Many times, a business relocation letter is necessary if a business changes its actual physical location. This important letter should be sent out to vendors, customers, and virtually anyone else who is related to the company at least 3-4 weeks in advance of the relocation process. This will give everyone concerned enough time to take note of the new location and to modify their records or scheduling accordingly so they can continue to keep doing business with the said company at their new location.
In fact, the mailing list is extremely important. Every business must interact with a variety of different organizations and people. Some of the individuals who will likely be affected by the move may include:
• Banks and other financial institutions
• Credit card companies
• Government agencies
• Utility companies
• Client base
In most cases, it's necessary to write a different letter for each organization or individual. For instance, clients will be glad to hear that there's more space in the warehouse, or that a retail business can now offer more options in terms of their products. Certain business associates may think the move is all about saving money, but the letter can set the record straight and let everyone know that business is booming and that the move is to accommodate the growth of the company. However, any letter that's sent to a government agency should ideally be more formal in nature and only provide the facts. Regardless who receives the letter, it should be short and to the point.
A vendor letter should start out with a 'thank you' for their outstanding past service and convey the hope that you would like to keep doing business with them at the new address as well. This will help them feel more secure that they're not losing your business just because you have a new location. State the reasons for the move in the letter. Vendors greatly appreciate when companies are upfront and honest regarding their financial circumstances, even if moving means downsizing. The company may need to reach out and connect with a whole new customer base and location that provides important tax incentives. If there's a special event being planned to celebrate the opening of the company's new location, all the vendors should ideally be invited.
The relocation letter should obviously list all the necessary contact information whether it's changing or not. In fact, the new address along with the current phone number should be in bold in order to stand out. The letter intended for clients can show local area landmarks in order to help them find the new address. Consider printing a small map on the back of the letter or at least include it in the envelope. Also, it's a good idea to make a copy of the relocation letter in the newsletter of your company as well.
When businesses change locations, it often brings up the question of viability. Therefore, another purpose of the letter is to put to rest any idea that the move will lead to poor service or a drop in standards in any way. Essentially, the five key reasons why most businesses decide to move include the following:
• Issues with the workforce
• To reach bigger markets
• To lower expenses and increase cash flow
• To upgrade key facilities
• Improve overall quality of life
The following sample business relocation letter is appropriate for a client base and can potentially be sent out to literally hundreds of businesses and individuals. If the business can't manage such a huge mailing list, other service companies can easily print, label, and send out the letters if necessary. The specific relocation letter that's sent to clients should additionally be posted on the website of the company as well, particularly if they sell online products.
Business Relocation Letter Sample
Name of Company
Current Address of Company
City, State, and Zip Code
RE: Company's New Location
It's with great anticipation and pleasure to let you know that on May 14, 2015, we are relocating to a more comfortable and spacious area. Our new location is NEW ADDRESS. However, our phone number remains the same at (122) 432-5874. Our primary email address is also still the same email@example.com. Our new and better location is close to NAME OF LANDMARK or GROCERY STORE and will provide you with more convenient parking.
Since we first opened our doors on September 24, 1999, your loyal business and support is one of the main reasons why we've grown so much over the years. At the former location, the limited parking and tight working spaces were no longer acceptable. For the past six months, we've been searching for the ideal location and are happy to tell everyone that we've finally found it.
As of May 13, 2015, we are no longer at this address. Feel free to contact us with any questions you may have concerning the new location or our services. We look forward to serving you at our new address.
Owner or Manager's Signature
Owner or Manager's Printed Name
Enclosure (map of new location)
By Andre Bradley