Changing your business address? I’ve been there. This euphoria of a new space soon degenerates into panic as you start to understand the number of people that must be informed about your move.
The previous year, I assisted my friend Sarah to move her marketing firm. She believed that a little email would suffice. Big mistake. Three months afterwards, significant contracts were being forwarded to her former address.
Why Your Address Change Notice Matters
Your business address isn’t just a location. It’s your legal identity. Get this wrong, and you’ll face:
- Lost mail and packages
- Legal documents going to the wrong place
- Confused customers showing up at empty offices
- Tax issues with the IRS
- Problems with your business license
I observed Sarah waste weeks searching for invoices that were not received. Don’t let this happen to you.
Who Gets Your Change Notice?
Here’s where most people mess up. They only think about customers. But your list should include:
Government Agencies:
- IRS (this one’s crucial)
- State tax department
- Local licensing office
- Secretary of State
- Workers’ compensation board
Financial Partners:
- Your bank
- Credit card companies
- Insurance providers
- Accountant or bookkeeper
- Loan officers
Business Contacts:
- Vendors and suppliers
- Regular customers
- Business partners
- Legal counsel
- Marketing agencies
Service Providers:
- Internet company
- Phone service
- Utilities
- Cleaning service
- Security company
Sarah had not informed her insurance company. In the case of a pipe burst in the new office, what happened? No coverage. Their records reflected the former address hence the rejection of the claim.
Writing Your Notice (The Right Way)
Keep it simple. Here’s what works:
Subject Line: “Important: [Your Business Name] Address Change Effective [Date]”
Opening: State the change clearly. No fluff.
“We’re writing to inform you that [Business Name] is moving to a new location.”
Key Details:
- Effective date of the change
- Old address (for reference)
- New address (complete with zip code)
- Phone number (if it’s changing)
- Email address (if it’s changing)
Timeline: Give people at least 30 days notice. More is better.
The biggest fear I recall of Sarah was being too formal. However, the point is as follows here – it is not a marketing email. It’s a legal notice. Clear cuts witty all the time.
Common Mistakes That Cost Money
Timing Issues: Don’t wait until moving day. I have witnessed companies losing customers due to returning of mail over a period of weeks.
Incomplete Lists: The supplier you deal with twice yearly? They need to know too. Outdated invoices are accounting nightmares.
No Follow-Up: Send your notice. Then follow up with the critical contacts to ensure that they received it.
Forgetting Online Presence: Update Google My Business, your web pages, social media accounts, and directories.
Making the Transition Smooth
Sarah was taught to make a tracking sheet. Each of these contacts was listed by her, at the time when she sent the notice, and whether they accepted the update or not. It rescued her many hours afterwards.
Arrangements with the post office to forward mail. Yes, it costs money. However, it is insuring against lost messages.
It is best to not change your old phone number. Make advance calls to your new place at least half a year.
The Bottom Line
Your notice of address change safeguards the business relationships and legal status of your company. Take time to do it right. Prepare your address book, write specific notices and pursue important contacts.
The couple of hours you spend at the moment will save you weeks of troubles in the future. Believe me on this, I have seen what can happen when businesses fail to take this step. How to File a Copyright Claim: A Step-by-Step Guide from Personal Experience
I do not want your move to be the beginning of a nightmare in communications to your business.
