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We are moving letter sample

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We are moving letter sample
December 14, 2018 Wedding Anniversary Wishes 2 comments

Stuck on what to write in a Thank You Message? Adapt this free sample to Thank Someone for Helping During a Move (Free Download in Word Format).

With the logistics and stresses of relocating an office, it’s easy to forget one simple, but important task – let your business associates, suppliers, customers and bank know that you’re moving!

The traditional method of disseminating the news is through a personalised office relocation letter. Ideally, you’ll want to send the letter out at least three weeks before you move. This will give your clients and suppliers sufficient time to make a note of the change of address, and, if necessary, re-schedule any appointments.

To help you ensure a smooth transition, we’ve provided a couple of tips regarding the contents of the letter. We’ve also supplied a free office relocation letter template you can customise and use.

It’s worth noting that it can pay to write slightly different letters for different kinds of intended recipients.

For banks and service providers

Keep the letter short, sweet and fact based. There’s no need to mention why you’re relocating, simply that you are. This type of letter is primarily to inform the bank, the city, Telkom and the ISP of your new contact details for billing purposes.

For business associates

When informing business associates and competitors of your new address, you’ll want to put a positive spin on the move. Tell them you are relocating to accommodate growth, not to save money. This will imply business is booming…whether it is, or not.

For customers

When writing to your customers, focus on the advantages they’ll enjoy at the new premises. You might refer to a larger floor space, more comfortable furnishings, private undercover parking area or improved accessibility.

If your business handles walk-in customers, also identify any prominent landmarks and train and bus stations located nearby. Include a map and written directions from major highways and arterial roads.

For suppliers

In a letter to your suppliers, start off by thanking them for their past services. Articulate the hope your business relationship will continue at the new premises. Assure them that it’s business as usual, but if you are downscaling, be sure to mention that fact.

What else?

In addition to compiling different letters for different audiences, remember to highlight your new contact details on your website and mobile app. Also erect signage at your old offices, directing potential walk-ins to the new address.

It’s a good idea to send out a follow-up email a couple of days before the move, urging recipients to update their records.

Finally, invite your important clients, suppliers and business associates to an opening function at your new premises, to help ensure that your business will continue operating like a well-oiled machine.

Free template: office relocation letter

The template that follows is ideal for sending customers and business associates. (Keep the letter to your bank and suppliers briefer, and end by directly asking that they update their records with your new details). Customise the contents of the following template to suit your needs.

Name of company

Current address


Postal code


Receiver’s address


Postal code

Dear (name of client or business associate),

It is our pleasure to inform you that we are relocating to new, smarter business premises on (date of move).

Our new premises are at (new address).

Our contact numbers remain the same, (contact numbers including area code), and you can continue to email us at (company email address).

Our new premises are near (relevant landmark) and offer (details of improved facilities, such as more comfortable meeting rooms and/or better parking facilities).

Please contact us with any questions you may have concerning our new location or our services. We look forward to (serving you/continuing to work with you) at our new address.


(Printed name)


K-Mark, office relocation specialists

K-Mark provides expert office relocation project management services, potentially saving you time, money and frustration.

The purpose of this online sample letter template is to familiarize you with the Whether you're moving yourself and your family or relocating your business, you .

Change of Address Letter

we are moving letter sample

It’s a challenge many job seekers face. You want to move to a new city, but you need a guaranteed paycheck before you make the big jump. So you look for opportunities on local job boards and send out applications.

But here’s the problem: employers have a distinct bias against long-distance job candidates.

It’s an uphill climb, but there are things you can do to improve your chances of landing an interview. You’ve got to convince the employer that interviewing and hiring you will be nearly as easy as any local candidate. And it all starts with a solid relocation cover letter.

In addition to everything else you need to include in your cover letter, make sure you tackle, head-on, the challenges related to your relocation. You want to do this, briefly, in the final paragraph of your letter, after you explain how awesome you are and how you’ll solve all the employer’s problems.

Here the four things you want to include in any relocation cover letter

1. Explain why you are moving

There’s a big difference between applying for a far-flung job and actually packing up your belongings and moving to that new town.  Sometimes our dedication to a big move wavers when the opportunity arrives.

This is one reason employers may be skeptical of out-of-town applicants; they question whether you are really serious about the move. That’s why it serves you to be crystal clear about the reason for your move.

You don’t need to go into a lot of details—remember, real estate on your cover letter is precious—but provide enough information to show that your desire to move isn’t some flight of fancy. The more concrete your reasons, the better. The goal is to show the employer that your move is a done deal.

Here are some things you could say:

“After a decade in Washington, DC, I’m looking for opportunities to return to my hometown, Cleveland.”

“I moving to Tampa to be closer to my family, who all live in the area.”

“My husband recently accepted a position at UCLA, and we’re moving to Los Angeles later this month.”

“I’m marrying an Oregonian this summer, and we’re relocating to Portland in August.”

Reasons like “I like the way-of-life in Tucson” or “I loved Austin when I visited last year” carry less import with employers. While these sentiments may be true, they lack the stickiness that makes your move a done deal.

2. Give a date or time frame

The best way to ease an employer’s mind that you are really moving is to provide a date for your arrival. Again, this is why a concrete reason for a move is so helpful.

Organizations hire because they have a problem and they need help ASAP. Often, that puts a premium on candidates who are available to start immediately. A hiring manager might be willing to wait for a stellar candidate but their patience won’t last forever. You have to explain exactly how long they’d have to wait to bring an awesome candidate, like you, onto their staff.  A firm arrival date (hopefully in the not-too-distant-future) can put the hiring manager’s mind at ease.

If you don’t have an arrival date, share how quickly you could relocate, if offered the position. The faster you can make the move, the better—just remember to to be realistic in your projection.

Identify the resources or connections you have that could best facilitate a move. Again, this can be done in one sentence:

“I can start within two weeks of a job offer, as I already have family in the Wichita area.”

“I’m willing to commute from Sacramento, until I move to closer to the Bay area.”

3. Explain how you can interview

Another perceived challenge with out-of-town applicants, from the employer’s perspective, is how they’ll interview you. Hiring managers are used to the traditional interview process—namely, an in-person meeting in their office. Anything that varies from this path may be be alien territory.

Do not expect the hiring manager to know how they can interview you remotely. Instead, offer up your own solution for this challenge. It’s simple, just say:

“I’m available to interview by phone, Skype, FaceTime, or any other platform that is convenient for you…”

The goal here is to make the remote interview process as easy as possible for the hiring manager. The offer of a video-based communication system is particularly helpful as it more closely approximates the typical in-person experience.

4. Put an in-person visit on the table

Did you notice how my last quote ended with an ellipsis? That was intentional because you’re not going to land an offer with just a Skype chat.

Most hiring managers will want to meet you in-person at some point. And, frankly, I would warn against accepting any offer without first meeting the employer in-person. A face-to-face meeting is the best way to learn more about the organization and whether you’ll be a good fit there.

So, you need to put the offer of a visit on the table in your cover letter:

“… and I’m open to traveling to Boston for an in-person meeting, should there be mutual interest.”

This is an important addition to your earlier interview suggestion. You’re making it clear that you’re open to a visit, eventually, but only if the initial phone interview goes well. This is a gesture of good faith to the employer and shows that you’re serious about the right opportunity.

Leave unmentioned who will pay for this travel. At this point in the process, talking about money is putting the cart before the horse. Just put the idea out there and focus on your desire to learn more about each other. If there’s genuine and mutual interest after your Skype call, you’ll have more leverage for asking for travel expenses.

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How to Write a Business Relocation Letter to Vendors

we are moving letter sample

Susan Jones
111 Oak Street
Anytown, MA 02222

September 1, 2018

Mr. James Redstone
Managing Director
GRE Enterprises
222 Market Street
San Diego, CA 20165

Dear Mr. Redstone,

I heard with great interest about the open position of Sales Coordinator at GRE Enterprises from my supervisor, James Gray. He suggested I contact you directly, as we had been discussing my next career opportunity, and my family’s upcoming move to the San Diego area.  

At ABC, my contributions to the sales team have been well documented. My sales have consistently exceeded my goals by double digits, and my client satisfaction ratings have been maintained at the highest standards. My organizational and communication skills have placed me in a leadership role among the entry-level staff.    

 As you know, ABC is a company similar in size and scope to GRE. As I look toward my next position, I believe the possibility of continuing my career path in sales with your group will be a wonderful opportunity to help make your company even more successful.

I will be traveling to San Diego several times in the next few months and would love to meet you at your convenience to discuss how I can contribute to your sales team.

Thank you for your consideration.


Susan Jones (signature hard copy letter)

Susan Jones

Tell everyone you're moving with a customized change of address card you can . We have advice on writing letters of apology plus sample letters for personal.

Announce a New Business Location

we are moving letter sample

In general, there is no requirement for you to share details about why you are leaving a job in your resignation letter. In fact, being discrete is advantageous — there's no reason for your employer to have details about personal circumstances on file, especially after you've departed the company.

One exception to this rule, though, is when you quit because you are relocating: in such an instance, many employees choose to include this information in their resignation letter.

Why and How to Mention Relocation in a Resignation Letter

There are multiple reasons why it is a good idea to tell your employer you are relocating. First, it's important for your company to know this information in order for them to update your contact information. Second, leaving a job because of a relocation feels very neutral — you're not leaving for more money, a better job opportunity, or because you don't like the company, your current job, or the people you work with. It's simply a logistical decision and not a reflection on the company or your position there.

Without question, you should not share any negative opinions or feedback about the company, but letting the management know that you are leaving due to circumstances beyond their control can leave the door open for the future. In addition, having the fact in your employee file that you left the company due to relocation will give a good explanation to any future prospective employers checking your work history and employment records.

Here are examples of resignation letters to use when you're relocating. As with any resignation letter, the most important details to include are the fact that you’re departing, what you intend the date of your final day of work to be, and a polite “thank you” for the opportunities you’ve enjoyed during your tenure with your employer.

You should also include your new address or a good long-term permanent address where the company can send any correspondence.

Resignation Letter Example - Relocation

This is a sample resignation letter for relocation. Download the letter template (compatible with Google Docs and Word Online) or see below for more examples.

Download the Word Template

Resignation Letter Example - Relocation (Text Version)

Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email


City, State Zip Code

Dear Mr./Ms. Last Name:

The purpose of this resignation letter is to inform you that I will be leaving my position with ABC Company, effective two weeks from now on October 1. I will be relocating to the New York City metropolitan area in the near future.

I have appreciated both being part of the ABC team and the opportunities that have been provided to me during the last several years. It has been a pleasure to work within the supportive, stimulating environment of our department, and I will truly miss the friends that I have made here.

Please let me know if I can be of assistance during the transition. You can reach me at the above address if you have any questions or need any further information.


Your Signature (hard copy letter)

Your Typed Name

Email Resignation Example - Relocation

If you’re emailing your letter, here's how to send your email message, including what information to provide, proofing tips, lists to use to double check that you have included all the necessary information, and how to send a test message.

It is important to include your name in the subject field so that your employer will immediately understand that this is an email requiring attention.

Subject: Your Name - Resignation

Dear Ms./Mr. Supervisor,

Please consider this letter as formal notification of my resignation from XYZ Inc., effective March 15, 20XX. I will be relocating to Seattle, WA in the spring in order to be closer to my family.

Any written correspondence can be mailed to me in care of Name, 234 Main St., Seattle, WA 98101, until further notice.

Thank you for all the opportunities and experiences I have gained while at XYZ.

I have enjoyed being a part of the marketing team, and wish you all the best. If there is anything I can do to help with your transition to my replacement, please let me know.


Firstname Lastname

Tell everyone you're moving with a customized change of address card you can . We have advice on writing letters of apology plus sample letters for personal.

we are moving letter sample
Written by Kagarr
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