Moving your office to a new location requires clear communication with everyone affected by the change. Your employees, clients, vendors, and partners all need to know about your upcoming move. A thoughtfully written office relocation announcement email ensures that everyone receives the necessary information in a timely manner.
The right announcement email helps manage expectations, reduces confusion, and maintains business continuity during what could otherwise be a disruptive period. Let’s look at 15 sample emails you can adapt for your own office relocation.
Office Relocation Announcement Email Samples
These sample emails cover various scenarios and audiences. Feel free to customize them to match your specific situation and communication style.
1. Basic Office Relocation Announcement to Staff
Subject: Important News: Our Office is Moving on [Date]
Dear Team,
I am excited to announce that our company will be relocating to a new office space on [moving date]. Our new address will be [new address]. This move represents an important milestone for our organization as we continue to grow and adapt to better serve our clients.
The new location offers several advantages, including [list 2-3 benefits such as more space, better facilities, improved location, etc.]. We believe this change will enhance our work environment and create new opportunities for collaboration and productivity.
We understand that this change may affect your daily routine. To help with the transition, we have compiled some important information:
– Last day at current office: [date] – First day at new office: [date] – Working arrangements during the move: [brief details] – Parking information: [details] – Public transportation options: [details]
A detailed relocation guide with maps, parking information, and nearby amenities will be shared next week. We will also schedule an all-hands meeting to address any questions or concerns you might have.
Thank you for your cooperation during this transition period. We are confident that this move will bring positive changes to our organization and look forward to welcoming you to our new home.
Best regards,
[Your name and designation]
Contact information: Phone: [phone number] Email: [email address]
2. Detailed Relocation Notice with Timeline for Employees
Subject: Complete Guide to Our Upcoming Office Relocation
Hello Team,
As you may already know, we will be moving to our new office at [new address] next month. I wanted to share a comprehensive timeline and action plan to ensure a smooth transition for everyone.
Here’s our relocation schedule:
[Two weeks before moving date]: – Begin packing non-essential items – IT team will conduct inventory of all equipment – Each department to designate a move coordinator
[One week before moving date]: – Pack all personal items – Label all equipment and furniture – Building access cards for new location will be distributed
[Day before moving date]: – Last day at current location – All remaining items must be packed and labeled – Back up all important files
[Moving date]: – Moving company will transport all items to new location – IT team will begin setup at new location – Office will be closed for business
[Day after moving date]: – First day at new office – Orientation session at 9:00 AM – IT support will be available all day
Each employee is responsible for packing their personal belongings and labeling their equipment. Moving boxes and labels will be available at [location] starting [date].
We appreciate your patience during this transition. The new office features [mention amenities] that we believe will make it worth any temporary inconvenience.
If you have any questions, please reach out to [point person’s name] at [contact information].
Thank you for your cooperation,
[Insert sender’s name and position]
Contact information: Phone: [phone number] Email: [email address]
3. Client Notification of Office Relocation
Subject: We’re Moving to Serve You Better
Dear [Client Name],
We value your business and wanted to let you know about an upcoming change. Effective [date], our company will be operating from a new location at:
[Company Name] [New Street Address] [City, State, ZIP Code]
This move allows us to expand our facilities and enhance our capabilities to serve you better. Our phone numbers, email addresses, and website will remain the same, ensuring uninterrupted communication.
During the actual moving days of [specific dates], there might be slight delays in our response times. We have made arrangements to minimize any disruption to our services, but we appreciate your understanding if you experience any minor inconveniences during this brief period.
Our new office is located [brief description of location, e.g., “in downtown, near the central station”]. We would be happy to welcome you for a visit once we’re settled in.
If you have any questions or concerns about our relocation, please don’t hesitate to contact your account manager or reach out to me directly.
Thank you for your continued support. We look forward to serving you from our new location.
Sincerely,
[Sender’s name and role]
Contact information: Phone: [phone number] Email: [email address] Website: [website URL]
4. Vendor Notification of Address Change
Subject: Notice of Our New Business Address
Dear [Vendor Name],
Please update your records to reflect our new business address, effective [effective date]:
[Company Name] [New Street Address] [City, State, ZIP Code]
This change affects only our physical location. All other company information remains the same, including:
– Company name and legal structure – Tax ID and registration numbers – Contact persons and their contact details – Payment terms and banking information
For deliveries scheduled during our moving period ([specific dates]), please contact [logistics coordinator name] at [phone/email] for special arrangements.
We request that you update your records accordingly and communicate this change to all relevant departments within your organization, particularly those involved with deliveries, billing, and correspondence.
If you have any questions or require additional information, please contact our procurement department at [email/phone].
Thank you for your attention to this matter. We look forward to continuing our business relationship from our new location.
Best regards,
[Your name and title]
Contact information: Phone: [phone number] Email: [email address]
5. Excited Announcement of Upgraded Office Space
Subject: Exciting News: We’re Upgrading Our Office Space!
Hi everyone,
I’m thrilled to share some fantastic news! On [date], we’ll be moving to a brand-new office that better reflects our company culture and supports our growth.
The new space at [address] features:
– Open collaborative areas for team projects – Modern meeting rooms with state-of-the-art technology – A dedicated relaxation area – Improved kitchen and dining facilities – Better natural lighting throughout the workspace – More convenient location with access to public transportation
We’ve put together a virtual tour that you can check out here: [link to video/photos]
This move represents our commitment to creating an inspiring work environment where everyone can thrive. We’ve taken your feedback from last year’s workplace survey and incorporated many of your suggestions into the new office design.
To make the transition as smooth as possible, we’ll be organizing several orientation sessions before the move. Sign-up sheets will be posted next week.
Get ready for an exciting new chapter in our company journey! If you have questions, the relocation team is here to help at [email address].
Can’t wait to start this new adventure together!
[Sender’s name and position]
Contact information: Phone: [phone number] Email: [email address]
6. Remote Team Notification of Headquarters Relocation
Subject: Headquarters Relocation – Information for Remote Team Members
Dear Remote Team Members,
Although your daily work won’t be directly affected, I wanted to inform you that our company headquarters will be relocating to a new address on [date]:
[Company Name] [New Street Address] [City, State, ZIP Code]
What this means for you:
– When visiting headquarters, you’ll need to come to the new address – All mail and packages should be sent to the new address after [date] – The new office has dedicated spaces for remote workers when you visit – Video conferencing capabilities will be temporarily limited on [moving dates]
We’re excited about this move as it includes improved facilities for collaboration between in-office and remote teams. The new conference rooms feature enhanced audio-visual equipment that will make our virtual meetings even more productive.
We’ve also created a dedicated “remote team hot desk area” for when you visit in person. This space includes private phone booths, adjustable desks, and all the resources you might need during your stay.
An updated company address list and virtual office tour will be shared via the company intranet next week.
If you have any questions about how this change might affect you, please contact [HR contact name] at [email/phone].
Warm regards,
[Sender’s name and designation]
Contact information: Phone: [phone number] Email: [email address]
7. Last-Minute Reminder of Office Move
Subject: REMINDER: Office Move Happens This Weekend
Team,
This is a final reminder that our office relocation happens this weekend. Here’s what you need to know:
FRIDAY (Tomorrow): – Last day in our current office – All personal items must be packed and labeled by 5PM – Take home any essentials you might need over the weekend – Building access cards for current location must be returned to security
MONDAY: – Report to our new location: [new address] – Arrive 30 minutes early (8:30 AM) for a brief orientation – New building access cards will be distributed at the front desk – IT support will be standing by to help with setup issues
IMPORTANT REMINDERS: – Parking is available at [location/details] – The nearest public transit options are [details] – Temporary signage will guide you to the correct entrance – Bring photo ID for new building security protocols
If you encounter any issues over the weekend or on Monday morning, please call our relocation hotline at [phone number], which will be active 24/7 throughout the weekend.
Thank you for your cooperation during this transition. See you at our new office on Monday!
[Your name and title]
Contact information: Phone: [phone number] Email: [email address]
8. Office Relocation with Temporary Work-from-Home Period
Subject: Office Relocation & Temporary WFH Arrangement
Dear Colleagues,
Our office relocation to [new address] is scheduled for [date range]. To minimize disruption to our operations, we will implement a temporary work-from-home arrangement for all staff during this period.
Key dates to note:
– Last day at current office: [date] – Work-from-home period: [start date] to [end date] – First day at new office: [date]
During the work-from-home period:
– All meetings will be conducted virtually via [platform] – Department heads will arrange daily check-ins with their teams – IT support will be available from 8AM to 6PM via [contact method] – Please ensure you have reliable internet access and a suitable workspace
Everyone should back up their work files to our secure cloud storage by [date] and take home any essential equipment needed for the WFH period on the last day at our current office.
The facilities team will coordinate the moving of all office equipment and furniture. Personal items should be packed in the provided boxes and clearly labeled with your name and new desk assignment by [deadline date].
We appreciate your flexibility during this transition and believe the temporary inconvenience will be worthwhile once we settle into our new, improved workspace.
Please direct any questions to [point person] at [contact details].
Thank you for your cooperation,
[Sender’s name and role]
Contact information: Phone: [phone number] Email: [email address]
9. Formal Business Partner Notification
Subject: Formal Notice of Business Address Change
Dear [Business Partner Name],
This letter serves as formal notification that [Company Name] will be changing its principal place of business, effective [date].
Our new official address will be:
[Company Name] [New Street Address] [City, State, ZIP Code]
Please update your records to reflect this change for all future correspondence, contracts, and official documents. Our legal name, tax identification numbers, and other corporate information remain unchanged.
This relocation supports our strategic growth objectives and will not affect our business relationship or any existing agreements between our organizations.
For your records, please note that our updated contact information is as follows:
Main Reception: [phone number] Fax: [fax number] General Inquiries: [email address] Website: [website URL]
During the physical move ([specific dates]), there may be temporary delays in our response to non-urgent matters. For time-sensitive issues during this period, please contact your designated relationship manager on their direct line.
We value our partnership and look forward to continuing our successful collaboration from our new location.
Yours sincerely,
[Sender’s name and designation]
Contact information: Phone: [phone number] Email: [email address]
10. Relocation Due to Company Growth
Subject: Growing Together: Our New Office Announcement
Hello Team,
What an amazing journey we’ve had! Thanks to your hard work and dedication, our company has grown from [previous size] to [current size] in just [time period]. To accommodate our expanding team and operations, I’m happy to announce that we’ll be moving to a larger office space.
Effective [date], our new address will be:
[Company Name] [New Street Address] [City, State, ZIP Code]
This move is a direct result of our collective success. The new office is [X] square feet, providing us with [percentage]% more space than our current location. This expansion allows us to:
– Welcome the [number] new team members joining us next quarter – Create dedicated spaces for our newly formed departments – Establish a proper training facility for ongoing professional development – Add the communal areas you’ve been requesting in our satisfaction surveys
The relocation team has prepared a detailed FAQ document addressing common questions about the move, which you can find attached to this email.
Department managers will share specific moving instructions with their teams next week. Our goal is to complete the transition with minimal disruption to our operations and client service.
I’m proud of what we’ve accomplished together that has made this move necessary, and I’m excited about the opportunities our new space will bring.
[Sender’s name and position]
Contact information: Phone: [phone number] Email: [email address]
11. Phased Relocation Plan Announcement
Subject: Phased Office Relocation Plan – What You Need to Know
Dear Colleagues,
To minimize disruption to our business operations, our move to [new address] will take place in phases over the next [time period]. Please review the schedule below to identify when your department will relocate.
Phase 1: [Date Range] Departments: [list departments] Point Person: [name and contact]
Phase 2: [Date Range] Departments: [list departments] Point Person: [name and contact]
Phase 3: [Date Range] Departments: [list departments] Point Person: [name and contact]
Each department will receive specific instructions from their relocation coordinator two weeks before their scheduled move date. During your department’s moving period, you will have the option to work remotely or use the designated temporary workspace at [location].
All staff will need to complete the following tasks before their moving date:
1. Sort through and discard unnecessary papers and materials 2. Back up all electronic files according to IT department guidelines 3. Pack personal belongings in the provided boxes 4. Label all equipment that needs to be transferred
The new office will feature [brief description of new features], and floor plans are available for review on the company intranet. We’ve attempted to keep teams that frequently collaborate in close proximity to each other.
Thank you for your patience and cooperation as we undertake this significant transition. If you have questions about the process, please contact the relocation committee at [email address].
Best regards,
[Your name and title]
Contact information: Phone: [phone number] Email: [email address]
12. Office Relocation with Accompanying Organizational Changes
Subject: New Location, New Structure: Important Updates
Dear Team Members,
As we prepare for our upcoming move to [new address] on [date], I want to share some additional organizational changes that will coincide with our relocation.
The new office layout has been designed to support a more collaborative and efficient organizational structure. Effective [date], we will be implementing the following changes:
1. Departmental Restructuring: – The Marketing and Sales teams will merge under the new Customer Experience Division – IT and Operations will combine to form the Technical Services Department – A new Innovation Lab will be established, drawing talent from across the organization
2. Leadership Appointments: – [Name] will head the new Customer Experience Division – [Name] will lead the Technical Services Department – [Name] will direct the Innovation Lab initiatives
3. Reporting Changes: – Updated reporting structures will be shared by HR next week – New team assignments will be finalized before the move
These changes align with our strategic goals for the coming fiscal year and position us to better serve our clients and stakeholders. The new office space specifically accommodates these structural changes with purpose-designed areas for each new department.
We will hold a town hall meeting on [date] at [time] to discuss these changes in detail and address any questions you may have. In the meantime, your current supervisor remains your point of contact for any concerns.
Thank you for your adaptability as we grow and change together,
[Sender’s name and designation]
Contact information: Phone: [phone number] Email: [email address]
13. Relocation Due to Lease Expiration
Subject: Office Relocation: Our Lease is Ending
Team,
As many of you know, the lease on our current office space expires on [date]. After careful consideration of various options, including renewal, we have decided to relocate our operations to a new facility that better meets our current needs.
Effective [date], our new address will be:
[Company Name] [New Street Address] [City, State, ZIP Code]
While we weren’t actively seeking to move, this situation has presented us with an opportunity to find a space that addresses some of the limitations of our current location. The new office offers:
– Improved climate control systems – Updated electrical and network infrastructure – More meeting rooms and collaborative spaces – Better accessibility features – Improved amenities in the surrounding area
The relocation will occur during the weekend of [date] to minimize business disruption. We anticipate being fully operational at the new location by [date].
Each department will receive specific moving instructions from their manager. Everyone should plan to pack their personal items and clear their workspaces by the end of the day on [date].
We understand that changes like this can be challenging, and we appreciate your flexibility. If you have concerns about how this move might affect your commute or work arrangements, please speak with your manager or HR representative.
Thank you for your understanding,
[Your name and role]
Contact information: Phone: [phone number] Email: [email address]
14. Downsizing Office Space Announcement
Subject: Important Update: Office Space Optimization
Dear Colleagues,
Following a thorough assessment of our workspace utilization over the past year, we have decided to optimize our office footprint by relocating to a more appropriately sized facility. Effective [date], our office will be moving to:
[Company Name] [New Street Address] [City, State, ZIP Code]
This decision reflects our adaptation to current business realities and our commitment to responsible resource management. The new location offers a more efficient layout that still provides all necessary facilities while eliminating underutilized space.
Key points about the new office:
– The total square footage is approximately [X]% smaller – The layout emphasizes flexible, multi-purpose spaces – Meeting rooms are equipped with enhanced technology for hybrid meetings – Dedicated quiet areas are available for focused work – Hotdesking will be implemented for staff who are in-office part-time
We recognize that change can be challenging, but we believe this move represents a positive step toward a more sustainable and efficient operation. Our workplace team has carefully designed the new space to maintain a productive and comfortable environment despite the reduced footprint.
In preparation for this transition, we will be conducting workspace assessments and hosting information sessions beginning next week. Your department head will share specific details about how the new arrangements will affect your team.
Thank you for your understanding and support as we make this important transition.
Regards,
[Sender’s name and position]
Contact information: Phone: [phone number] Email: [email address]
15. Post-Pandemic Return to Office with New Location
Subject: New Chapter: Returning to Office Life at a New Location
Hello Everyone,
After [X] months of remote work due to the pandemic, I’m happy to announce that we’re ready to return to in-person operations – but with an exciting twist. Rather than returning to our previous location, we’ll be starting fresh at a new office that better supports our evolved work style.
Beginning [date], our new address will be:
[Company Name] [New Street Address] [City, State, ZIP Code]
This new space has been specifically selected and designed with post-pandemic work patterns in mind. Features include:
– Hybrid-friendly meeting rooms with advanced video conferencing technology – Improved ventilation systems and air quality monitoring – More spacious workstation layouts with appropriate distancing – Touchless fixtures throughout the facility – Dedicated spaces for quiet, focused work – Comfortable outdoor areas for meetings and breaks
Our return to office will follow a phased approach:
Phase 1 ([dates]): Leadership and core teams Phase 2 ([dates]): Departmental rotations (schedule attached) Phase 3 ([dates]): Full implementation of hybrid schedule
We understand that returning to in-person work represents a significant adjustment after our extended period of remote operations. To ease this transition, we’ll be offering office orientation sessions, commuting assistance, and flexible scheduling options during the first month.
Please complete the return-to-office survey by [date] so we can address any specific concerns or accommodations needed. We’re committed to making this transition as smooth as possible for everyone.
Looking forward to seeing you in our new space,
[Your name and designation]
Contact information: Phone: [phone number] Email: [email address]
Wrapping Up: Office Relocation Emails
Communicating your office move effectively sets the tone for this significant change. A well-crafted announcement acknowledges that relocation affects everyone differently and shows that you’ve considered the impact on all stakeholders.
The key to successful relocation communication is clarity, sufficient notice, and attention to detail. Make sure to include all essential information and be available to address concerns that may arise during the transition period.
With these sample emails as starting points, you can create announcements that keep everyone informed and help maintain business continuity during your office move.