Writing an Impressive Business Relocation Letter (with Samples)
Use these sample business relocation letters as templates for your formal relocation letter. Last updated on January 16th, 2019
A business relocation letter is required when a commercial enterprise changes its physical location. The letter should be sent to customers, vendors and anyone else that interacts with the business at least three weeks prior to the moving date. This gives people enough time to note the new address and change their records or any scheduling required, so they can do business at the new location. It may be necessary to write a different business relocation letter for each target audience. For example, customers will be happy to know that there will be larger warehouse space, and that a retail business will be able to provide more product options. Business partners may think the move is to save money, and that business is down.
They need to know that business is great, and the move is to accommodate growth. A letter to a government agency should be more formal and only give the facts. No matter who is the recipient, the letter should be short.
A letter to a vendor should begin by thanking them for their past service and expressing the hope that it continues at the new location. This will make them feel secure that they haven’t lost the company’s business because they changed locations. The letter should give the reasons for the move. Vendors appreciate if companies are honest about their financial situation, even if the move is to downsize. The business may need to reach a new customer base of find a location that offers tax incentives for businesses. If there is any event planned to mark the opening of a new location, the vendor should be invited.
The letter should contain all the contact information, even if it is not changing. The new address and phone number, if applicable, should be in bold font. The letter to customers can contain local landmarks to help them find the premises.
A small map can also be printed on the back of the letter or included in the envelope. It is also recommended to print a copy of the letter in a company newsletter. Changing business location opens the question of business viability. The letter must put to rest any suggestion that the change will result in poor service.
The five main reasons businesses change their location are:
Work force issues
To reach new markets
To upgrade facilities
To lower costs for better cash flow
Quality of life considerations
Business Relocation Letter to Customers Here is a sample business relocation letter that is suitable for the customer base. It may be sent to hundreds of individuals and businesses.
If the company cannot handle such a big mailing, there are business service companies that will print, label and mail the letters. The letter sent to customers should also be posted on the company’s website, especially if they sell products online.
Business Relocation Letter to Customers Company Name Company’s Current Address City, State, Zip Code
Re: Our new office location Addressee
It is with great pleasure that I write to inform you that on DATE, we will open our doors in more spacious and comfortable surroundings. Our new address is ADDRESS, but our phone number has not changed. It is still 555-123-4567, and our contact email address is still [email protected] The new location is near the NAME OF SUPERMARKET (or other landmark) and has much better parking facilities.
Since we opened for business on DATE, your loyal support has helped us grow, and now we need more space to serve you better. The previous cramped working spaces and limited parking were unacceptable. We have been looking for a new home for the past few months and are happy to inform you we found it.
As of DATE, we will not be operating in this location. If you have any questions about the new location or our services, please call us and we’ll be happy to help. We look forward to seeing you at our new location.
Manager or Owner’s Signature Manager or Owner’s Name Printed Enclosure if a map is enclosed
Business Relocation Letter to Vendors Below is a sample business relocation letter. It is intended for a vendor and gives all the information they need. If there are several vendors, each letter needs to be personalized. It may be sent by certified mail because it is a very important document for the success of the business that is changing location. However, if the business regularly communicates with vendors by fax or email, then sending a relocation letter by fax or email is acceptable.
Business Relocation Letter to Vendors Business Name Current Business Address City, State, Zip Code
Vendor’s Name Vendor’s Address City, State, Zip Code
Dear Name of Vendor:
To accommodate our growing customer base, we will be moving our business location to NEW ADDRESS. Our last day of operations at the current location is DATE, and we will be ready to accept shipments from you at our new location on DATE.
Our phone number will not change. It is still Phone Number and our email address is the same [email protected] We will answer phone calls and emails promptly during our move.
Please update your records with our new contact information:
Name of Business Address of Business City, State, Zip Code Phone Number Email Address Fax Number
We look forward to continuing to do business with you at our new location.
Signature of Business Owner or Manager Printed Name of Business Owner or Manager By Andre Bradley Related Articles