When relocating an office, appropriate communication is essential to maintain relationships with business partners and customers. Sending a relocation notice (the so-called “statement of intent”) at the right time is directly tied to preserving business trust. This article provides a practical explanation of the basics of relocation notices, when to use a letter, postcard, or email, and sample wording.
What Is a “Statement of Intent” for an Office Relocation?
In the context of an office relocation, a “statement of intent” refers to a “relocation notice” that informs business partners and customers of the move. It is unrelated to a political declaration of intent and is simply an expression used as a business convention.
When an office relocates, the address and telephone number change, so business partners must be notified before the move. If notification is delayed, mail may no longer reach the old address, which can lead to lost important documents and missed business opportunities.
How to Send a Relocation Notice: When to Use a Letter, Postcard, or Email
Letter
This is the most formal way to send a relocation notice. It is appropriate for business partners who value formality and for important customers. Include the title, opening greeting, seasonal greeting, relocation date, closing greeting, new address, and access information.
Postcard
Like a letter, it is used as a formal notice, but it is especially useful for broad notifications to customers. The content is generally the same as a letter, presented more concisely.
Email can also be an effective way to notify business partners with whom you communicate regularly. However, for recipients who value formality, it is advisable to prioritize a letter or postcard, or to follow up the email with a written notice before or after sending it.
Important point when sending by email: if you are sending to multiple recipients at once, be sure to use “Bcc” so that other recipients’ email addresses are not disclosed.
When to Send a Relocation Notice
One month to two weeks before the relocation date is ideal. Plan to begin preparation about one month in advance, including creating the recipient list (about two weeks) and preparing printing and mailing (about two weeks).
Sample Relocation Notice
【Office Relocation Notice (for letters and postcards)】
Dear Sir or Madam, during this early spring season, we are pleased to hear that your company continues to prosper.
We sincerely thank you for your continued support and consideration.
We would like to inform you that we have decided to relocate our business office to ○○ as stated below.
Taking this opportunity, all of our employees are renewing their commitment and will devote themselves even more fully to the company’s work.
We respectfully ask for your continued patronage and support in the future.【New Address】○○
【Telephone Number】○○（unchanged/changed）
【Business Start Date】○○年○○月○○日○○ Co., Ltd. Representative Director and President ○○
If you send the notice by email, it is courteous to add a brief line at the end such as, “Please excuse us for contacting you by email.”
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Frequently Asked Questions (FAQ)
Q. How far in advance should I send an office relocation notice?
A. A good guideline is one month to two weeks before the relocation date. We recommend starting as early as possible, allowing time for printing and mailing preparation.
Q. What should I keep in mind when sending a relocation notice by email?
A. Be sure to use Bcc when sending to multiple recipients. Also, for business partners who value formality, it is advisable to consider using a letter or postcard together with the email.
Q. What problems can occur if I forget to send a relocation notice?
A. Mail may stop reaching the old address, creating a risk that important documents such as invoices and contracts will not be delivered. It may also leave an unprofessional impression on business partners and affect the trust relationship.
Q. Do “relocation notice” and “statement of intent” mean the same thing?
A. In the context of an office relocation, they are used with the same meaning. The original meaning of “statement of intent” is a declaration of policy or resolve in politics or diplomacy, but in business it is customarily used to mean a relocation notice.
