How to Write Office Relocation Announcement Letter Effectively - PostGrid (2023)

Last year, the USPS received 36 million address change requests! Not surprisingly, businesses find it simple to move to a different location whenever needed. All they need to do is draft an effective new location announcement for their customers and vendors.

The change procedure only takes up to 30 days, encouraging more people to move smoothly. But sending the business relocation announcement letter on time and to all the relevant parties is crucial!

These are people who have worked with you for months, possibly years! They deserve to know what is going on with your business.

Sending such notices in advance also helps you not lose business because of a location change. You can continue your operations the same way as usual from the new address without correspondence and other issues!

Do you want to know how to write an effective new location announcement letter? Read on to find out and get free samples for your reference!

What Is a New Office Location Announcement?

Businesses need a new location announcement when they shift to different premises because of several reasons, including

  • Rent or expense cutting.
  • Accommodation of more workforce.
  • Tax advantages.
  • Tap into new markets.
  • Better location to improve accessibility.
  • Expansion of space to accommodate business growth.
  • Improvement in working standards for employees.
  • Combining two or more branches, etc.

They must send this letter to vendors, customers, associated financial institutions, etc., who interact with the company frequently. It is better to print and mail a ‘we moved business’ announcement at least three weeks before the moving date.

Apart from informing people about your address change, announcing new location is essential to

Avoid Customers From Thinking That You Have Shut Down

When customers visit your store or office and see it shut down, they might think you are no longer in business. Others might think you had to close because you had a financial shortage. A new location announcement can help put a rest to these speculations and let people know the correct reason for your move.

Get Increased Foot Traffic At Your New Address

It can be complicated to get the same number of visitors at your address as now without announcing a new location publicly. For example, a hospital may not get enough patients at their place. Or a supermarket may not see any shoppers buying from their store because people are unaware they are open elsewhere.

Sending a new office location announcement helps increase foot traffic at your business place, avoiding heavy strains on your revenue because of the address change!

Redirect Correspondence to the New Address

You do not want to miss out on crucial compliance and transactional mail. It is necessary to inform all parties to redirect your mailers to the new location.

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Not updating all the associated authorities, customers, and vendors with a new location announcement may cause unnecessary trouble.

Build Healthier Relationships With Customers and Vendors

Businesses must keep in touch with their clients, business partners, suppliers, and other stockholders. Relocating allows them to communicate with them and build better relationships. They can draft an engaging ‘we moved business’ announcement letter that informs them about the change and thanks them for their cooperation and support.

You may have never written a new office location announcement before. So here are some things you can mention in the notice to fulfill its purpose:

The Reason for Your Address Change

You can skip the details and only state the facts if you want to send your office relocation announcement letter to a government or financial institution. There is no requirement to mention the reason in-depth. This message should be formal and request the authority to update your correspondence details in their records.

However, announcing new locations to customers and other parties you deal with is different. You must take a more personal approach and include why you want to relocate.

Try to remain honest and open even if the reason was to downsize because of financial reasons. There are chances to get the same customers at your new location, helping you keep your cash flow steady.

Contact Details

Add all your contact information on your company letterhead on which you print the new location announcement letter. The details should consist of

  • Your company name
  • Phone number
  • Fax number
  • Website link
  • Email address
  • Mailing address (current)

This information allows your targeted audience to connect with you in case of questions or concerns after they get the new location announcement letter. It is an initiative to keep your communication lines open, making people confident that you are still within their reach!

If possible, add a representative’s name and details as a primary point of contact. This person can answer all customer and vendor queries and reassure them that your service quality won’t change.

A Statement of Gratitude and Appreciation

Let your customers know you value their business—and you look forward to continuing your relationship at the new address. Make them feel special in your business relocation announcement for all the months or years they have been a loyal customer of your company.

Do the same while announcing a new location to your vendors or suppliers. Thanking them and inviting them to work further with you informs them that they would not lose business. Instead, you only wish to change the communication address for specific reasons. These actions can clear several doubts and complaints, making your move more seamless.

Dates the Current Office Would Be Open

Some customers or business partners might want to visit you before your relocation. Thus, mention your current working days and timings to make it easier for them to reach you.

The Moving Date and Time

The next thing to add to your business relocation announcement is your moving date and time. Mention the day you would be officially open for business and not the day you move.

Invite your audience to join you for your new store or office’s launch. It is an excellent way to get them to your doors and reinstate your relationships.

New Address With Landmarks

Some businesses print a small map behind their new location announcement letter to break it down for their readers. Others include QR codes or Google Maps links to help customers drive or walk to the new store.

A Personal Closing

End your office relocation announcement letter with a personalized closing. The last paragraph must summarize your message and call customers to visit you at your new address.

You also include other CTAs, like calling or dropping you an email. Either way, explain to your audience how you look forward to hearing from them again.

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Below is a template to help you compile all the above aspects and write a responsive letter announcing the new location to your customers and partners.

[Your company name]
[Mailing address]
[Contact details]
[Recipient’s full name]
[Their mailing address]
[Salutation – Include the appropriate title whether you use a formal or informal phrase]
[Introductory paragraph – Provide all the details regarding your address change, like the move date, new address, and reason]
[Body of the new office location announcement letter – Thank your readers and mention additional information (if any)]
[Closing – Reinforce your message and end the letter on a positive note]
[Sender’s name]

Editor’s Note: Use PostGrid’s direct mail API or automation software to save money and time. Our solutions help companies send their business relocation announcement letters and other mailers using automation—at the most affordable rates they can get!

Find the samples for your new location announcement below:

#1 Business Relocation Letter to Customers

The new office location announcement letter you ship to customers needs to be more detailed than the one you send to other parties. These are the people who help you generate revenue and whose involvement decides the fate of your business.

You want to update them about your new location and persuade them to visit you after you move. Moreover, you must make them feel appreciated enough to patronize your business even though you are shifting to a different place (probably, a farther one).

Vienna Bakers

6 Lockhaven AVE

Richmond VA 23231

+1 804-111-1111

Date: 5 November 2023


Caroline Havens

592 Randall AVE

Richmond VA 23231

Subject: New location announcement.

Dear Ms. Caroline,

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We are excited to announce that we have bought a brand new store on Carlisle Avenue near the Ocean World Seafood restaurant. Starting 25 November 2023, we are officially open for business at our new location and would be pleased to see you there.

The reason for our relocation is the new place has more parking space for customers to stop and visit us. Also, it is at a more central location, helping us serve more customers who have loved Vienna Bakers for over a decade and continue to support our business.

We thank you for staying with us for over five years. Our staff still remembers when you visited us with your children to buy our pastries for the first time. The Vienna Bakers family is grateful to have you as a customer.

You can contact us at the same number or email to place a delivery order. Please join us at our grand opening on 25 November- it would be our pleasure to host you.

PS: We plan to offer a 10% discount throughout the first week of opening our new store! See you there!

Yours sincerely,

Helen McQuinn


This office relocation announcement sample is a personalized one and has emotional value. If you cannot add such personal statements for every new location announcement letter, stick with personalizing the recipient’s name and address. And you can add a small map from their doorstep to your new store to make the letter more impactful.

#2 New Office Location Announcement to Suppliers


Date: 7 November 2023


Keith Serrao

Opera Manufacturers

109 5th ST

Pahrump NV 89048.

Dear Mr. Keith,

This letter is to inform you that we are moving to a new location on #9 Choctaw Street near Discovery Park on 21 November 2023. The change comes after the government served us a legal notice to vacate the premises with a new road construction coming up in a few weeks.

Please update our new address in your system and send all orders and correspondence to this location after 21 November.

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We would also like to take this opportunity to thank you for assisting us in our business for several years. Our company is looking forward to working with you the same way at our new address!

Feel free to contact Mr. Atlas to let him guide you through the process and paperwork.

Thank you once again.

Yours faithfully,


After knowing how to write an office relocation announcement letter, below are some tips to help you draft your message efficiently:

Inform your Employees First: Before making your address change public, update your employees personally. Hold a meeting and explain to them why it is essential. Try being sensitive while announcing new locations because this change affects them the most and causes some inconvenience. If you want to relocate to improve the working environment, highlight these benefits.

Establish a Timeline: Draft a time frame to smoothen your address change process. You must have all the dates in front of you, from signing a lease, packing boxes, and moving to the official opening for the customers. Also include the days you want to write and ship the new office location announcement to your audience. There should be a gap of at least two weeks between the day people receive your letter and your relocation date.

Use Postal Mail: We agree that announcing a new location via email, fax, or social media is not the worst idea. But it is not the best either! People often miss out on messages you send via these channels and need a more reliable information source. Postal mail helps you resolve this problem and grab your audience’s attention with your new location announcement letter.

Make It Concise and Friendly: Use an informal tone to write a message to your customers and vendors. It helps communicate your address change more effectively and boosts personal bonds. Furthermore, remember to keep your new location announcement short and sweet to help readers grasp it effortlessly.

Send Reminders: You can send follow-up messages to remind employees, clients, and partners about your move. Consider setting up an email drip campaign after you send the letter or another mailing campaign with postcards or flyers to reinstate your store launch invitation.

PostGrid has helped several clients from different industries, like healthcare, retail, insurance, etc., print and ship mailers automatedly! They can send anything from new location announcement letters to marketing postcards, invoices, newsletters, etc., to their targeted audience.

Here is a case study of one of our long-term clients when they wanted to send address change notifications to 6,000 people:

The client needed a quick solution to create and ship business relocation announcement letters to employees, customers, vendors, etc. This bulk campaign required a lot of money and effort, which they saved using PostGrid instead of launching an in-house campaign!

The challenge- They had only a month to pull off such a large-scale campaign because their official opening was approaching quickly. Their staff members were very busy with other work regarding the move and had no time to contribute.

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The solution- PostGrid’s direct mail services helped the client:

  • Design eye-catching new office location announcement mailers using pre-built templates.
  • Verify mailing addresses beforehand to avoid getting mail returns or dealing with lost items.
  • Incorporate variable data printing using the customer data from their CRM. Our API integrations enable you to fetch all the information from their system in seconds and auto-fill the new location announcement letters.
  • Print and ship the mailers within dedicated SLAs (the client wanted the letters to go out on the seventh day from the date they placed the order, and PostGrid fulfilled the requirement!)

The result- The client could send the 6,000 mailers with zero effort on their end. They received nearly 40 to 50% positive responses, and thousands of people joined them for their opening!

If you want to discuss how PostGrid can help your firm send responsive new location announcement mailers affordably, sign up here!


How to Write Office Relocation Announcement Letter Effectively - PostGrid? ›

Dear [client name], We are delighted to inform you that we are moving to a new office location as of [date]. Our new address will be [full address]. Thanks to wonderful clients like you, we have outgrown our current workplace and have found a more modern space that matches our ambition.

How do you announce an office relocation? ›

What to Include in an Office Relocation Announcement
  1. The location of the new office.
  2. Expected moving date.
  3. Any expected office downtime that may come as a result of the move.
  4. The role of your employees in the move (e.g. whether they will need to remove personal items or if movers will take care of those for them)
Dec 2, 2022

How do you announce a new office location letter? ›

Dear [client name], We are delighted to inform you that we are moving to a new office location as of [date]. Our new address will be [full address]. Thanks to wonderful clients like you, we have outgrown our current workplace and have found a more modern space that matches our ambition.

What items should be included in a letter notifying customers about relocation to new offices? ›

What is a Business Relocation Letter?
  • Company name and current mailing information.
  • Salutation.
  • 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.

How do you notify clients about a new location? ›

Direct Mail: If you have a mailing list of clients, send them a postcard with details about the move. Flyers: Pass out flyers to clients whenever you are face-to-face with them. Automated Telephone Greeting: Update your telephone greeting so it announces details about the move.

What is a good sentence for relocation? ›

the act of changing your residence or place of business. 1 The company says the cost of relocation will be negligible. 2 Relocation expenses were paid to encourage senior staff to move to the region. 3 But collegiate relationships dissolve mostly because of relocation.

How do you write a good announcement letter? ›

How to write an announcement letter
  1. Gather all relevant information. Before writing your announcement, try gathering all relevant information first before outlining the announcement. ...
  2. Outline your letter. ...
  3. Be concise. ...
  4. Remain positive. ...
  5. Proofread the announcement.
Mar 10, 2023

How do you write a formal letter for relocation? ›

How to write a relocation cover letter
  1. Write a concise introduction. ...
  2. Explain why this opportunity is important to you. ...
  3. Give an example of your relevant experience. ...
  4. Provide another example that highlights preferred qualifications. ...
  5. End with a conclusion or summary.
Mar 10, 2023

How do you write a professional office letter? ›

Writing a Professional Letter
  1. Before You Begin - Consider Format. Choose a professional and easy to read font like Times New Roman, Ariel, or Calibri. ...
  2. Identify Your Address. ...
  3. Add the Date. ...
  4. Identify Your Recipient. ...
  5. Greet Your Reader. ...
  6. Close the Letter. ...
  7. Proofread.

How do you write an office relocation email? ›

We are moving office! [Company name] will be relocating to [xyz address] on [date]. This was determined after a lengthy search for a new office location that could meet our current and future needs and we look forward to making this our new home.

What is justification for office relocation? ›

Top reasons for office relocation

Moving closer to services you use, or to partners or colleagues you work with. Moving closer to clients or customers. You may even create new opportunities by moving. Cheaper rent or more cost-effective use of space.

What is office relocation description? ›

Office Relocation means the relocation of the operations of the Business currently conducted in the Excluded Building to the New Office Building.

How do you tell customers you are relocating? ›

Include your old and new addresses, your contact information, and the day you'll physically relocate to your new location, along with any special information pertaining to that day, like adjusted hours.

What is the subject line for office relocation email? ›

The subject line of your email should include what you are requesting – either a transfer or relocation. For example, “Transfer Request - Firstname Lastname” would be an appropriate subject, letting the recipient know the content of the email and its level of importance. 3.

How do you announce an office move on social media? ›

Announce your move with an eye-catching banner. Include the moving date and the positive spin on why you're moving. Post the banner on your website, Instagram, Facebook, and other social media sites. Keep banners posted for at least six months.

How do you make a simple announcement? ›

How do you write an announcement? Keep announcements clear, concise and with your audience in mind. Include only the most important information, like the date, time and location of an event or the details of the achievement you're celebrating. You may want to add a photo or illustration to go with the announcement.

What is relocation in simple words? ›

to move or move something or someone from one place to another: The couple relocated to Florida. There are plans to relocate the main runway at the airport. When officials relocate a bear, it will try to return to its territory.

What is the difference between relocation and relocating? ›

“Relocating” technically means the same thing, although they could be different in slight ways. The term relocation is usually used more formally, especially if you are looking to move a considerable distance. In this case, an international relocation involves moving to another country.

What is the difference between moving and relocation? ›

Relocation would mean it's a permanent move, and when we say moving, it generally means we are moving house. Or we are staying in the same city, but we are moving suburbs.

What are sample sentences for announcement? ›

I heard an announcement on the loudspeaker saying that the store was closing in 10 minutes. The company president made an announcement about the merger. He asked us to pay attention because he had an important announcement to make.

What is an example of a proper announcement? ›

I am pleased to announce to all of you that [employee name] has been promoted to [new role within the company]. [Name] has worked here at [company's name] for [length of time], and was instrumental in [address some important work and achievement].

How do you start a professional announcement? ›

Start with an introduction

This allows readers to know who is making the announcement and what it is. Try to establish both your company name and the subject of the announcement within the first two sentences of the email. It is often effective to include a hook to get readers' attention.

How do I write a letter of transfer to another location? ›

Steps For Writing A Transfer Request Letter
  1. Start with a formal salutation. ...
  2. Mention the purpose of the letter. ...
  3. State why you are requesting a transfer. ...
  4. Mention your work history with the company. ...
  5. Write a conclusion. ...
  6. Include your CV.
Sep 30, 2022

What is the best professional letter greeting? ›

The best greeting for a formal letter is 'Dear (first name) (last name)'. It shows respect, politeness, and demonstrates professionalism. With 'Dear', you can include the recipient's title if you know it. If you don't know their first and last name, their job title is appropriate to use.

What is the best salutation for a professional letter? ›

Salutations for business letters

The most formal salutation is Dear, [title], then the last name. If you're unsure of the person's pronouns, it's a good idea to use Dear [First and last name] or Dear [First name]. When you don't know the recipient's name, you can use Hello or Greetings.

How do you write an office communication letter? ›

Let us discuss the parts of a business letter.
  1. The Heading or Letterhead. It usually contains the name and the address of the business or an organization. ...
  2. Date. ...
  3. Reference. ...
  4. The Inside Address. ...
  5. Subject. ...
  6. The Greeting. ...
  7. The Body Paragraphs. ...
  8. The Complimentary Close.

How do you manage successful office relocation? ›

Here are seven critical office relocation tips to help increase the chances of a fast and efficient move.
  1. Plan your office relocation early. ...
  2. Communicate with your employees. ...
  3. Assign a project manager. ...
  4. Protect your data. ...
  5. Deep clean your office. ...
  6. Hire a professional moving company. ...
  7. Update your address everywhere.
Mar 29, 2023

What is the best reason for relocation? ›

Generally, people consider relocating due to better career opportunities or as a steppingstone into a more advanced position. With any life choice, and more specifically in terms of careers, there is a risk of loss or opportunity for gain.

What is the benefit of office relocation? ›

3. Relocating is a chance to grow your company. More space, a nicer office or a better location can make the hiring process easier, improving your workforce. You may be closer to large talent pools or have the space to take on additional team members.

What are good reasons to relocate? ›

If you've been thinking about why someone may move, we've compiled a list of the top ten reasons.
  • Education. ...
  • Relationship/Lifestyle Changes. ...
  • New Job/Reduced Commute. ...
  • Closer to Loved Ones. ...
  • More Suitable Climate. ...
  • Needing More (or Less) Space. ...
  • Neighbors or Neighborhood Changes. ...
  • Change of Scenery.
Jul 26, 2022

How do you discuss a relocation package? ›

How to negotiate relocation assistance
  1. Research typical relocation packages. The first step is to find out what kinds of relocation assistance are typical for someone in your particular situation. ...
  2. Assess your own needs. Ask yourself what you might need from a relocation package. ...
  3. Emphasize mutual benefits.
Mar 29, 2023

How would you coordinate a team move to a new office? ›

How To Coordinate An Office Move | Office Relocation Checklist
  1. Organize Moving Notes and Documents in One Place. ...
  2. Announce the Move and Discuss with Employees. ...
  3. Plan for Moving Costs. ...
  4. Plan Post-Move Cleanup. ...
  5. Discuss Plan with Employees. ...
  6. Hire a Moving Company.
Dec 7, 2020

How do you promote a business relocation? ›

Let customers know when and where you are relocating and, just as importantly, why you are moving. Also, inform them about any closure dates; apologise for any inconvenience and, if relevant, provide an emergency contact. Give them reassurance about your capacity to continue serving them during and after the move.

What is a good out of office subject line? ›

Out of office subject line ideas

Currently unavailable, sorry! Thank you for understanding. Thanks for your email. Out of office from [date] to [date]

How do you announce office relocation on social media? ›

It should be clear and concise, detailing where the company will be moving to, the rationale behind the move and where they can go to voice opinions. Before announcing, it's a good idea to hold a meeting with heads of departments to inform them and ask for feedback on the process.

How do you announce a business location? ›

Announce the specific details of your move or your new opening, including the effective date and the new address. If you desire, also mention why you are moving. Give your new telephone number or fax number, if those will change. If necessary, include the directions to your new location.

How do you get employees excited about an office move? ›

Here are eight tips for keeping employees happy before, during, and after a corporate relocation move.
  1. Communicate early. ...
  2. Develop a management plan. ...
  3. Incentivize employees to move. ...
  4. Handle moving logistics. ...
  5. Be flexible with the timeline. ...
  6. Make employees feel at home. ...
  7. Review HR policies. ...
  8. Offer employee perks.
Oct 23, 2019

How do you post professionally on social media? ›

Staying professional on social media
  1. Have a conversation with management about social media. ...
  2. Make time management part of your social media strategy. ...
  3. Always remember that you are representing your employer. ...
  4. Post on topics you're passionate about. ...
  5. Create your own content.

How do you announce something new on social media? ›

7 ways to build excitement about a new product on social media
  1. Create a hashtag. ...
  2. Get creative with your promotional deals. ...
  3. Tell a story. ...
  4. Give a sneak-peak. ...
  5. Team up with local artists or businesses. ...
  6. Have a giveaway. ...
  7. Video teasers.
Feb 28, 2019

What is an example of a business announcement? ›

We are excited to announce that, due to our remarkable growth over the last [enter number] of years, we are expanding! In fact, we are opening a new store in [enter location and specifics]. We invite you to celebrate with us during the big opening day on [enter date].

How do you write a company announcement? ›

How to write new a business announcement
  1. Make a list of contacts. ...
  2. Decide on the proper type of business announcement. ...
  3. Write an introduction. ...
  4. Invite the reader to visit your store. ...
  5. Add a call to action. ...
  6. Provide your contact information. ...
  7. Send your announcements.
Jun 24, 2022

How do I announce my moving on Facebook? ›

Announce the move on Facebook

Click into the “About” section, and then select “Places You've Lived.” Click “Add a Place” and update it with as much information as you want to share (be careful not to give out your new address on social media).


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