Office Relocation Announcement Letter

TABLE OF CONTENTS

How To Write An Effective New Location Announcement Letter For Your Business?

Relocating a business is a complex and tiring task requiring much time and effort. But it is also an opportunity to connect with your past and existing customers. Moreover, it would be best to inform all entities you can affect with the move. Businesses must learn to write a new location announcement letter and mail them effectively. 

Why? Because your business contacts and customers must be aware of the whereabouts of your business to ensure effective communication. Below, we will explain how you can create an effective office relocation announcement letter for your business. Additionally, we will explain how you can effortlessly send your business the new location announcement letters.

What Is A New Location Announcement Letter?

When a business organisation moves from one location to another, it sends a letter to all parties affected by the move. This letter is called a new location announcement letter or an office relocation announcement letter.

A business organisation sends a new location announcement letter to everyone the move is likely to affect. It typically includes customers, business partners, suppliers, and even employees. Generally, companies use emails and postal simultaneously so that even if the recipient loses one, they have the other to fall back on.

An ideal new office location announcement letter is concise and clear. There is no need to beat around the bush to announce or inform the customers and business contacts that your company is relocating. But you must consider sending the announcement letter long before the moving Date.

What Are The Details To Include In Your New Location Announcement Letter?

As discussed above, keeping your business relocation announcement short and precise is essential. But that does not mean you can end the letter with a one-liner like “we are moving our business to a new location at *Location*.” 

To create an exciting and informative business relocation announcement, you must include all essential information about the move. Below we discuss these crucial details you must have in your office relocation announcement letter.

Date Of Relocation 

One of the most crucial details to include in your new office location announcement is the date of relocation. Regardless of whom you send the letter to, they likely want to know when your business will move to the new location. 

Details Of The New Location

Besides the Date of moving, you must also provide the details of the new location where you intend to relocate your business. Make sure to include an accurate location or address of the new office location in the new location announcement letter. 

Reason For Relocation

It is best to include the reason for your relocation in your new location announcement letter. For example, you could be relocating because your business is growing and you need a bigger space. Another reason for your business relocation is to better serve your clients/customers. Whatever the reason for the relocation, make sure to mention it in the letter.

Benefits Of The Move

Another piece of information to include in your business relocation announcement letter is the benefits of moving. The benefits of the move can vary depending on who the recipient is. For example, suppose you send a letter to your employees. In that case, you can highlight benefits like bigger working space, easy commute to work, Etc. 

Clear Timeline For The Move

It is also essential to provide a clear timeline for the move to give enough time for the recipients to prepare for the move. For customers, it could be submitting a form or request before the move. Similarly, employees could use the announcement to figure out when to start packing their belongings for the move. So, it is best to include a clear timeline of the movement in your new location announcement letter.

Alternative Contact Details 

You must also include alternative contact details in your new location announcement letter. The recipient of the letter may have several questions after knowing about the relocation. Providing an alternative contact lets the recipient reach out to you about any concerns about your business’s relocation.

How To Send A New Location Announcement Letter To Your Clients And Business Partners?

The new location announcement you send to your clients and business partners differs from the one you send to your employees. Relocation is the perfect opportunity for your business to connect with old customers and other business contacts.

Prepare a list of recipients you wish to send the new location announcement letter before you start writing it. This list can go beyond your client list. It can include all your business contacts, such as vendors, creditors, Etc.

Consider sending personalised postcards or letters to your customers and business contacts. It feels more personal and shows how you are willing to make an effort to communicate with them. You can easily send personalised new location announcement letters to your clients using a print and mail automation tool like PostGrid.

The best part about print and mail APIs like PostGrid is that sending bulk mail is just as easy as sending an individual mailer. Similarly, you can use automation to convey the business relocation announcement using different channels, such as email, text messages, Etc.

Remember that the following are guidelines for a compelling business relocation announcement letter. These are not rules. And you don’t always have to follow them. But following them can make it easier for you to create an effective relocation announcement letter.

Step 1: Create A Mailout Plan

Start the preparation of your business relocation announcement letter by developing a mailout plan for your business. Make sure you have the mailout plan ready three months before the moving Date.

Step 2: Create A Contact List For The Letters

Once you have the mailout plan, you can start preparing the contact or mailing list. The mailing list for the business relocation announcement letter can vary depending on your business goals. For instance, if you want to use the letters as a re-engagement strategy with your clients, you may want to include all your past and present customers. 

The mailing list and the letter itself can vary if you want to communicate with different types of business contacts, such as 

• Customers 
• Vendors 
• Business partners
• Etc.

Step 3: Gather Contact Information

Once you have a list of all the people you want to send a new location announcement letter to, you can gather their contact information. It means picking vital information like home address, email address, phone number, Etc. 

If you want to use multiple channels for sending the business relocation announcement, you need different types of contact information. After you have all the information, you can get a more precise idea of the communication process.

Step 4: Deliver Your New Location Announcement Letter

After collecting the necessary information for sending the new office location announcement letter and preparing its content, you can start delivering them. One thing to note here is that you must provide your letters at least four weeks before the moving Date.

The delivery nature of your business relocation announcement letter can significantly vary depending on the communication channel you use. Emails are faster and more cost-effective than postal mail. But, the customer may only open your email if they don’t see it or think it is spam. 

Direct mail has an incredible open rate of 90%, and most people like to open their mailers. Some people are even excited by the idea of opening a mail. Hence, your audience is more likely to see your new location announcement letter if you send it via postal mail.

Office relocation Announcement Sample

Above, we discussed the essential elements to include in your new office location announcement letter. We also discussed how your business organisation could create and send letters efficiently.

But chances are you still have a few questions that need answers. Below, we provide an office relocation announcement sample to help you fill those missing gaps. Take a closer look at the model to get a comprehensive idea of what your letter should look like in your correspondence.

[Company Name]

[Present City]

[Present Address]

[Present Zip Code]

[Date]

[Recipient’s Address]

[Recipient’s City]

[Recipient’s Postal Code]

Dear [Client’s Name],

It is a great pleasure to inform you that [company name] is moving to a new office location on [Date]. The new address of [company name] will be [new full address].

We are delighted to inform you that we are moving to a new location to facilitate a modern workspace for our growing team and ambition. And we have excellent clients like you to thank for this growth. We also have all the necessary measures to ensure no disruptions to our services during the move. 

Please don’t hesitate to contact us at [phone number] if you have any questions regarding the relocation. We look forward to serving you again from our new office.

Yours sincerely,

[Name]

[Signature]

What Is The Best Way To Send New Office Location Announcement Letters?

After you ensure you have all the information you need for your business relocation announcement, you must decide how to communicate it. Do you want to use email, personalised direct mail, voice message, or even a face-to-face meeting? 

Consider using multiple channels to ensure your audience can get the relocation news even if they miss one of your messages. Ideally, it would be best to use both online and offline channels for your business relocation announcement letter. 

People often ignore their emails and lose them among the flutter of marketing or subscription emails they receive daily. It is best to send your new location announcement letter via postal mail to ensure the recipient gets the announcement.

Here are some of the most effective communication channels for sending a business relocation announcement to your customers.

Automated Postal Mail

Traditionally, all business relocation announcement letters used postal mail as the communication. Over the years, people started using it lesser and lesser. With advanced print and mail solutions like PostGrid postal mail has again become an ideal communication channel for relocation announcements.

But, automated print and mail tools like PostGrid are only part of why business is making postal mail a primary communication channel. The truth is that digital communication channels, including email, have become more and more useless over the years. There is a good chance that the recipient ignored your new location announcement via mail because they have yet to open it.

With printed mailers, things are very different—most people like receiving and opening physical mail. Moreover, PostGrid lets you easily personalise your business relocation announcement letters by connecting its API with your CRM solution. As a result, you can print personalised letters in bulk without ever breaking a sweat.

Besides that, PostGrid’s print and mail solution enables you to send all types of mailers other than new location announcement letters. Some of the business correspondence you can send using PostGrid’s automated system include the following.

• Postcards.
• Leaflets.
• Product catalogues.
• Invoices and bills.
• Reports and results.
• And more.

You can also use PostGrid’s print and mail solution to send your business letters efficiently. Schedule a demo to find out how to use PostGrid’s print and mail API for sending your new location announcement letters.

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