Why a well-worded office move announcement protects client trust and revenue
A move is more than boxes and tape; it's a message to your clients about stability, competence, and continuity. The way you communicate an office relocation can either reassure clients that projects and services will continue without interruption or create doubt that ripples into missed deadlines and lost business. Think of the announcement as a bridge you build between the old address and your clients' expectations. If the bridge is clearly marked and sturdy, they cross it without worry. If it looks shaky, they'll hesitate.
This list walks through practical, tested approaches to wording, channel selection, and timing so clients feel informed and valued. You'll get concrete sample sentences, subject lines, and follow-up sequences that cover high-touch clients and transactional ones. Use the guidance here to keep operations smooth, prevent billing and delivery errors, and maintain goodwill during a moment that could otherwise feel disruptive.
Announcement Tip #1: Put client impact front and center
Clients care about how your move affects them, not about your new square footage. Start every message by answering the implicit question: "Will this change how I get service?" Lead with reassurance and specifics. For example, open with a sentence like: "We are moving our office on June 30 — your account manager and service level remain the same, and there will be no disruption to scheduled deliveries or support." That single line calms the largest potential worry.
Sample opening lines
- "Good news: we’re moving to a new space to serve you better — your contacts and service timelines will stay unchanged." "Please note: our address is changing on July 1. All project work and billing processes continue as usual." "We’re relocating — here’s exactly what it means for you and what we’re doing to make the transition seamless."
Use the body of the message to cover three specific client-impact items: continuity (who stays the same), timeline (exact dates and any blackout windows), and contingency plans (how you’ll handle shipments, meetings, or phone forwarding). These are concrete facts clients can act on. Avoid corporate-speak about 'optimization' or 'growth' until after you’ve answered their practical concerns.
Announcement Tip #2: Choose the right tone for each client segment
One size does not fit every recipient. Tone matters: high-touch clients need construction timeline and relocation a personal, almost conversational note from their account lead; low-touch or transactional accounts can receive a concise, factual email. Segment your list and craft variants accordingly. Treat your message like tailoring a suit - the cut and fabric change depending on the wearer.
Tone examples and templates
- High-touch (strategic clients): Personalize with the account manager’s name, invite questions, and offer an in-person desk visit at the new office. Example: "I’ll personally ensure your rollout next quarter faces no interruption. Would you like to drop by the new space for a walkthrough?" Operational clients: Focus on logistics and actions they must take, like updated billing addresses. Example: "Please update your records with our new address to avoid delayed invoices: [new address]." Prospects or public announcements: Keep it concise and upbeat. Example: "We’ve moved to serve you better — visit us at [new address]."
Don't overpromise. If your contractor may cause a one-day delay in shipments, acknowledge the risk and state your mitigation: "We expect normal operations, but in case of brief delivery delays, our team will prioritize critical shipments." Clients prefer honest contingency planning to empty assurances.
Announcement Tip #3: Use clear logistics and timeline - no fluff
Treat relocation details like a travel itinerary: dates, times, addresses, points of contact. Provide a short, bulleted timeline readers can scan. Use bolding or spacing in the email (or clear paragraphs in printed letters) so the eye finds the essential facts. Keep technical and legal details in an appendix or a link for those who want more.
Critical logistics to include
- Exact move date and any days when operations will be limited. New physical address and any suite numbers, building entry instructions, or parking notes. Updated mailing and billing addresses and the effective date for invoices. Phone and email continuity details, including any temporary forwarding or new numbers. Who to contact for urgent matters during the move (include direct mobile numbers).
Example bullet timeline:
- June 28-29: Internal packing; phone and support operate as normal. June 30: Moving day; limited access to physical site; critical services on-call. July 1: Full operations resume at new address: 123 Market St, Suite 400.
Analogies help here. Describe the move as rerouting a train - "the track changes at midnight, but the train schedule remains intact; we’ll ensure your carriage is waiting." This conveys action and stability in a single image.
Announcement Tip #4: Pick channels and subject lines that get opened
Channel strategy is where the message meets the client. Use email for the main announcement, but layer in other channels based on client importance and preference: SMS for urgent reminders, printed mail for formal notice, and a phone call for top-tier clients. Consider a LinkedIn post or blog post for public information, but never rely on one channel alone.
Subject line and channel examples
- Email subject lines: "Our Office Is Moving — What It Means for You" or "New Address Effective July 1: Action Required for Billing" SMS: "Heads up — we’re moving July 1. New address: 123 Market St. For urgent issues, call 555-0100." Printed letter opener: "Notice of Office Relocation — Effective July 1"
Use A/B testing for your email subject lines for larger client lists. Test a practical subject ("New billing address: effective July 1") against a relationship-focused one ("We’re moving — your account manager will stay the same") and measure open rates and follow-through actions. Track metrics: delivery rates, opens, click-throughs on "update your address" links, and any increase in support tickets tied to the move. Treat the announcement like a mini-campaign with measurable objectives.
Announcement Tip #5: Build follow-up and continuity into your message
An announcement isn't a single email; it's a sequence. Plan reminders and confirmatory touches to ensure changes are captured and to catch any downstream problems. Think in terms of pre-move, move-day, and post-move communications. Each phase has a clear purpose: inform, remind, confirm.
Suggested follow-up cadence
Three weeks before move: Initial announcement and FAQ link. One week before move: Reminder email and SMS to high-priority clients. Move day: Short notice of potential limited access and emergency contact details. Three days after move: Confirmation that operations have resumed and a request to confirm updated billing/shipping details. Two weeks after move: Personal check-in from account manager for top clients.Include a short FAQ with answers to common client questions about invoicing, deliveries, scheduled meetings, and credential updates. Use automation where appropriate: automatic replies, CRM tags to flag clients who haven’t updated addresses, and support tickets that automatically escalate if a client reports a missed shipment. The goal is to close the loop — confirm clients received and acted on your update and that nothing slipped through the cracks.
Your 30-Day Action Plan: Draft, Send, Track, and Follow Through on Your Move Announcement
This checklist turns the guidance above into daily steps. Adapt calendar dates to fit your move, but keep the sequence. Treat the announcement as a small project with owners, deadlines, and quality checks.
Days 30-21: Preparation and audience segmentation
- Compile client list and segment by priority: strategic, operational, transactional, public audience. Draft three message templates: high-touch email, operational email, and public announcement. Prepare legal or compliance notes regarding address changes for contracts and invoices. Create an FAQ document and a one-page logistics sheet for staff to use when answering client calls.
Days 20-10: Internal review and channel setup
- Have account managers review personalized messages for their top clients. Set up email campaign in your CRM with tracking pixels and UTM parameters for links. Schedule SMS reminders and prepare printed letters for clients who prefer paper. Confirm phone forwarding and update Google My Business and other public listings to reflect the new address on move day.
Days 9-1: Send initial announcement and begin follow-up sequence
- Send segmented emails. Call or personally message strategic clients within 24 hours of sending. Monitor metrics: opens, clicks, and support tickets tied to "address update." Send a one-week reminder with a clear "do this" item if action is required (update billing address, change delivery location).
Move day and Days 1-14: Confirmation and remediation
- Send a move-day status message with emergency contacts and access instructions. Confirm phone/email continuity and post a public notice on your website and social channels. Three days after the move, send a confirmation email and ask clients to reply if they notice anything off with billing or shipments. Two weeks after the move, have account managers follow up personally with top-tier clients to ensure everything is running smoothly.
Practical templates to copy
UseShort template High-touch email opener"Hi [Name], I wanted to let you know personally that on July 1 we’ll be moving to 123 Market St. Your account team and service schedule remain the same. Can we schedule a quick call to address any concerns?" Operational email"Notice: Our billing and mailing address will change on July 1 to 123 Market St. Please update your records to avoid delayed invoices." SMS reminder"Reminder: We move July 1. New address: 123 Market St. For urgent issues, call 555-0100."Wrap the process by reviewing what worked: which subject lines performed best, which clients required the most hand-holding, and whether any operational gaps emerged. Adjust your standard relocation playbook for the next move. A relocation well-communicated strengthens relationships more than it risks them; treated as an exercise in care, it can become a moment that reinforces your reliability.