How to Pen an Effective and Interactive New Location Announcement Letter?
Imagine you want to move your office address because the new place offers more space or helps you serve customers in a high-traffic area!
Irrespective of the reason, you need to make a new location announcement for your customers, vendors, business partners, etc. But how?
What steps should you take to draft an effective announcement letter, and how to send it?
Though it is an exciting opportunity for you, your employees, clients, etc., may not take this change very well. Remember that you risk losing business if your customers are unaware of your move. So, you must prioritise them while announcing new location to prepare and convince them to continue purchasing from your brand!
This guide helps you understand how to write a new office location announcement in a considerate and friendly way.
Let us get started!
What Is a New Location Announcement Letter, and Why Should You Send It?
Businesses have several announcements to make for their customers and third parties, including moving their offices to different places. Sending a business relocation announcement letter informing them about the change is essential because
- You do not want people to think your business has shut down.
- You want to invite your customers to visit your new office or store.
- You want to redirect all transactional and other mail to your new address.
- You want to maintain healthy company-customer relationships by keeping them updated.
Companies may send ‘we moved business’ announcement letters via direct mail, fax, email, or all. It is better to send them offline because people pay more attention to mail than other communication channels. Moreover, mailing makes your message seem more significant and official!
If you want to save time and money while announcing new location via offline letters, use PostGrid’s print and mail API. It allows you to automate all your design, printing, and distribution tasks. So you can maintain quality levels, improve efficiency, and streamline everything!
Things to Keep in Mind While Sending New Location Announcement Letters
No matter how many months and years you spend in a place, moving can pose several challenges and stir various emotions among people. Writing a business relocation announcement that shows compassion, thanks customers, and provides them with the necessary information can help you manage the change better!
Here are some things you must consider before drafting your letter:
Inform Your Employees First
All the steps involving announcing new locations to customers, vendors, associated banks, partners, etc., come later. Your employees must be the first people to know about the move once you sign a lease or officially confirm the change.
The new office address might compel some employees to travel longer than usual or change their transportation mode. Ensure they know why you want to move and highlight the benefits this change can bring for them!
You can hold an employee meeting and hand out your new office location announcement letters to them. It lets them clear their doubts, get all the details and prepare for the move!
Give Valid Reasons
Your business relocation announcement letters must include a valid reason for changing your office address. Customers deserve to know what is happening and why because their support matters!
The reasons might include moving to
- Accommodate business growth and new employees.
- Combine two branches into one office.
- Get tax benefits.
- Expand outreach by relocating to a more populated locality.
- Offer better working conditions to employees, etc.
Express Your Gratitude to Customers and Suppliers
Always thank your customers, suppliers, and others with a statement of gratitude at the start of your new location announcement letter to show you care.
It also helps you maintain your business relationships and inform customers that you look forward to working with them at your new location!
For example, suppose you want to send a new office location announcement letter because you want to move your bakery to a different place. Thanking visitors and inviting them to visit your new address helps you not lose business.
Make It Easy to Find Your New Place
Remember to include your address (new location) in your ‘we moved business’ announcement mail or email. You can also mention the landmarks, directions, and distance (from your old address to the new one), making it easier for people to find you!
Send Your Business Relocation Announcement Mailers In Advance
There should be at least a two-week gap between the day your recipients get the letter and your moving date. It gives customers enough time to contact you if they have any concerns. Furthermore, it helps your suppliers or vendors update their records in time and redirect your communications accordingly.
How to Write a New Office Location Announcement Letter the Right Away?
Here are the steps on how to write interactive letters informing customers, business partners, etc., about your move:
Use Your Letterhead
Always print your new location announcement letters on your business letterhead to make them look legitimate. It also helps you provide your contact details to everyone who might want to connect with you and enquire about your new office.
Remember to mention whether your contact details will change with your new business location.
If yes, write your new contact number and email address clearly in your business relocation announcement letter, eliminating any confusion or friction.
Recipients’ Mailing Addresses
It is advisable to cross-confirm your recipients’ delivery addresses before you send your ‘we moved business’ announcement mail in large volumes. PostGrid’s print and mail services offer free address verification with direct mailing to help you avoid lost envelopes and returns.
Salutation
Begin your letter with a friendly and personalised opening. And your first paragraph should state the primary reason for you to write this new location announcement letter.
Representative’s Details
Often, people do not do good with change, so moving to a new address can raise questions. Appoint a representative who can take calls about your address change and reassure customers that your product or service quality will remain unchanged.
Mention their name and contact information in your business relocation announcement mail.
You can also include the names and details of your staff members with whom your customers have been in touch. It is an excellent way to calm people and reaffirm their decision to buy from you!
Moving Date
Another crucial aspect of your new location announcement letters is the moving date. Be upfront about when you will be officially open for business.
If you plan to have an opening ceremony or launch party, invite your customers and vendors to join you. It helps you increase visibility, generate leads, and establish personal connections!
Personalised Closing
Thank your customers again in the closing paragraph and explain how they are crucial to your business. Also, include a personal signature and company stamp to validate your new office location announcement letter and increase impact!
Below, we have mentioned a business relocation announcement template to help you draft one for your company effortlessly:
[Letterhead]
[Date]
[Recipient’s name]
[Recipient’s mailing address- follow the Australia Post address format and guidelines for speedy and accurate mailing]
[Salutation- use the appropriate titles]
[Introduction- keep the first paragraph of your new location announcement letter concise and informal. Provide all the necessary information, like the moving date, new address, etc.]
[Body- Mention additional details (if applicable), thank readers, and elaborate on your reason for changing address]
[Closing- reinstate your message]
[Signature].
Office Relocation Announcement Sample
Using the tips and template provided, you can draft your business relocation announcement effectively and drive engagement. Here is a sample to help you get a better understanding:
NKS Design Inc.
45 Archer ST
Sydney NSW 2134
+61 2 9000 0000
Date: 14 November 2022
To,
Ryle McPhail
4 Benner AVE
Strathfield NSW 2135
Dear Mr Ryle,
This new location announcement letter is to inform you that we are moving our gallery to a different location. Starting 28 November 2022, you can visit us at 82 Wilga Street. Our new address is beside Starbucks and Burwood Park, which is not far from our current location.
The new place is more spacious and consists of two floors, allowing us to provide a better in-store experience to our visitors. You can now walk around and scroll through our wallpapers, vintage lamps, etc., more comfortably and freely! Our contact details are the same, so please feel free to reach out if you have any queries.
We would also like to thank you for your continued support for the past seven years! Our business could not reach here without your trust, and we hope to see you at our new place. Please join us on 28 November for our inauguration at 11 am; we are excited to show you around our new store! Also, we are offering a flat 20% off on all products for the first week.
Thank you again, and we look forward to seeing you!
Yours sincerely,
Faith Johnson – Marketing Manager and Director.
[Signature]
How Can PostGrid Help Companies Print and Send New Location Announcement Letters Effectively?
Our direct mail API and software allow you to personalise your letters, print them in any volume, and mail them in an automated way. You can save your staff hours, days, and weeks of their time, allowing them to focus elsewhere and let PostGrid handle the legwork.
One of our clients wanted to send their business relocation announcement letters to nearly 2,500 customers within a week. Their change was impromptu because they suddenly got their hands on an excellent deal and wanted to buy an office for a while.
They were puzzled about how to handle the change and inform the customers simultaneously in such a short span.
It was when they contacted PostGrid, and we helped them take direct mailing off their plates. They printed the 2,500 personalised and eye-catching new office location announcement mailers with us within two business days and distributed them in no time.
The ‘we moved business’ announcement letters reached the recipients a week and a half before the official launch of their new address, which is what they wanted!
PostGrid helped them design their letters with our templates, print them via a reputable printing vendor, and mail them using Australia Post’s services. Here are some of the features this client used to automate the mailing of their business relocation announcement mailers:
Final Thoughts
Moving your office can be daunting and challenging. We are sure handling printing and logistics is the last thing you want to do during this time.
Using PostGrid’s direct mail services enables you to automate your mailing activities and send engaging new office location announcement letters.
Request a demo to see how PostGrid helps you handle design, print, and mail for your new location announcement mailers at the most affordable prices in the country!
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Start transforming and automating your offline communications with PostGrid
The post Office Relocation Announcement Letter appeared first on PostGrid.
source https://www.postgrid.com.au/office-relocation-announcement-letter/
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