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Change of address notification letter sample

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Change of address notification letter sample
March 08, 2019 1st Anniversary Wishes 1 comment

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One of the critical parts of a successful commercial move is the business relocation letter. The letter serves as official notice of the move for customers, vendors, business partners, and anyone else that interacts with your company. Effectively planning, writing, and delivering a business relocation letter can help everything from office moving to industrial moving go as smoothly as possible.

Develop a Plan Early

The first step to writing and delivering an effective business relocation letter is to develop a plan. You may not realize it at first, but even something that seems as simple as a business relocation letter is actually somewhat involved if you want to pull it off effectively.

Develop your plan at least six weeks prior to your move date. That should give you enough time to perform all of the following functions before you distribute your letter.

Deliver your business relocation letter three weeks prior to your move 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.

Once you’ve figured out the calendar dates you can start building your mailing list.

Build Your Mailing List(s)

The first component of your plan should be to build your mailing list or lists. After all, you’re going to want to make sure everyone who needs to know about your commercial move is adequately informed. To do that, you’ll need to determine who to contact and how to contact them, whether through postal mail, email, or both.

Determine Who to Contact

Companies usually interact with several different kinds 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.

For example, you may want to let your customers know why you’re moving your business. If you’re moving your business so you can have a bigger warehouse for inventory or a more central location for retail shoppers, your customers may benefit from knowing the details. This information can also be used to deliver a subtle brand message about improving your ability to serve them more quickly or conveniently.

Or you may want to let vendors and business partners know that you’re moving for positive reasons, to assuage any assumptions that you’re moving locations to save a buck because things are tight. “Business is so good that we’re expanding and moving our location to accommodate our growth” is a simple message that answers questions and delivers positive reinforcement.

Ultimately, whether you craft a separate message for each target audience, and what messaging you might want to include, boils down to several factors, including time and whether you think something like that is even necessary. Many companies simply craft one letter and mail it to everyone they need to contact. If that’s the best plan for you, do it.

Determine How to Contact Them

The next step is determining how you’re going to contact the individuals and organizations on your mailing list. The options for your business relocation letter are postal mail and email.

You’re also going to want to reach out to people on your website and through social media, depending on how you engage folks, but we’ll cross that bridge later.

Gather All Your Current and Future Contact Information

Grab a sheet of paper and write down all of your company’s current and future contact information:

  • Street address
  • Mailing address, if a PO Box or somehow different from 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 business relocation letter.

Start Writing Your Letter

When you write your business relocation letter, make sure you do two things:

  1. Include all your contact information, even if it’s not changing
  2. Keep it short

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, such as may be the case in an on-site campus move, you should still include it in your business relocation letter. That way folks on your mailing list can choose to update any holes they have regarding you contact information. And you may end up enabling someone to reach out to you in a way they hadn’t tried before, like through social media.

And make sure you’re concise. Your readers need to get the pertinent information, along with any messaging, quickly and clearly.

How to Construct Your Business Relocation Letter

When writing your letter, include the following items, in order:

  • Company name and current mailing information
  • Salutation
  • Introductory paragraph, including any downtime and closure/re-open dates due to moving
  • Follow-up paragraph, including 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
  • Signature

Deliver Your Business Relocation Letter

After you write your business relocation letter, make sure you mail or email it three weeks before your move date.

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.

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 using whatever social media channels you have to announce the move and start a conversation or drive traffic back to your website, where they can read about the move in more detail.

Syndicating your letter will maximize your chances of reaching customers or others that may not have been on your mailing list and maybe even generate some buzz or conversation about your business and its pending move. Just make sure that if you start a conversation about your move on your website or social media that you participate in the conversation.

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.


Sample Business Relocation Letter

Here’s a sample business relocation letter that takes into account everything we’ve talked about. It’s just an example, so feel free to use it as a template that you can customize for your own letter:

Company Name
[Current Street Address][Current City, Current State] [Current ZIP]

Dear [Firstname Lastname/Organization],

Business is so good that we’re expanding and moving our location to accommodate our growth. We will close our office Friday, April 4, 2014 at 5:30 p.m. to begin the moving process and will re-open at our new location Monday, April 7 at 8:30 a.m.

Our business, including website, email, and telephones, will be fully operational during the moving process and you will not experience any changes or delays in service, production, or shipping during that time.

Please update your records with our new contact information:

Company Name
[Street Address] [City, State] [ZIP] [Telephone] [Fax]

Our other contact information will remain the same:

Website: [website URL] Email: [email address] Facebook: [Facebook page name] LinkedIn: [LinkedIn page name] Twitter: [Twitter handle]

As a valued [customer, vendor, business partner] we thank you for taking the time to update your records. Please feel free to contact us at [phone number] with any questions.

Sincerely,
[Signature]

Ready To Make The Move?

Let us handle your relocation needs so that you can keep working.

Since it is impossible to create sample letters that suit every particular situation, we tried to make these samples more universal. Feel free to change wording and .

Notification Of Change Of Address

change of address notification letter sample

This Change of Address Letter can be used to notify people or organisations of a change of address. This letter may be sent prior to a move, specifying the date after which the sender will be at the new address. It may also be sent after the sender has moved to the new address. This letter also allows the sender to request confirmation of receipt of the notice of change of address.

This document can be used for both residential (e.g. moving home) and business (e.g. change of business premises, change of registered office, etc.) changes of address.

This Change of Address Letter provides a quick and simple way to notify any person or organisation who needs to be informed about the change.

 

(I) Residential Change of Address

This letter may be sent to friends and family in order to inform them of a change of address and/or to any of the following:

  • Banks and any other financial institutions;
  • Utility companies;
  • Insurance companies;
  • Employer;
  • Schools and/or colleges;
  • Doctors, dentists, and any other health providers;
  • Magazine/Newspaper subscriptions;
  • Gym membership, and any other memberships and club cards;
  • Any other business with which a person has mail correspondence.

Other organisations who must be informed of a residential change of address:

DVLA: In order to change an address on a Driving Licence, the person must inform the DVLA. Information on the procedure is provided on the UK government's website.

HMRC: In order to change an address for National Insurance and Tax purposes, the person must inform HMRC. Information on the procedure is provided on the UK government's website.

Royal Mail: In order to inform the Royal Mail of a change of address, an official Royal Mail redirection needs to be set up. This can be arranged on the Royal Mail website.

Electoral Register: In order to change an address on the electoral register, a person must re-register to vote on the UK Government's website.

N.B. It is not necessary to inform the Passport Office of a change of address.

 

(II) Business Change of Address

This letter may be sent to customers and/or clients and suppliers such as the following organisations:

  • Banks and any other financial institutions;
  • Legal and Accountancy firms;
  • IT service providers;
  • Utility companies;
  • Insurance companies;
  • Payroll and Pensions Providers;
  • HMRC - Information on the procedure is provided on the UK government's website.
  • Any other organisations with which the business has legal agreements;
  • Any other organisations with which the business has a mail correspondence.

Other organisations who must be informed of a business change of address:

Companies House: For limited companies or LLPs, the company or partnership must inform Companies House of any change of registered address. Information on the procedure is provided on the UK government's Companies House website.

Royal Mail: In order to inform the Royal Mail of a business change of address, an official Royal Mail Business Redirection needs to be set up. This can be arranged on the Royal Mail website for business customers.

How to use the document?

This document should be completed in full, printed and signed. The sender of this Change of Address Letter may wish to keep a copy for their records. The document should then be sent by mail and/or email to the recipient.

Applicable law

There is no law applicable to this document. It is simply a letter to notify persons or organisations of a change of address. However in some cases, for instance if the sender is a company director, they may wish to consider whether a particular method of notification is required for certain organisations (e.g. Companies House).

 

How to modify the template?

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

Fill out the template
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Request Letter – Change of Address Request Letter

change of address notification letter sample

Are you looking for a name change letter template you can use to notify companies or people about your new name due to marriage?

Below, you will find an easy-to-use name change request letter template. Feel free to copy, modify, and use this template to notify appropriate companies about your new name.

Just make sure you replace the bolded text with your information.

Click here if you want to learn how to change your name after marriage.

Sample letter for change of name after marriage

Your Name

Your Address

Your Phone Number

 

Company Name

Company Address

Dear Sir/Madam,

Name Change Request

Please update the current name on my account/record to reflect my new legal name.

The current name and address on my account/record are:

Your previous name

Your previous address

My new legal name and address are:

Your new name

Your new address

I have enclosed a copy of my marriage certificate/ driver’s license/ social security card to verify my name change.

If you have any questions, please call me at your phone number or email me at your email address.

Have a great day.

Thank you,

Your Signature,

Your Name.

Date

Printable name change letter template download

To download the printable version of this template, just click here.

If you are unable to download the printable for any reason, shoot us a message, and will send you the link to download this name change request letter sample.

Name change request letter sample image

Final thoughts

That’s everything you need for a name change letter template.

We hope you found it useful.

Related:

How to Change Your Name After Marriage (In 8 Simple Steps)

20 Marriage Lessons We Learned From Our First Year of Marriage

How to Create a Monthly Budget After Marriage (And Stick to it)

P.S. Want to build a strong foundation for your marriage? Read this book today.

Please check your email to confirm your subscription.

WATCH THE VIDEO ON THEME: How to write a letter to inform change of residence address.

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