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How to write a change of address letter to vendors

Updated February 21, 2017

Whether you're an individual or a business, you need to notify others whenever you change your address. You may need to contact your gym, physicians office and creditors, while a business needs to notify suppliers, subcontractors and service companies. While you can notify some of these online, others prefer written notice. Businesses often find it more efficient to announce an address change by mail.

Format your letter like any standard business letter. Include a header with your name and address, or print the letter on letterhead. Type the date below the header, then type the vendor's name, business name and address below the date. Write "Dear {insert vendor name here}," and end the letter with a standard closing such as "Sincerely," followed by your signature and typed name.

Begin the letter by explaining that you are notifying the vendor of an upcoming move and subsequent change of address.

State your full name as it appears on your account with the vendor and your account number, if you have one. If you are writing for a business, include the name of the business as it appears on the account.

List your new address. Specify the street address as well as the city, state and zip code, even if it's the same. Give your new phone number if applicable, or mention that it will be the same as your current number.

Give the effective date of your new address. State clearly whether you can receive mail at the new address and if mail to your old address will be forwarded. Remind vendors that if they mail something to your old address, it may take longer to reach you.

Thank the vendor for his attention and patience while you move. Give phone or e-mail contact information if the vendor has any questions.

Tip

If your business will experience some interruption during the move, state when the interruption will occur and how long you expect it to last. Businesses with many vendors often send a form letter that doesn't list an account number.

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About the Author

Maggie Worth has more than 18 years of marketing and business management experience. She has conducted training classes in resume, fiction and web writing and has written textbooks, resumes, professional and technical documents, ad copy, video scripts and articles for lifestyle magazines. She is director of marketing communications strategy and special projects for a university.