When the time comes and you have to relocate your business, it is crucial to find a way to inform all the necessary parties about your move and your new address. In addition, it is appropriate to inform all your business contacts using a formal letter to ensure your working relationship continues, as they will be aware of where to find you. This letter is known as a change of address letter.
All parties who relate to your business, such as banks, government authorities, and the post office, need to have this information to ensure that they can easily reach you, either in person or through the mail. You should include your old address and indicate your new address; that is, where you have moved your business operations.
This article will guide you on what you need to include in your change of address letter and the tips you need to observe to write a proper letter.
What is Change of Address Letter?
A change of address letter is a formal letter written by a business to inform its business and personal contacts about their change of location and provide them with their new address details.
This letter should be written once you have finalized your moving plans to avoid confusion. With this formal letter prepared and sent to all relevant parties, your business is guaranteed not to miss out on any meaningful communication.
Who are Recipients?
The change of address letter’s recipients are usually different parties relevant to your business operations. They may vary from business to business, but the bank and the post office are essential recipients that must be informed. It would be best if you first informed the post office to ensure all your mail is sent to your new address and does not get lost.
Ensure that your new address is updated online or at the local U.S. Post Office by filling out the change of address form.
You also need to send a change of address letter to the bank. Ensure that you include your bank account number to make identification easier. This is meant to ensure that you receive all of your critical bank documents at your new address.
Other recipients who should receive a change of address letter include the following:
- Business associates
- Credit union
- Utility company
- Other financial institutions, especially where you have taken loans
- Cell phone/home phone providers
- Doctors and dentists
- Magazine subscription
- Credit card companies
Note: It is essential to send a change of address letter to all the individuals and organizations relevant to your business. This is because it helps notify them about your relocation and provides them with your new address. With this information, these relevant parties will be able to correspond easily with you even after the relocation. Also, providing them with a change of address letter is an effective marketing strategy that will help your business grow without spending time and effort preparing for the strategy.
How to Write Change of Address Letter?
With the guide provided in this section, you will be able to write a change of address letter quickly. Ensure that you write your letter to make it suitable for different individuals and organizations. You must include your address and the recipient’s address.
Although you need to craft letters that can be sent to different parties without many changes, make sure you observe a tone that suits your recipients. Change of address letter to your clients and customers is different from those you write to financial institutions and other vital organizations.
To ensure you can quickly reach out to all your recipients, create and use a mailing list. You should prepare a list of all your recipients to have the following information: their first and last name, complete mailing address, and contact details. You can easily use the mail merge function to prepare your recipients’ addresses.
The following information or content should be included when writing your change of address letter:
Start with the subject
The first section of the change of address letter, referred to as the subject, is usually a single sentence that immediately highlights the address change. For a change of address email, the subject should also include the reason(s) for the relocation.
RE: Change of Address
Provide a brief introduction
After the subject, your change of address letter should have a brief introduction where you should include your name and title or your business name. Ensure the statement you include here is short, straight to the point and directly informs the recipient of the letter’s purpose.
With this letter, I would like to inform you that Beauty and Hair Salon will be changing its address soon.
State date when the change will take place
It would be best if you also mentioned when your business would move to the new address. This way, your recipients will know exactly where to find you after moving. Since your recipients have to come to your new address whenever they need you, ensure that you have provided them with enough advance notice to update their address records and reach out to you quickly.
My business’s relocation will happen within two weeks, which will be on 7th May 2022.
List your current and new address
Ensure that you include the new address your recipient will use to communicate with you in your change of address letter. The best thing to do is write your new address the way it will appear on an envelope. You can include the old address and direct them to change your business’ address details to the new address. Ensure that you write the correct information to avoid confusion.
I would like you to change the address details of my business in your records from my old address to my new address.
345, Around Here Avenue
Messing, SD 23096
456, Over There Avenue
Messing, SD 23037
Include reasons why business decided to move
These recipients are essential individuals and organizations contributing to your business’s successful operation and growth. Therefore, it is necessary to include why the business decided to move. In addition, you should inform them if your business will be temporarily shut down during the transition from one location to the other. Ensure you include all the proper details, especially for your vendors and suppliers.
Beauty and Hair Salon is moving to this new address since the location is more central and can easily be accessed by most clients and customers. Because we value you and your input to the business, I would like to apologize in advance for any inconvenience you may face when we shut down temporarily due to the move.
Include any other relevant information
You can also include any other relevant information you need your recipients to know. This extra information may vary based on your reasons for moving and your type of business. It will also depend on the recipient of that particular change of address letter in some cases.
We will be hosting a moving sale to clear out any stocks during the move, including equipment and products. You are invited to the moving sale as we celebrate the new change to the business.
List out local area landmarks to find the location easier
To make it easier for particular recipients like the post office, vendors, customers, and suppliers to reach you in your new location, you can also list the local area landmarks that make your new location easier to find. These landmarks may be around the residential or commercial area your business is relocating to.
You can easily find Beauty and Hair Salon at Great Plaza on the 5th floor at my new address. The Great Plaza is directly opposite the famous children’s park, Let’s Play Together.
Date and time of any grand openings or special discount offers
Once you have provided the recipient with details of the move and the new address, you should provide them with the date and time of the grand opening. Your recipients need to know when you will be open to resuming for business.
We here at the Beauty and Hair Salon will need time to settle in and set up our equipment after the move. You are, however, invited to the grand opening on Tuesday, 10th May 2022. We will celebrate with games where you can win yourself free beauty and hair services. You are welcome.
Thank the recipient
While closing your letter, ensure that you thank your recipient. Write a single sentence about how much you appreciate their contribution to the business. Showing gratitude and appreciation will make your recipients feel special.
Thank you for being a great client, and I appreciate the value you bring to the business. We look forward to seeing you at our new address.
Ensure that you also provide your recipients with contact details if they would like to reach out to you with any questions. This can include your phone number or email address. Again, make sure that these contact details are correct to make it easy for your recipients to reach you.
In case of any queries, you can reach out to me at my email address, [email protected].
Note: It is essential to notify your recipient about your relocation in advance. You can do this by providing them with the change of address letter in about two to four weeks before the business moves to the new location. This is mainly for local contacts. For international contacts, you should notify them about two to three months before you relocate.
Change of Address Letter Template
[Your full address]
[Your phone number]
[Your email address]
Subject: [Change of Address Letter]
Dear [Recipient’s Name]
This letter is meant to [provide a brief introduction]. Mention your business name and the fact that you are relocating to a new location. The relocation will happen on [state the date when the change of address will occur]. I would like you to please change my business’ address details from my previous address:
[Your full address]
To my new address:
[Your phone number]
Due to [include the reason why the business has decided to move], we will now be located at [new location]. You can use the new address to [include any other relevant information]. The business will settle at the [mention new location] where you are all invited for [detail of the date and time of the grand opening]. To quickly get to my new business address, use [mention any local area landmarks] as a guide as we are located just next to it.
Thank your recipient [by mentioning how much you value them]. If you have any questions, please reach out on [provide your contact details: phone number or email address].
Change of Address Letter Sample
156, Truce Street
444 444 4444
22nd April 2022
77, Everywhere Avenue
Account Number: 2340 5679 12222
Subject: Information on Change of Address
Dear Mr. Mathew,
I am writing this letter to inform you that I am relocating my Car Auto Shop business to a new address. This relocation will happen within a month, by strictly 20th May 2022. I am an account holder at this bank, and my bank account number is 2340 5679 12222. Therefore, I request that you change my address details from my old address to my new address.
102, Road Avenue
Healing, CA 77065
156, Truce Street
Healing, CA 77012
My old address has become too expensive to maintain, so I am moving to a new address that I can afford to allow my business to grow. You can use my new address to send me all my important bank documents to confirm that all is fine on your end. My grand opening is on 31st May, which means I will be temporarily closed down for about a week after moving into my new location.
Thank you so much for the value and input you add to my business as my bank. For any queries, please reach out to my phone number, 444 444 4444, or email address, [email protected].
Download Free Templates
You can download change of address letter templates which are given below:
Tips to Write Change of Address Letter
To ensure that you write an effective change of address letter, there are tips that you need to observe. Some of these tips include the following:
Make a master template
It would be best to prepare your change of address template to make it a master template. This means having a template that can be used to prepare letters for different people and organizations without requiring many changes. Your master template should have an appropriate salutation.
A master template will make your work easier and help you save time, which means that all parties will receive your change of address letter in time.
Before sending your letter, ensure you read through and proofread it carefully. It would be best to avoid typos, spelling mistakes, grammatical errors, and any other issues that will make you look unprofessional. Proofreading the letter will also help you confirm if the letter is readable and can be easily understood. Ensure that the new address you have included in the letter is correct to avoid directing your recipient to the wrong location.
Ensure information is correct
Ensure that your recipients’ details are correct; this may include their name, address, and other vital details. Since you are sending the change of address letter to various recipients using mass mail, make sure that there are no errors in your recipients’ information.
Print and sign your letters
It is also important to print and sign your letter once you are sure that the format and content included are correct. Again, use good stock paper to print your letters and ensure that you sign them using blue or black ink by hand. At this point, you can mail them to the respective recipients.
Other tips you should observe when writing a change of address letter include the following:
- Always use a formal and polite tone when writing a change of address letter
- Your letter should be simple, brief, and straight to the point
- In case needed by a particular institution, ensure that you attach address proof documents in your letter
As a business, it is crucial to inform all parties, both individuals and organizations, which are relevant to your operations about your relocation. This must be done in a formal way using a change of address letter. With this letter, you will be able to provide them with details about your new address and include any other relevant information to ensure your business operations at your new location continue smoothly.
Writing a change of address letter is all about ensuring that these parties have your address information which guarantees proper correspondence in the future. Since this letter is formal, there are tips provided in this article that you should observe to ensure that you write an effective change of address letter. You can also use the template and sample as a guide when writing your change of address letter.