Notification Tips When Moving

When moving your business notification is just as important as the move itself. If your customer’s and vendor’s do not know how to locate you there will be a loss of business during the down time. Keep these tips in mind to assist you in the notification process.

  1. Where are you moving?This may seem obvious, but make sure that you know all of the details about your new location. Address, office or suite number, zip code, etc. Validate the address you get with the post office to make sure that it is the correct address.
  2. What is your phone number?When possible transfer your existing number to cut down on the trouble of customers not knowing how to call you. If that is not possible, you may want to take this opportunity to upgrade to a toll free number that can be moved with you. Either way, make sure that you have the correct phone and fax numbers before sending out contact information to client or ordering new office supplies.
  3. What is your communications plan?Define how you will handle each of the different parts of communication required when moving. Identify who will handle each part. When working with advertising companies or printing companies know how much notice is required to make the changes so you can schedule these events to happen on time. The worst thing would be for advertisers and printers to publish your new address and contact information before you have even moved!
  4. How do you currently market your business?Identify all of your current marketing efforts so that you will know where you have changes to make when you are ready to implement the changes. These can include:
    1. Websites
    2. Business Cards
    3. Stationary
    4. Newpaper Ads
    5. Online directories like
    6. Pamphlets
    7. Television/Radio ads
    8. Signs
    9. Billboards
    10. Forms
    11. etc.

    Once you know all of the places that include your business contact information you can add these to your communication list along with the contact information to get all of these changes.

  5. Who should you communicate to?Define all of the parties that you will need to communicate with and outline how you will handle this communication. Some will be better served with a mail out campaign, some will be better served with an email campaign, and some will be better served with a phone call. Decide who and how.
    1. Customers and clients
    2. Vendors and service providers
    3. Government Agencies
    4. Banks
    5. Insurance providers
    6. Post Office
  6. How can you utilize your phones to communicate with people?Prepare to change your phone messages both incoming and voicemail. Include the date of the move, the new address, the new phone number, and any planned interruptions of service to customers.
  7. Take advantage of your outgoing coorespondence:All outgoing mail should be stamped with NOTE NEW ADDRESS on the mail items. This will be appropriate when you have actually moved, not before.
  8. Eliminate all old marketing materials:On the day before you move, have all employees gather all stationary, business cards, pamphlets, etc. and recycle them. Some items may just need to have a stamp placed over the old address with the new address and they can be reused. Any that can not, should be disposed of so they are not accidentally used after you move.

When possible, take advantage of your move as an opportunity to update or change all of your marketing materials. Update your logo, change your website, do some creative things to bring a new spark to your business at the same time you are moving to your new office space.