The best way to announce a business relocation is in stages: tell your employees first, then your clients, vendors, and partners, and then the public through your website and social media, while updating official records along the way. Announcing in this order keeps rumors from outrunning the facts and gives the people who depend on you time to adjust before the move date.
Relocating is a huge step for your business, and sharing the news with everyone you work with is part of a seamless transition. At CRS Moving & Storage, we understand relocating your business is equally exciting and nerve-wracking, so we help you plan every stage of your office move, including how and when to share the news with the people it affects most.
5 Steps to Announce Your Business Move
Part of a seamless transition to your new space is making sure everyone knows about your move. This prevents communication issues and confusion among your clients, and it protects the relationships you have built. It can be challenging to know where to start, so we suggest working through the following steps in order.
Communicate With Employees First
When planning your business relocation, keeping employees informed and involved is crucial. They can provide input on the new space and your move’s timeline to create an ideal experience for everyone. Because your team will be the first to field questions from clients and vendors, they should hear the news from you before anyone else does.
You can also show employees the benefits of the relocation and other details of the process to maintain engagement and a positive perspective. For ideas on keeping people informed throughout the move, see our guide to managing client communications during a business move.
Notify Clients, Customers, and Partners
Once your entire team knows about your office move, you should inform your clients, customers, vendors, and other important partners. Your most important relationships may warrant a personal message, while a broader announcement can reach everyone else. You can do this in several ways, including the following:
- Email newsletter: A written announcement that reaches your full contact list at once.
- Postcards: Physical and virtual versions with all the necessary information.
- Phone calls: A personal touch for key accounts and long-standing partners.
Regardless of your chosen method, include your business’s new address with a map, your effective date, and any changes to your contact information so clients know how to reach you at your new location. For more detailed guidance on who needs to hear from you, read our post on who you should notify when relocating your NYC business.
Update Your Website and Online Listings
After you decide where and when you are moving your business, update all your digital properties with this information. Your website, email signatures, online business listings, and invoices should all reflect the new address once the move takes effect. You can also write an article or blog post about the relocation to create excitement, explain any changes to your brand, and describe how the move can benefit everyone involved.
Use Social Media to Spread the Word
You can also post your website announcement on your social media accounts so all your followers know about your move. This can be an effective way to spread the word about your relocation quickly, and it gives clients a place to find updates if plans change. A short reminder as the move date approaches, and a welcome post once you are settled in, keeps the news fresh.
Keep the Tone Positive
Keeping a positive tone when making your announcements online, by email, or on the phone can help ease your employees’, customers’, and partners’ worries. For example, if you are moving to a bigger space, you can share how this will upgrade your facilities and allow you to provide better services. If service will be interrupted during the move, say so plainly and tell people when to expect normal operations.
What to Include in Your Relocation Announcement
A clear announcement answers the questions people will ask before they ask them. Include the new address with a map or directions, the date the move takes effect, how to reach you during the transition, and whether any phone numbers or email addresses are changing. If your hours or services will change during the move, include that as well, along with a point of contact for questions.
Keep the message short and consistent across channels. When your email, website, and social posts share the same dates and details, clients are far less likely to contact your old location by mistake.
Update Your Official Business Records
An announcement tells people you are moving, but official records keep important mail and notices reaching you. Businesses with an Employer Identification Number use IRS Form 8822-B to notify the Internal Revenue Service of a changed business mailing address or business location. The IRS also notes that a change in your responsible party must be reported within 60 days.
Beyond the IRS, review your state business registration, bank accounts, insurance policies, licenses, and vendor accounts to see which ones need your new address. Our checklist of updates needed after a corporate move can help you track each one so nothing is missed.
Coordinate Your Announcement With the Move Schedule
Your announcement works best when it follows your move plan rather than racing ahead of it. Once your lease and move date are firm, build the communication steps into the same timeline as packing, transport, and setup. Our guide to coordinating an office move step by step shows how those pieces fit together, and our additional tips for announcing your office relocation cover messaging in more detail.
Employee morale deserves attention too, since the way you communicate can shape how your team feels about the change. We explain why in our look at how office moves affect employee retention and recruitment.
Start Planning Your Business Move With CRS Moving & Storage
Announcing a business relocation is not easy, but you do not have to go through it alone. With our well-trained team at CRS Moving & Storage by your side, you can share your news confidently and understand the steps to take to make the transition smooth and positive for everyone. We can guide you through every step of the moving process so you can focus on growing your business.
Not only do we provide the services you need to achieve a successful move, but we also work with you to create a customized experience tailored to your needs, goals, and budget. Our process begins with a free planning and logistics session where we discuss the details of your move and how to best announce it to your team and customers. To schedule yours, fill out our contact form today.
Frequently Asked Questions About Announcing a Business Relocation
When should I announce a business relocation?
Announce once your lease and move date are firm, starting with employees and then moving outward to clients, vendors, and the public. Giving key clients and partners advance notice lets them update their records and plan around any service changes. The right lead time depends on your business, so build the announcements into your move schedule.
Who should I tell first about a business move?
Tell your employees first. They will be the first to receive questions from clients and vendors, and they can also offer useful input on the new space and the move timeline. After your team is informed, notify clients, customers, vendors, and partners, then share the news publicly.
What should a business relocation announcement include?
A relocation announcement should include your new address with a map or directions, the date the move takes effect, and any changes to your phone numbers or email addresses. If your hours or services will change during the move, include those details and a point of contact for questions. Keeping the message consistent across email, your website, and social media reduces confusion.
Do I need to notify the IRS when my business moves?
Businesses with an Employer Identification Number use IRS Form 8822-B to report a changed business mailing address or business location. The IRS states that a change in the responsible party must be reported within 60 days. Your tax advisor can confirm which filings apply to your business structure.
How can I keep customers from getting confused during a move?
Use the same dates and details everywhere you announce the move, and send a reminder as the move date approaches. Update your website, email signatures, online listings, and invoices when the move takes effect. If any service will be interrupted, say so plainly and tell customers when normal operations resume.