesses and individuals fail to register their changed location with the NCOA when they move. You must send a new office location announcement to your nearby Royal Mail office to let them update your mailing address in their system. It helps you receive your mail accurately without your senders having any trouble.

Send a Reminder Email

It is never a good idea to use email or fax to make a significant announcement. Try using the mail services for announcing a new location, preferably Certified Mail, to inform your customers and associates about the move. It lets you have proof of mailing and delivery, helping you ensure everyone gets the update.

You can follow up with a reminder email after a few days of sending the new location announcement letter. It allows you to reinstate your message and provide all the details to your intended audience in electronic format.

Include Directions to the New Address (If Necessary)

Customers do not want to keep guessing about your new office location. They want a clear-cut address that is easy to find and visit. You can add a small map behind the letter or include landmarks, making it easier to reach the location.

Thank Your Customers or Vendors for Their Business

Financial services or banks can send upfront, formal new location announcement messages to clients. But other businesses might have to take a step ahead and thank their customers, vendors, etc., for their continued support at the old address.

You can mention in your business relocation announcement that you look forward to working with them again at the new location. And you want to enrich your relationships for many more years.

It is an excellent way to take your customer base with you and not lose business because of an address change.