Quick answer
Announce a business move in order: tell employees first and in person, then customers and vendors about six to eight weeks before the move, then the public. Repeat the new address, the date, and what stays the same on every channel you use, and work through a change of address checklist for agencies, banks, and suppliers.
In this guide
- How to announce a business move in the right order
- How to tell employees about an office move
- How to notify customers of your new address
- Business moving announcement timeline
- Sample office relocation announcement
- Business change of address checklist
- After the move: keep the old address working for you
- Set the move date before you announce it
- Frequently asked questions
How to announce a business move in the right order
The order matters as much as the wording. People who depend on your business should hear the news from you, not from a sign, a vendor, or each other.
- Landlord and lease. Give whatever notice your lease requires before the news is public
- Managers. They will be asked the questions, so they need the answers first
- Employees. All at once, in person, before any customer hears
- Key customers and vendors. A personal call or letter to the accounts that matter most
- Everyone else. All customers, suppliers, service providers, and the public
- Agencies and institutions. The post office, tax agencies, licensing offices, banks, and insurers
Do not announce until the lease is signed and the move date is realistic. A business moving announcement that has to be corrected twice costs more trust than one that comes a little later.
How to tell employees about an office move
For employees, a move changes the commute, the parking, the lunch options, and sometimes the childcare plan. Give them as much notice as you can, and treat the first announcement as the start of a conversation.
- Say it in person. Hold a short staff meeting, and follow it the same day with a written summary everyone can keep
- Lead with why. More space, a better location, a lease that is ending. People accept change more easily when they know the reason
- Cover the practical facts. The address, the move date, parking and transit, any change in hours, and what the new space is like
- Say what you need from them. When to pack their desks, what goes home, and which days will be disrupted
- Name a contact. One person collects the questions and answers them
- Keep updating. A short note every week or two, a floor plan when it is ready, and a visit to the new space if possible
When you tell employees about the office move, expect the same few questions: where will I sit, where will I park, will my hours change, and do I have to pack. Have the answers ready.
If the move is far enough to change who can keep working for you, talk with an HR advisor or an employment attorney before the announcement. Rules on notice vary by state.
How to notify customers of your new address
When you notify customers of a new address, once is not enough. They need to hear it several times and in more than one place. Start six to eight weeks before the move and keep going for a few months afterward.
- A letter or postcard to your customer list
- An email announcement, and a line in every email signature
- A notice on the home page and the contact page of your website
- Signs on the door and at the counter or front desk
- A note on invoices, statements, and receipts
- Your phone greeting and on-hold message
- Your social media pages and any online directory listings
- A mention in person, every time a customer visits or calls
Every notice should answer five things: the new address, the first day there, whether the phone number and hours stay the same, any days you will be closed for the move, and where to park. A small map helps.
Business moving announcement timeline
| When | Who to tell | How |
|---|---|---|
| As soon as the lease is signed | Managers, then all employees | Staff meeting and written summary |
| 8 weeks before | Key customers and vendors | Personal call or letter |
| 6 to 8 weeks before | All customers, suppliers, and service providers | Letter, email, website, signs, and invoices |
| 4 weeks before | Post office, banks, insurers, tax and licensing agencies | Change of address forms and written notice |
| 2 weeks before | Everyone again | Reminder with move dates and any closed days |
| Move week | Callers and visitors | Phone greeting and door signs at both addresses |
| For 3 months after | Anyone still using the old address | Mail forwarding, invoice reminders, and corrected listings |
A larger company, or one whose customers visit in person every week, should start at the early end of each range.
Need a firm move date to announce? Get a free commercial moving quote, with night and weekend scheduling available.
Sample office relocation announcement
A good office relocation announcement is short and specific. Replace the details in brackets with your own.
For customers: We are moving. Starting [date], you will find [business name] at [new address]. Our phone number, email, and hours stay the same. We will be closed on [dates] while we move and open as usual on [date]. Parking is available [where]. Thank you for your business. We look forward to seeing you at the new location.
For employees: On [date], our office is moving to [new address]. We are making this move because [reason]. Your last day at the current office will be [date], and your first day at the new one will be [date]. Over the next few weeks you will receive a floor plan, packing instructions, and parking details. Please bring questions to [name].
Business change of address checklist
- Post office. File a change of address so mail is forwarded
- Tax agencies. The IRS and your state and local tax offices. Your accountant can tell you which forms apply
- Business registration and licenses. State registration, local business licenses, and professional or industry permits. Requirements vary by state and city
- Money. Banks, lenders, credit card companies, your payroll service, and your card processor
- Insurance. Property, liability, workers' compensation, and vehicle policies. Coverage is often tied to a location, so call your agent before the move
- Services. Phone, internet, utilities, alarm, cleaning, and deliveries
- Suppliers and vendors. Billing and shipping addresses, with the date deliveries should switch
- Printed and online materials. Letterhead, business cards, checks, invoices, brochures, your website, directory listings, and advertising
Order new printed materials early, and use up the old stock before the move.
After the move: keep the old address working for you
- Leave a sign with the new address on the old door for as long as the landlord allows
- Keep your phone number if you can. If it must change, set up forwarding or a recorded message with the new number
- Watch for forwarded and returned mail, and give each sender the new address
- Search for your business name and correct any listing that still shows the old address
- Keep the reminder on invoices and emails for about three months
- Consider an open house once you are settled. It gives customers a reason to find the new place
Set the move date before you announce it
An announcement is only as good as the date in it. Before you tell anyone, confirm that the new space will be ready, that phone and internet service can be installed in time, and that your mover has the date. Commercial moves are commonly scheduled on nights and weekends, which lets you tell customers that you will close on Friday at one address and open on Monday at the other.
Allpoints Moving Services is a family-owned, licensed and insured mover based in Metro Atlanta, in business since 1999. Our commercial and office moving crews handle packing, furniture disassembly and assembly, loading, and unloading. For the rest of the planning, see our office move checklist and our guide to moving IT equipment and servers.
Commercial quotes are free and carry no obligation. Request a quote or call (678) 886-0944.
Key takeaways
- Tell employees first, in person, before any customer hears
- Start telling customers and vendors six to eight weeks ahead and repeat it on every channel
- Every notice needs the new address, the date, hours, phone number, and any closed days
- Work through a change of address checklist for agencies, banks, insurers, and suppliers
- Keep signs, mail forwarding, and reminders going for about three months after the move
