The letter should be sent to customers, vendors and related parties that interact with the business at least 3 weeks prior to the moving date.
This allows all your contacts enough time to note down the new address and update any billing or formal paperwork. Depending on the targeted audience, the office relocation letter may have different versions. Nevertheless, it should always include the following points:
- Company name and new 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 the commercial move
- New contact information that will take effect after the business move
- Current contact information that will not change
- Closing paragraph
- Signature
Here is an example of office relocation letter for your customers;
Company Name
Company’s Current Address
City, State, Zip Code
Date
Re: [Company Name]’s New Office Location
AddesseeDear Customer,
We are pleased to announce that our office will be moving to larger premises on [Date]. Our new office is located at [Address], but our phone number and email address will remain the same;
[Phone number]
[Email]As of [Date], we will not be operating at our current location. Please contact us if you have any questions about the move or our services, we would be more than happy to help.
We look forward to seeing you at our new location in due course.
Sincerely,
Manager or Owner’s Signature
Manager or Owner’s Name PrintedEnclosed a map of the new business location
