Formally announcing a change of address is an important undertaking for businesses large or small. The physical location of a business is so much of what constitutes the business as an entity. Customers, suppliers and business regulatory agencies all need to know that the address of a business is changing. Whether it is a brick-and-mortar location or an online business, it is vital to the company's bottom line to keep vendors and customers informed about a change of address.
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Notice of Change
All external operational resources and entities encountered by your business will require at least one formal notice of your businesses change of address. Some critical business resources may require several notices sent to different departments or individuals for whom notice is critically important to the uninterrupted operation of your business.
The change of address letter should include complete details of the new address information including street address, city, state and postcode + 4 and the effective date.
Legal Letter Notification
A change of address letter should be sent to account and legal firms associated with the company as well as government bodies such as the Internal Revenue Service, state and city governments, if appropriate. This letter should be on company's letterhead stationery. Details of this letter should include the effective date of the new address change.
Business Postcard for Customers
A business postcard is an efficient way to give notice to a high number of people, such as store customers, about an impending change of address. A postcard would include the new location as well as a map to help ensure customer traffic does not fall off and affect company revenues and profit. A postcard should ideally be sent two or more times to ensure that customers know where to find you.
Phone Notice to Critical Sources
Some critical resources such as utility companies, telecommunications and broadband providers need advance notice of an impending change of address because they will have to schedule the new service turn on and old service shut offs with as little disruption to operations as possible. These entities should be notified of a change of address via the phone to ensure the service need is captured in their automated system.
Plans for change of address communication should be formalised as soon as the move date has been established. An initial notice might go out as early as three months prior to a move. One or more address change notices should be sent as the change date approaches to ensure affected parties are able to update their records and service to the company is not needlessly disrupted.
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