A change of address letter is sent to inform business contacts and personal acquaintances that you are relocating. It also provides them with your updated address. The same applies if you are changing your email address. Advance notification helps to prevent an interruption in receipt of mail/notifications because of undeliverable addresses.
It is too easy in all the excitement of a move to a new home to overlook the need to send out change of address letters, but this is a task that should be done in advance of the move, and it should be included in your checklist of things you do in preparation for your move. A change of address letter is necessary for personal moves as well as for business moves or changes in business or personal email addresses. This may seem like a daunting task, but we’ve developed a guide with easy to use templates that can help you to cover all important contacts in less time with little effort.
Things to Keep in Mind
- Keep the tone of your change of address letter professional
- Be concise and to the point
- Avoid using slang or jargon and stay on the main topic without using unnecessary words.
- Address the letter to the appropriate person and use his/her name if possible
What to Include in a Change of Address Letter
- Provide the recipient with your name, and your title and the name of your business if applicable.
- Include your mailing address, phone number, and email address
- The name of the recipient, title, company name, address, city, state and zip code
- A salutation
- Reason for the letter in the opening statement
- Relevant information including the new address, date of effectiveness and request to update records
- A closing statement with your name and title if any
Letter Format
{Your Name}
{Your Address, City, State, Zip Code}
{email}
{Date}
{Recipient’s Name}
{Recipient’s Title}
{Company/Organization’s Name}
{Company Address}
{City, State, Zip Code}
Dear {Name of Recipient}
Please be advised that we have {Reason for the letter, e.g. moved to a new home or changed business location}. Our new address takes effect on {Date}. Please update your records to reflect this change of address.
Old Address:
{Old Street Address}
{City, State, Zip Code}
{Telephone (optional)}
Our New Address is:
{Your name or business name}
{New Address}
{City, State, Zip Code}
{Phone Number (optional)}
Thanks in advance for updating our new address in your system.
Sincerely,
{Your Name}
{Title if applicable}
Sample Letter
John C. Smith
596 Applebee Street, Portland, OR 95098 – (541) 879-0986
July 23, 2039
Susan Anderson
Director of Human Resources
Grant Community College
Portland, OR 95098
Dear Ms. Anderson,
Please be advised that we have moved to a new home and our mailing address has changed. Our new mailing address is effective immediately. Please update your records to reflect this change of address.
Old Address:
123 Anywhere Street
Portland, OR. 09877
Our New Address is:
John C. Smith
596 Applebee Street,
Portland, OR 95098
Thanks in advance for updating our new address in your system.
Sincerely,
John C. Smith
Change of Address Letter (Examples & Templates)
Every contact that sends you mail should be informed of your new address. This includes businesses and personal acquaintances. While family and close friends can be dealt with more informally, a change of address letter for businesses needs to be structured and more formal. Here are some of the different change of address letters to include.
Change of Address Letter to Post Office
- MS Word
Change of Address Letter for School
- MS Word
Business Change of Address Letter
- MS Word
Change of Email Address Letter to Bank
- MS Word
Change of Email Address Notification to Clients
- MS Word
Business Change of Address Letter Examples
These are letters used to notify your business contacts that your company will be moving to a new address. It is typically sent before a move and can be addressed to banks, legal firms, distributors, customers, and insurance companies. Here are some examples of business change of address announcements in Word and PDF Format.
Change of Address Notices
A change of address notice is a short message sent to personal or business contacts informing them that you will be moving to a new address. It usually includes your old and new addresses and reflects any changes in your contact information.
Conclusion
A simple template can be used to create dozens of different change of address letters in one easy format. Reading a sample letter gives you an idea of how to structure your letter to meet your needs. The template can be used for notifying personal acquaintances, the post office, schools, or business contacts. With just a few small edits, you can tailor the content for nearly any situation. The guide we’ve provided gives you tips on making your letter look professional, and it will give the recipient all the information needed to successfully update your information in their files, so there are no interruptions in receiving mail or notices.
