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We Are Moving Letter Template for Office Relocations

Create a new office location announcement, business moving letter, or office relocation announcement template for employees, clients, and vendors.

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Clients & Customers Notification

Subject:We are moving! Note the new address for Acme Corporation
Dear Valued Partner, We are excited to announce that Acme Corporation is moving to a new office location to better serve our growing client base! Effective November 14, 2026, our new official address will be: Acme Corporation 2301 Spectrum Center Dr, Suite 500, Irvine, CA 92618 Please note that our phone numbers and email addresses remain unchanged. You can continue to reach us at (213) 555-0199 or via email at info@acme.com. Our final day of operations at our current office (1201 S. Grand Ave, Suite 300, Los Angeles, CA 90015) will be November 12, 2026. During the physical relocation process on November 14, 2026, our team will operate under the following adjusted schedule: - Closed November 13 (Limited Email Access) We have partnered with Business Moving Group to guarantee a seamless transition with absolutely zero interruption to our services. All digital systems, support queues, and communications will remain fully operational. We want to thank you for your continued partnership. We look forward to welcoming you to our new office space! Sincerely, The Team at Acme Corporation
Best Practices

How to Announce an Office Relocation

Announcing a business move is more than just mailing an address change. Follow this checklist to manage relationships and ensure operations flow smoothly.

1Who Needs to Be Notified?

Divide your notification list into categories to tailor the message. Internal staff need deep operational timeline rules, while clients need assurance that services won't be disrupted.

Internal Stakeholders

  • Employees & Remote Contractors
  • Board Members & Advisors
  • Current Landlord / Building Manager
  • IT & Security Providers

External Operations

  • Primary Clients & Partners
  • Vendors, Suppliers & Logistics Firms
  • Banks, Credit Cards & Merchant Accounts
  • IRS, State Agencies & Business License

2Moving Notification Timeline

Communication timing is critical. Announcing too early can cause unnecessary stress; announcing too late can create service delays.

8w

8 Weeks Out: Employees & Partners

Announce the move internally. Share office floor plans, collaborative spaces, and discuss remote setups or commuting parameters. Update your current landlord regarding official lease exit protocols.

4w

4 Weeks Out: Key Clients & Vendors

Send personalized letters or emails to high-value clients. Reach out to primary suppliers and billing accounts to ensure statements are routed correctly starting on move month.

2w

2 Weeks Out: Public & Digital Profiles

Broadcast the announcement via email newsletter, social channels, and add a temporary banner alert to your website. File the official USPS Change of Address form.

3Digital & SEO Profile Checklist

Maintaining your local SEO ranking during an office move requires updating your digital NAP (Name, Address, Phone) details promptly.

Google Business Profile

Submit verification showing your new signage or front door layout. Update your address on move day to prevent suspensions.

Social Channels & Maps

Change coordinates on Facebook, LinkedIn, Apple Maps, and Bing Places. Inconsistent listings hurt map pack rankings.

Website Footers & Contact Page

Update the address in your website global footer, contact page, and terms/privacy templates so search engines crawl the fresh location.

Email Signature & Invoices

Update all employee email signatures and active invoicing software systems to reflect the new address from day one.

Copy-ready examples

We Are Moving Letter Template Examples

Use these plain-text examples when you need a fast moving letter template that can be pasted into email, printed as a letter, or adapted for a new office location announcement.

We Are Moving Letter for Clients

This client-facing letter focuses on continuity, the effective move date, and the new address.

Subject: We are moving to a new office location Dear [Client Name], We are excited to announce that [Company Name] is moving to a new office location on [Move Date]. Our new address will be: [Company Name] [New Office Address] Our phone number, email addresses, and service schedule will remain the same. During the move, our team will continue to monitor email and support requests so there is no interruption to your service. Thank you for your continued partnership. We look forward to serving you from our new office. Sincerely, [Company Name]

New Office Location Announcement for Employees

This internal announcement gives employees the timeline and practical instructions they need before moving day.

Subject: New office location announcement and move schedule Hi Team, We are preparing to move to our new office at [New Office Address]. Our final day at the current office will be [Final Day], and our first operating day at the new location will be [First Day]. Please pack personal desk items by [Packing Deadline]. Moving crates, labels, and department instructions will be distributed before the move. Laptops, chargers, and personal electronics should be taken home and brought to the new office on the first day. Additional parking, building access, and seating information will be shared separately. Thank you for helping make this office relocation organized and smooth. [Relocation Coordinator]

Moving Letter Template for Vendors

Use this vendor version when billing, shipping, deliveries, and records need to be updated.

Subject: Notice of business address change To Whom It May Concern, Please update your records to reflect that [Company Name] will be moving to a new office location effective [Move Date]. New billing and shipping address: [Company Name] [New Office Address] Please send invoices, deliveries, statements, and account correspondence to the new address after [Effective Date]. If you have questions about this address change, contact [Contact Name] at [Contact Email] or [Contact Phone]. Thank you for updating your records. [Company Name]

Plan the Rest of Your Office Move

A strong moving letter is only one part of the relocation plan. Use these related resources to keep the move organized from announcement through move day.

Office Moving ChecklistOffice Moving ServicesBusiness Relocation Planning

Frequently Asked Questions

How do you write a we are moving letter for a business?

Start with the move date, the new office address, the final day at the old location, any temporary business-hour changes, and a reassurance that phone numbers, email addresses, and service commitments remain active.

What should a moving letter template include?

A moving letter template should include the company name, current address, new address, move date, effective date, customer support contact, billing or delivery instructions, and a short continuity note for clients, employees, or vendors.

What is the best way to announce a new office location?

Send a direct email or letter to clients and vendors, notify employees separately with operational instructions, update your website and Google Business Profile, and publish the new office location announcement two to four weeks before the move.

Can we move our business over the weekend to prevent downtime?

Yes. In fact, most commercial relocations are executed between Friday night and Sunday evening. Professional commercial movers like Business Moving Group specialize in after-hours phases, ensuring your IT disconnect, desk breakdown, transit, and re-assembly are finished by Monday morning.

What is a building Certificate of Insurance (COI), and why is it required?

Commercial buildings require moving companies to hold high-limit liability policies (often $2M or more) to cover potential damage to walls, elevator cabs, and common areas. Business Moving Group generates custom, building-specific COIs same-day to ensure your move schedule is never delayed by building management rules.

How should we handle office decommissioning for our old landlord?

Most commercial leases contain a clause requiring you to return the space in "broom-clean" condition, which includes removing modular cubicles, data cables, and junk. BMG offers turnkey office decommissioning services, clearing out assets and restoring the lease space to guarantee you recover your full security deposit.

Get a Fixed-Price Guarantee for Your Office Move

Our business relocations include a dedicated project manager, detailed labeling systems, and a strict fixed-price guarantee. Your final invoice will never exceed your quote.

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