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

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!

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.

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.

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]
[Date]
[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]
[Signature]

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

To,

Caroline Havens

592 Randall AVE

Richmond VA 23231

Subject: New location announcement.

Dear Ms. Caroline,

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

[Signature]

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

[Letterhead]

Date: 7 November 2023

To,

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.

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,

[Signature]

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.

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!