When your business moves to a new address, you need to inform everyone you can. Employees will be informed via memos and, of course they will be involved in the move and so will find out where the new site is. The general public can be informed through a notice in the local paper. Utility companies usually have a change of address section on their monthly bills. You should have your mail forward from your old address to your new address, but you need to write a business letter to inform your regular customers, suppliers and associates of your new location
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Get new stationary printed up with the new address printed in the letterhead. You should ensure that all services are connected at the new location before the move, so, if you are not able to take your telephone number with you, you should make sure the letterhead also includes the new phone and fax numbers.
Include the reason for the move. Put a positive spin on it. If, for example, you are moving to cheaper offices, don’t put “as a cost-cutting measure, we are moving to cheaper offices.” Portray this as a good thing: “as part of our campaign to bring you better service at lower prices ...”
Include a brief list of the features of the new location. For example, if it has better parking facilities, is closer to the motorway exit, easier to find, etc. Don’t get over lyric about these points however, the main point of the letter is to give the new address and not boast about your well-appointed premises.
Address each letter to the recipient’s company in general and not to a specific contact. If usually it is beneficial to address business letters to a named contact because this avoids your letters being allocated to a junior member of staff. In this case, addressing the letter to someone specific might make them think this letter is only for them, so they will not circulate it to all the relevant departments.
State the new address and telephone numbers explicitly in the body of the letter, even though it will be in the letterhead. This emphases the address change.
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