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 whereabouts.
Why Your Address Change Notice Matters
Your business location 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 location 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] whereabouts 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 location (for reference)
- New location (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.
Connect with me on LinkedIn for legal drafting and other legal matters!
Notice Template
Email Template
Subject: Important: [Your Business Name] Address Change Effective [Date]
Dear [Contact Name/Title],
We are writing to notify you that [Your Business Name] will be relocating to a new business location.
Effective Date: [Move Date]
NEW Location: [Your Business Name] [New Location] [City, State ZIP Code] Phone: [Phone Number] Email: [Email Address] Website: [Website URL]
PREVIOUS ADDRESS: [Old Street Address] [City, State ZIP Code]
Please update your records immediately to ensure all future correspondence, invoices, and deliveries are sent to our new location.
What This Means:
- All mail should be sent to the new address starting [Date]
- Our phone number [remains the same/has changed to [New Number]]
- Our email and website remain unchanged
- Business operations will continue without interruption
If you have any questions about this change or need additional information, please contact us at [phone number] or [email address].
Thank you for updating your records promptly.
Best regards,
[Your Full Name] [Your Title] [Your Business Name] [New Phone Number] [Email Address]
Letter Template (For Official/Legal Notices)
[Your Business Letterhead]
[Date]
[Recipient Name] [Title] [Company/Organization] [Address] [City, State ZIP Code]
RE: NOTICE OF BUSINESS ADDRESS CHANGE
Dear [Name/Title]:
This letter serves as official notification that [Your Business Name] will be changing its business address.
DETAILS OF ADDRESS CHANGE:
Effective Date: [Date]
New Address: [Your Business Name] [New Street Address] [City, State ZIP Code]
Former Address: [Old Street Address] [City, State ZIP Code]
CONTACT INFORMATION: Phone: [Phone Number] Fax: [Fax Number] (if applicable) Email: [Email Address]
Please update your records to reflect this change. All future correspondence, payments, and deliveries should be directed to our new address effective [Date].
Our business operations will continue uninterrupted during this transition. Should you have any questions regarding this address change, please contact us at [phone number] or [email address].
We appreciate your prompt attention to updating your records.
Sincerely,
[Handwritten Signature] [Printed Name] [Title] [Business Name]
Quick Checklist: Who to Notify
□ Government Agencies
- IRS
- State Revenue Department
- Local Business License Office
- Secretary of State
- Unemployment Office
- Workers’ Compensation
□ Financial Institutions
- Banks
- Credit Card Companies
- Insurance Companies
- Accountant/Bookkeeper
- Loan Companies
□ Business Partners
- Suppliers/Vendors
- Customers/Clients
- Business Partners
- Attorney
- Professional Services
□ Service Providers
- Phone/Internet Provider
- Utilities (Electric, Gas, Water)
- Waste Management
- Security Services
- Cleaning Services
□ Online Presence
- Google My Business
- Company Website
- Social Media Profiles
- Online Directories
- Industry Associations
