Both personal and business contacts need to be notified when a person is moving to a new residence. Friends and relatives don’t need a formal letter. They can be sent a mass email with the new address.
The address may be added to a housewarming party invitation along with a note at the bottom to change the address in their address book. However, business and service contacts need a formal letter.
Letters need to be sent to:
- A bank or credit union
- Utility company
- Telephone provider
- Credit card companies
The post office will forward a person’s mail if they have filled out a Change of Address Order form. However, this is only for a few months and they will only forward first class letters and parcels.
Post Office Recommends
However, it’s a good precaution in case the person has forgotten to notify someone. The post office recommends that people send letters at least 30 days before they actually move if they know their new address.
The letter can be written in such a way that it will be suitable for many different people and businesses.
It should contain the sender’s name, their old address, their new address and other contact information such as email address and phone number.
For a letter to a bank or credit card company, the person’s account number can be added. When an account number is added, a generic letter won’t work.
Personal Relationship With Clients
People who have a personal relationship with clients connected to their job may also want to inform them of their new address. These letters will have a different tone than one to a bank or for a magazine subscription.
The letter should be addressed to the client by name, should inform them of the change of address in the first paragraph and may include a goodwill sentence thanking him or her for their patronage.
When businesses change location, they want their clientele to follow. A business relocation letter should contain the following elements:
- Address of current location
- Address of new location
- The reason the business changed location
- Any local landmarks that may make it easier for customers to find the business
- The date when the new location will open
- The time and date of any opening celebration or discount offers (if applicable)
Businesses should send two types of change of location letters including one to customers and one to vendors or suppliers.
It is important to send the letters to suppliers at least one month in advance, so the business won’t miss any shipment of inventory, and the supplier will have the correct billing address.
Favorable Impression To The Vendors
It should also give the reason for the move and mention if there are any days the operations will be shut down.
These details will give a favorable impression to the vendors. Letters to customers should also include a sentence or two about how the business values their patronage.
Below are two sample letters. One is for an individual and one is for a business to its customers. The individual’s letter should have a formal, business style format and be short and simple.
It can be sent by certified mail so the sender is sure it was received. The letter to customers about a change of location for a business can be very informal.
Sample 1 - Letter For Change Of Address (Individual)
City, State, Zip Code
Name Of Bank,
Utility Company Or Other
City, State, Zip Code
Re: Change of Address (Account Number if Applicable)
This is to inform you that I am changing my address as I am moving to a new residence on DATE. I would like you to change my address on your records and send any communications to the new address.
My current address is above and my new address is:
City, State, Zip Code
Please send me confirmation that you have changed my address on your records. My email firstname.lastname@example.org and my mobile phone number 555-123-4567 will not change.
Thank you for attending to this matter immediately.
NOTE: A letter to customers does not need to be formal, but it should be short and clear.
Sample 2 - Letter For Change Of Address (Business)
COMPANY LETTERHEAD BAKERY
Dear Valued Customer:
We are happy to inform you that we’ll be moving to our new location on DATE. At that time we’ll offer refreshments and have a drawing for you to win a cake of your choice.
Our new location provides a larger kitchen for us to prepare more selections for you, and it has convenient parking next door. Our new address is ADDRESS and our telephone number doesn’t change 555-123-4567. We’re easy to find right next door to the NAME of CINEMA.
We hope to see you on opening day.