How to notify clients of an office move
If you are planning an office move, one of the most important things to take into consideration is how to go about notifying your clients. The last thing you want to do is make them feel unsettled in any way by the move so it is well worth making sure you notify them as early as possible. There are many simple ways you can begin to notify people about your office relocation in the weeks leading up to the big move. It is a good idea to let your customer base know at least one month before the move occurs if you can.
Issue a letter/email
You can provide clients with information on your new office lease space by either sending them a formal letter or an email with a map enclosed or attached to your company database. If you own a retail shop, attaching a notification sign and a map to a prominent window is another good way to advertise your office move. If you have a company website, you can also post the information on your web page together with easy to follow directions. You could also encourage your customers to come back to you by including an invite the official office opening party.
Change phone messages
Another way to effectively notify clients that you are moving office is to add a notification to your voicemail service stating the date of the move, where you are moving to and how this might affect the service. To make sure customers feel well looked after you should also provide contact information for any clients who may wish to voice any specific concerns. Employees can also change their direct office voice mail information to include details of the move. This will also inform any potential new customers and those not on the contact database of the change.
Embellish marketing correspondence
There are some subtle changes you can make to outgoing emails such as adding a notice to your signature line which reminds customers about the upcoming office move. You can also purchase a stamp entitled ‘Note New Address’ which you can apply to all outgoing marketing materials such as letterhead, flyers, brochures etc. Remember that this form of notification is only applicable once the move is complete.
Use this Change of Address Checklist and Letter Template to notify your clients and other organisations about your change of address.
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