We Are Moving Letter Template for Office Relocations
Fill in your move details and get a ready-to-send letter for your customers, your team and your vendors. Copy it or download it.
Some of the businesses we've worked with
Move Details
Fill these in once and every letter updates
Need help with the move itself? Business Moving Group gives you a dedicated project manager, handles your building's insurance paperwork, and moves you after hours or on a weekend so your team keeps working.
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Clients & Customers Notification
Subject:We are moving: new address for Acme Corporation
Dear Customer,
Acme Corporation is moving to a new office.
Starting November 14, 2026, our address will be:
Acme Corporation2301 Spectrum Center Dr, Suite 500, Irvine, CA 92618
Our phone number and email addresses are not changing. You can still reach us at (213) 555-0199 or info@acme.com.
Our last day at our current office (1201 S. Grand Ave, Suite 300, Los Angeles, CA 90015) is November 12, 2026. On move day, November 14, 2026, our hours will be:
- Closed November 13 (Limited Email Access)
We have planned the move so your orders, service and support continue as usual. If anything needs our attention during the move, call or email and we will get back to you.
Thank you for your business. We look forward to seeing you at the new office.
Sincerely,
The Team at Acme Corporation
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Who to tell, when to tell them, and what to update so customers and mail find you at the new address.
1Who Needs to Be Notified?
Split your list in two. Your team needs dates and instructions. Customers and vendors need the new address and to know you are still open for business.
Inside Your Business
Employees & Remote Contractors
Owners, Partners & Advisors
Current Landlord / Building Manager
IT & Security Providers
Outside Your Business
Customers & Partners
Vendors, Suppliers & Logistics Firms
Banks, Credit Cards & Merchant Accounts
IRS, State Agencies & Business License
2Moving Notification Timeline
Timing matters. Too early and people forget. Too late and invoices and deliveries go to the old address. This is a common schedule; adjust it to your move.
8w
8 Weeks Out: Employees & Partners
Tell your team. Share the new floor plan, talk through commutes and parking, and sort out remote work for move week. Confirm with your current landlord what the lease requires when you leave.
4w
4 Weeks Out: Key Clients & Vendors
Send a personal email or letter to your biggest customers. Tell your main suppliers and billing contacts so invoices and statements go to the right address from move month on.
2w
2 Weeks Out: Public & Digital Profiles
Post the news in your newsletter and on social media, and add a banner to your website. File a USPS change of address.
3Digital & SEO Profile Checklist
Customers find you through Google and maps. Update your name, address and phone everywhere online so they do not show up at the old office.
Google Business Profile
Change your address on move day. Google may ask you to verify the new location, so have a photo of your new sign or entrance ready.
Social Channels & Maps
Update Facebook, LinkedIn, Apple Maps and Bing Places. Listings that disagree can confuse customers and search results.
Website Footers & Contact Page
Change the address in your website footer, contact page, and terms and privacy pages.
Email Signature & Invoices
Update everyone's email signature and your invoicing software so the new address is on everything from day one.
Copy-ready examples
We Are Moving Letter Template Examples
Plain-text versions you can paste into an email or print as a letter. Replace anything in brackets.
We Are Moving Letter for Clients
Tells customers the new address, the move date, and that nothing changes for them.
Subject: We are moving to a new office location
Dear [Client Name],
[Company Name] is moving to a new office on [Move Date].
Our new address will be:
[Company Name]
[New Office Address]
Our phone number, email addresses and hours are not changing. We will keep answering email and calls during the move, so you can reach us as usual.
Thank you for your business. We look forward to serving you from our new office.
Sincerely,
[Company Name]
New Office Location Announcement for Employees
Gives your team the dates and what they need to do before move day.
Subject: New office location announcement and move schedule
Hi Team,
We are moving to our new office at [New Office Address]. Our last day at the current office is [Final Day], and our first day at the new office is [First Day].
Please pack your desk by [Packing Deadline]. Crates, labels and instructions will be handed out before the move. Take your laptop, charger and personal electronics home and bring them to the new office on the first day.
Parking, building access and seating details will come in a separate email.
Thank you for helping the move go smoothly.
[Relocation Coordinator]
Moving Letter Template for Vendors
Tells vendors where to send invoices and deliveries.
Subject: Notice of business address change
Hello,
[Company Name] is moving to a new office on [Move Date]. Please update your records.
New billing and shipping address:
[Company Name]
[New Office Address]
Please send invoices, deliveries, statements and other mail to the new address starting [Effective Date]. Questions? Contact [Contact Name] at [Contact Email] or [Contact Phone].
Thank you for updating your records.
[Company Name]
Plan the Rest of Your Office Move
The letter is one piece. These help with the rest of the move.
How do you write a we are moving letter for a business?
Lead with the news and the new address. Then give the move date, your last day at the old office, any change to your hours, and confirm that your phone number and email are not changing. Keep it short.
What should a moving letter template include?
Your company name, old and new address, move date, the date the new address takes effect, who to contact, billing or delivery instructions, and a line telling the reader what (if anything) changes for them.
What is the best way to announce a new office location?
Email or mail customers and vendors directly, send your team a separate note with instructions, and update your website and Google Business Profile. Post the public announcement a few weeks before the move.
Can we move our business over the weekend to prevent downtime?
Yes. Many businesses move between Friday night and Sunday. Business Moving Group does after-hours and weekend moves, so computers are unplugged, desks are taken apart, moved and set back up while your office is closed.
What is a building Certificate of Insurance (COI), and why is it required?
Ask for a current certificate of insurance. We review your building’s required limits and endorsements before confirming the work; coverage is subject to the policy terms.
How should we handle office decommissioning for our old landlord?
Most commercial leases require you to hand the space back "broom-clean," which often means removing cubicles, old data cables and anything left behind. BMG can clear out the old office after the move so it is ready for your landlord's walkthrough.
Get a Fixed Price for Your Office Move
You get a dedicated project manager, a labeling system so everything lands in the right room, and one fixed price for the documented scope. businesses across Orange County and Los Angeles have moved with us.
