Relocating your business is a good thing. You probably have a bigger space, trying to expand your operation, acquired your own commercial building or just want to get closer to your most valuable customers. Planning, writing, and disseminating a business relocation letter will keep your esteemed vendors, customers, business partners, and suppliers informed. A successful business relocation letter to customers relies on an early plan of action, list building, and making sure only the most relevant information makes it to the page.
Why You Need a Relocation Letter
A business relocation letter to vendors, clients, and other business partners is essential for retaining your customer base and business contacts. The office moving announcement letter will contain different types of information including your moving date, the time you will settle into your new location, and the day your new place will be ready and open for business - everything that you planned out in your office move checklist.
Your business relocation letter should also include the new address so that all your contacts will be able to find you. If there is an ongoing transaction between your company and a client, the other party will have the time to adjust so that it doesn't affect their own business.
Start Planning Early
Adequate and timely planning is the secret to creating and delivering a successful business relocation letter to customers. Start planning your relocation letter at least twelve weeks before you start packing and distribute it six weeks to the date of your relocation. Your vendors, customers, and business partners need to be aware of your decision on time so that they can make the necessary arrangements and adjustments.
Build Your List
Your planning should include creating a list of your business contacts. Having this list early will ensure no significant contact is left out. Your list must be comprehensive and should include vendors, customers, business partners, banking institutions, distribution services, credit card companies, local agencies, advertisers, etc. You should also think about the medium you will use to send out the letter to everyone on your list. Email seems to be the ideal medium because it is fast, cheap, and efficient. However, if you suspect certain contacts might require special treatment, you can decide to send via other means which may include fax, social media, SMS, mobile applications, etc.
How To Write Relocation Letter
You can start by using standardize template which contains entries for the most common information. An ideal sample business relocation letter to vendors must have space for your contact information, the address of the new location, relocation dates, etc. Use a template that allows you to change details and create information specific to your audience.
Don't just put up a bunch of words, make it personal. Remember you're communicating to different groups of people who have one way or the other contributed to the success of your business. Also, some of these contacts will have to spend extra cash, time, or resources to continue to do business with you.
Tell them why you are relocating, whether it is because you now have your own place or your business in expanding and you need a larger space. If you are moving because of financial constraints, let your contacts know you're downsizing. Start the letter with the company name, current information, and date. Then address the letter with proper salutation, and Include closing date, reopening date and time, new address and phone number. End with a brief thank you.
Here are some final tips we'll leave you with:
- - Keep your office move announcement letter short and straightforward.
- - Consider viewing a sample business relocation letter to customers, so you have an idea of how to structure your own.
- - Build a comprehensive list, start planning and writing early, and make the tone of the letter both personal and professional.
- - Consider writing different letters for each groups of contacts.
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