A business relocation letter is an important part of good business practices. It reinforces business contacts and serves as the official notice to its vendors, customers, business partners and everyone else who interacts with the business that a business is changing location.
Without proper notification, customers and vendors may think the business has shut down and payments may go astray interrupting the businesses cash flow. Whenever a business changes locations, its customers and vendors may question if it is actually going out of business. The letter should put this idea to rest.
Give At Least Three Weeks Notice
The letter should be sent at least three weeks before the business actually changes location, so its customers and vendors can plan to do business at the new location.
If the letter is sent too close to the moving time, vendors may not have enough time to change their records, and if it is sent too far in advance, customers may forget about it and go to the previous location.
Reason For Relocation
Whatever the reason for the business changing locations, the move should be presented in a positive way. The letter can state that the new location will help the business serve its customer better, provide more parking space or more office space.
The owner or manager should begin by creating a mailing list of the people who need to be informed about the move. It is recommended to send to all customers even if they have not patronized the business for several years because it is an opportunity to bring the business to their attention again.
This may include:
• Customers and vendors
• Credit card companies
• Government agencies
• Utility companies
The owner or manager may need to create several business relocation letters to send to different business associates. For example, the letter for customers may not be the same as the letter for vendors or government agencies.
However, all letters should contain:
• The current address and the new address
• The date on which the business will be open at the new location
• The new phone number if applicable
• As much information as possible that will help the receiver avoid problems
Letters to customers should state how the change in location will make their experience better. For example, there may be a larger retail outlet.
For vendors, it’s important that the letter clearly state that the business intends to continue using their services and assure them that there will be no difficulties.
Each letter should mention that the business appreciates the customers and vendors and hopes to continue doing business with them at the new location. They can also be encouraged to call or email if they have any questions.
It is recommended that a press release be sent to the local newspapers about the new location. If the business regularly advertises, the intention to move and new address can be included in the advertisements.
If the business has a social media presence, it should also use this medium to inform customers and vendors alike about their change of brick and mortar location. This is especially important if the business sells products or services online. A copy of the business relocation letter should be posted on their website.
Business Relocation Service
If the process of informing everyone about the new location is overwhelming, the business owner or manager can consult a business relocation service. It will help write the letter, format it and even sent it including postage as well as organize media coverage and compile an accurate mailing list.
Here 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.
Sample Business Relocation Letter
Current Business Address
City, State, Zip Code
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@Business.com. 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
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
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