You’ve visited office spaces, completed your market research, and put all the effort into finding a great new location for your business. Although you’ve taken a big step toward a brighter future, there’s an important task you won’t want to overlook. One of the most critical parts of a successful commercial move is writing a business relocation letter. After all, you need to let your customers, vendors, business partners, and anyone else that interacts with your company know where they can find you.
Effectively writing and delivering a change of address announcement will help your move go as smoothly as possible. Here are a few simple tips to get you started.
Table of Contents
- What is a Business Relocation Letter?
- How to Write a Business Relocation Letter?
- Business Relocation Letter Samples
- What to Do Before Writing a Business Relocation Letter?
- When Should I Send a Business Relocation Letter?
- Should I Write Separate Letters for Clients and Vendors?
- Why You Should Syndicate Your Business Relocation Letter?
What is a Business Relocation Letter?
A business relocation letter is a notification of a change of address that you send to your customers, clients, and vendors. The way you write it will depend on who you’re communicating with and your company’s branding standards, but you should always include the following:
- Company name and current mailing information
- An introductory paragraph, including any downtime and closure/re-open dates due to moving
- A follow-up paragraph that includes any changes in service due to moving
- New contact information that will take effect after the move
- Current contact information that will not change
- Closing paragraph
How to Write a Business Relocation Letter
Now that you know what’s in a business relocation letter, it’s time to start writing. Although your message will be unique to the circumstances of your business, there are two things you should always keep in mind:
- Include all your contact information, even if it’s not changing
- Contact information is valuable, so make sure those on your mailing list have all of it. Even if one or more pieces of your information won’t change, which may happen when you’re moving to a different site at the same location, you should still include it in your business relocation letter.
- Keep it short
- You might have a lot more to say, but you should still strive to be concise. Clarity is key. The more you include, the greater the risk of your audience overlooking the most important parts of your letter.
Business Relocation Letter Sample
Ready to get started? Check out the following example and you’ll be well on your way.
What to Do Before Writing a Business Relocation Letter
You may know what you need to include in a change of address announcement letter, but there’s more to this process than putting ink to paper. Here are a few things you should do before putting your letters in the mail:
1. Develop a Plan Early
As a business owner, you understand the need to stay organized. From building your mailing list to considering your messaging, there’s a lot that goes into announcing your change of address. That’s why we suggest you start the process about six weeks prior to your move date to ensure you have enough time to take care of business.
2. Build Your Mailing List(s)
The first component of your plan should be to build your mailing list (or lists). Your company probably interacts with a wide range of individuals and organizations, including customers, vendors, and business partners. When you’re planning on moving your business, you may want to consider crafting a business relocation letter for each target audience. Having your recipients split into different groups will help save you a lot of time at the tail end of this process.
3. Determine How You Will Send Your Letter
The next step is determining how you’re going to contact the individuals and organizations on your mailing list, whether that’s by mail or in an email newsletter. Updating the information on your website, social media channels, and wherever else your business is listed will go a long way in simplifying the transition process.
4. Gather All Your Current and Future Contact Information
Grab a sheet of paper and write down all your company’s current and future contact information:
- Street address
- Mailing address if a PO Box is different from your street address
- Phone number(s)
- Fax number(s)
- Email address(es)
- Website URL
- Social media accounts
Once you determine how you’re going to contact your mailing list(s) and gather all your company’s contact information, you’re ready to sit down and start writing your letter.
5. Change Your Address with the Post Office
Between packing all your inventory and sending out the relocation letter, you already have enough to deal with. Yet you won’t want to overlook the most important step of them all: changing your address with the U.S. Post Office, which you can do online.
When Should I Send a Business Relocation Letter?
The answer to this question will vary depending on the needs of your business. However, a good rule of thumb is to send your change of address letter about three weeks before your moving date. Three weeks’ notice should be plenty of time for customers, vendors, and other individuals and organizations that your share business relationships with to note the change of address and update their records.
As far as actually sending it, some businesses have the capability to handle the production, postage, and mailing of the letters (or the email production and blast) themselves. If not, there are other companies that can handle the entire process for you.
Should I Write Separate Letters for Clients and Vendors?
The short answer is: it depends. It’s a good idea to tailor your message to a specific audience, and you may want to share information with customers that isn’t relevant to your vendors or business partners. How you explain the reasons for your move will change depending on who you’re speaking to.
This is particularly true for your customers. A business relocation letter is a great way to fill them in on why you’re moving your business and, most critically, how it will benefit them. If you’re moving your business so you can have a bigger warehouse for more inventory or a more convenient for retail shoppers, your customers will appreciate being informed.
Meanwhile, vendors will mainly be concerned about where your new address is so they can ensure future deliveries are made to the right place. Finally, business partners may want to know that you’re moving so they can keep track of your business’ growth.
Ultimately, whether you craft a separate message for each target audience will depend on the size of your mailing list and your typical clientele and stakeholders.
Why You Should Syndicate Your Business Relocation Letter
When you mail your business relocation letter, make sure to syndicate the information if doing so could be beneficial. Syndication means posting information from the letter on your website and social channels, where you can start conversations and generate some buzz ahead of your move. Just make sure that you engage with your audience, following up on any questions or comments they may have.
Syndication is ideal for some companies and overkill for others. It depends on your business and how you engage customers, vendors, and business partners. If you don’t have the time, resources, or need, you can avoid this step entirely.