How to Make a Business Relocation Smoother

Written By Kaisa Kokkonen Published March 22nd, 2010

7 Steps to Keep in Mind When You Relocate Your Business

Moving your business to a new location (whether real or virtual) can be a nightmare but it certainly does not have to be like that. What matters is keeping up communication lines with vendors, customers, shareholders and friends. Below are some things to consider when relocating your business.

It is important to inform your customers, vendors and other business associates when you are moving, and why.

This is common sense but so often ignored. You should take the time to reinforce your business contacts and customer base, and to ensure that the transition will go as smoothly as possible. One way of making sure not to miss any business related contacts is to look at everyone who sent you money during the past year or you paid money to. United States Postal Office is very helpful – both on and offline with address changes etc

Step 1: A Comprehensive List

Make a comprehensive list of everyone who will be affected by your relocation. This will include your customer base, vendors, lending and banking institutions, credit card companies, insurance companies, utility companies, advertisers and all federal, state or local agencies that regulate commerce and business taxation (IRS).

Step 2.Personalized Letters

Strongly consider writing at least a slightly different type of letter for different contacts in order to make it seem a little more personalized. Your letter to your clients should talk about your commitment to retaining their business in the future (vendors can become insecure about the continuation of the business relationship and clear reassurance may be necessary), while any government related correspondence should be formal and to the point. Don’t waste their time or yours.

Step 3. Include Correct and Pertinent Contact Information

Include all info such as your old address, your new address, your new telephone number and the effective date. Consider including a simple map to your new location, if you customers tend to drop by at your office. The business’ new name should be clearly indicated if applicable).

Step 4. Use Your Website to Get The Word Out

Multiple ways to pass the word around: post a copy of your business relocation letter on your website, post a notice on your home page or at minimum at least change the contact us/about us information. This is an easy, effective and affordable way to get the news about your move out to as many people as possible.

Step 5: Business Relocation Service for Hire

Last but not least you can hire a business relocation service to help you write the letter. They specialize in dealing with all of the details of a corporate or business move. For a nominal fee, they will create the letter, print it and even send it out for you, postage included. For bigger business – very worthwhile.

Step 6: Timing Counts

I would recommend sending your business relocation letter no less than 3 weeks before your move. This will give everyone ample time to make adjustments and ensure that there is a minimal amount of interruption to your business operation. It is not helpful to send it 5 months after you moved!

Step 7: Conclusion, Office Parties etc

Office warming parties are a great way to keep the vendors informed and thank them for their service. Give details such as date and time of party in the letter if you are planning a party.

Conclude the letter by thanking any vendor once again for their service and how much you appreciate them.

Ask anyone call or email you with concerns or questions before closing with the usual “Sincerely.” And again, mail the letters before your move so no one feels out of the loop.


  1. DavidLeeman says:

    Very helpful tips! As far as business relocation is concerned, taxes have a way of influencing almost every decision you need to make, from site selection to how to set up your organization.

    One advantage is by relocating your business, you may be able to enjoy considerable monthly savings on your lease rate.

    The World Wide Referrals offer better relocation service, including people, cost and site/location advantages.

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