What Are Office Relocation Letters?

Office relocation letters are formal letters that entail an upcoming relocation of a company’s office. Thanks to this relocation announcement in the form of a letter, any type of business, whether small or big, can bring awareness to the staff about the new address changes of an organization’s office. And such letters are often given a few weeks early before the actual relocation so that the target audience can prepare for such measures ahead. Thus, everyone is updated about the decision and whatever is happening in the relocation from now on.

Did you know that one out of four people who relocate for work would regret their decision?

Also, Shyft Moving reported that the average relocation package is priced around $21,327–$24,913 for transferee renters and $61,622–$79,429 for transferee homeowners.

Why Is an Office Relocation Letter Important?

Even though office relocations are known to be expensive, many business owners would push through to the decision. That is because they are after the benefits of the new location may it be having a wider workplace, a more comfortable work environment, easier access to the office, or any other advantage. Now the question is, why should there be a letter announcing the relocation in the first place? In this section, you will understand the importance of office relocation letters.

Crystal Clear Update

The office relocation letter is very much like a detailed letter that updates you of the upcoming move in office address. It updates the stakeholders of an organization clearly from when the relocation is, where the new address is, how many days are left to prepare for relocating, to what to bring in the new location. The same goes for determining if this relocation is a temporary or permanent decision. Also, it updates the target audience thoroughly given that the concern is about office relocation. Relocations may concern anyone such as a homeowner, tenant, or renter. Hence, the letter specifically confirms that the nexus is an office relocation.

Early Time to Raise Concerns

Considering that office relocation letters are given early, such as a two weeks notice or one month notice, it is essential because there is still time to raise some concerns. It is normal for some employees to complain about the new location, like when the new area is too far and a worker may need to rent an apartment near that area—which is costly. In fact, UrbanBound’s research survey reported that one out of four people who relocate for a job would regret their decision. Thus, managers and employees still have time to form an agreement.

Moving Preparations

Bear in mind that besides money, time and effort are also a concern in relocations. Everyone involved in the business should be fully prepared before the actual relocation day. A lot of preparations can happen such as knowing who is assigned to carry certain materials, what items to leave in the old office, how to adjust the work productivity considering it takes time to relocate, and more. And a smart approach is to attach a moving checklist to the office relocation letter.

More than Just an Announcement

Office relocation letters are not merely an announcement about a relocation coming soon. It deals with more data too such as the reasons for the need to relocate, explanation of what operations or protocols must be changed, and more. With that said, you can consider the other part of the letter as a letter of explanation as it eventually answers the who, what, when, where, why, and how regarding office relocations.

What Are the Elements of an Excellent Office Relocation Letter?

Just like most HR forms in the workplace, there are standard components that make up a proper office relocation letter. And each element being put together is responsible for creating an informative and complete office relocation document. So without further ado, here are the important elements of office relocation letters:

Subject Title: Your document should have the complete title at the top center. Often written in capital letters, the title “OFFICE RELOCATION LETTER” would suffice. The subject title is immediate confirmation as to what the entire message of the letter is mostly about.Old and New Addresses: A very important part of the office relocation letter is to state the different addresses—the old office address and the new office address. Make sure to specify which is old and new to avoid confusing whoever reads the letter. Also, do fact-check the change of address so no one has to get lost in heading to the new office location.Dates: Just like most formal letters, there are dates. The first date to mention would be when the office relocation letter is written. And the other dates refer to the schedule of the actual relocation and more if it takes more days or a week to move.Salutation: Think of personal letters because salutations can’t be forgotten. The salutation confirms who your audience is. So are you writing to an employee, a customer, or a stakeholder? Simply write “Dear” and follow it with the name of your specific audience or just use a generic name such as “whom it may concern.”Introductory Statement: Open your message with a proper introductory statement. The introduction confirms the announcement of office relocation and the gist of the whole letter. The same goes for when the old office officially closes. Right from the intro, the reader should get the idea regarding the relocation while further explanations and specific details are for the next paragraph or main body.Body: The meat of your office relocation letter is the body. How you write it depends on your target audience and what they should know about the relocation. Of course, the reason behind relocating should be there. The same goes for specific changes to undergo once operations take place at the new office destination. Be sure to write in an organized manner because the main body consists of loads of data. Therefore, don’t make it confusing for the reader.Complimentary Closing: The complimentary close is where you place your final closing statement. Just give a short message that summarizes the letter’s purpose and message until you can end with “Sincerely yours” or any appropriate closing.Signature and Employer Branding: The final part of the office relocation letter marks the writer’s complete name and signature. Having a signature confirms that the message has been read and verified. More so, it proves that the letter comes from a credible person. You may also insert your employer branding and company logo in personalizing the document.

How to Write an Effective Office Relocation Letter

The effectiveness of relaying the message in an office relocation letter also depends a lot on how you wrote it. Thankfully, office relocation letter writing is easy when you observe these six simple steps:

Step 1: Download and Optimize a Sample Office Relocation Letter

Have you checked each sample template of office relocation letters listed in this article? Take time to choose your preferred option because those samples are premade. That means you never have to start from scratch. Just customize certain parts of the letter to make it more personalized. And whether you go for a business relocation letter sample, relocation letter from employer to landlord, notice to vacate, or even an office relocation announcement email, anything’s possible at Sample.net. Download now!

Step 2: Add the Elements of a Standard Office Relocation letter

Can you still recall the discussion earlier regarding the elements of office relocation letters? Be sure to insert them into your letter one by one. You can surely come up with an effective office relocation letter starting with the subject title down to the signature block. You may even add more elements such as the relocation budget sheet, a moving checklist, and other relevant attachments. And as much as possible, create a smooth transition in presenting your data rather than simply enumerating the office relocation letter’s elements.

Step 3: Write in a Corporate yet Cordial Tone

Indeed, corporate writing is a must in business letters such as office relocation letters. However, there is always room to be cordial or friendly. You would not want to announce a big decision such as an office relocation with a threatening or robotic tone anyway. Hence, review what words you used and that you get the balance of how friendly professional writing should be like. In fact, it is much better to keep things straightforward and short such as a one-page sheet rather than making a document too long.

Step 4: Consider How Your Audience Feels

Your audience could be an employee, a customer, or anyone concerned about the office relocation. And you should consider expecting how they feel about the needed relocation. Maybe many of your employees live too far from the new location and they might not agree with the new place. Also, what if you have lots of loyal customers in the local area yet you moved to somewhere with no assurance of loyal clients yet? This goes to show how there are lots of factors to consider in relocating. And how the audience feels about it is just one example. A complete analysis report should do the trick in evaluating the possible factors affected greatly upon relocating.

Step 5: Be Objective with the Letter’s Intent

Stick to the objectives of writing the office relocation letter, particularly in discussing further details of it. Other writers tend to lose focus on what else to write in the letter. So make your own checklist of the rest of the important things to discuss in this business document. You can be open about the move duration, company coverage of relocating costs, potential bonuses, new contact and address information, and many more.

Step 6: Reassure that You Entertain Questions

Your staff or audience might have a bunch of questions asked after reading the whole content. That usually happens when you have not completely explained the office relocation details. Nonetheless, leave your contact list and details to entertain their queries later on. Most importantly, give a last reassurance that the relocation is for the good of the company. That way, people are reminded of the benefits behind the action rather than seeing it as a challenge without any advantage.

FAQs

How much does a relocation cost?

The average relocation package for transferee renters is about $21,327–$24,913 and the average relocation package for transferee homeowners is around $61,622–$79,429.

How do you announce an office relocation?

You can follow this paragraph in announcing an office relocation in your relocation letter or email: “It is our greatest pleasure to announce that we, (name of your business), are moving to a new office location. The new office is located at (new office address). We will move on (actual relocation date) and start working at our new office on (operations resume date).”

What are the types of office relocation letters?

There are three main types of office relocation letters and you can easily distinguish them according to the audience of the letter. These are the office relocation letters to employees, office relocation letters to customers, and the general office relocation announcement letter.

How does an office relocation affect employees?

According to Small Business Trends, 68% of employees receive a positive effect from office relocations. That is likely the case because relocations are meant to develop or enhance working conditions rather than make things worse.

Indeed, office relocations take some time, arduous effort, and plentiful money. But you have to understand the benefits in the aftermath. The business surely did not just decide that for naught; it is mostly for the sake of implementing top-notch operations at work. So if you need help making stakeholders calm and helping them understand the corporate relocation’s whole info, send them a well-thought-out office relocation letter. Download a template now!