Change of Billing Address Letter

Your company’s billing address dictates how your business interacts with other people. This is why you should always communicate any changes with your vendors and customers. If you fail to notify them, you might have to deal with missing letters and checks and a load of complaint calls.

A change of billing address letter is a formal letter written by a business owner when they move to a new residence. It informs all affected parties that they should direct their correspondence to the new address. Essentially, it is a document that contains the previous and new billing address.

Here is everything you need to know about drafting this letter.

What to Include in Your Letter

Always send your change of billing address letter early. Doing so will ensure you don’t miss any correspondence of shipments. Before sending it, make sure it contains all the following information:

  • Current Address – Use it to send your letter and mention it in the first paragraph. However, make sure to mention that you are changing it.
  • New Address – Provide your new address in full and include your new city and state. If your mailing address will differ from your billing address, mention it in your letter.
  • Reasons for Change – Help your vendors and customers understand the reason for the move. For instance, you could be moving to a bigger space.
  • Directions to New Business – Mention a landmark that might help the reader locate your new business.
  • Opening Date – When will the new location open? Provide exact dates to avoid inconveniences.
  • Contact Information – If your contact information will also be changing, provide the new details.

Writing Tips for a Change of Billing Address Letter

Now that you know what to include in your letter, it is important to learn how to deliver your message. Using vague language or a rude tone, for example, can take away from your message. A too-long letter could also tire the reader and fail to communicate your plans.

Here are some tips to help you draft your letter:

  • Always use your company letterhead, so the reader knows your identity immediately.
  • Following a formal business letter format
  • Keep your message formal, short, and to the point.
  • Include the change of address message in the first paragraph
  • Always provide an exact date for the change.
  • Help the vendor or customer understand why you are moving.
  • If operations will be shut down for some time, provide exact dates for closing and reopening.
  • Always send your letter at least three weeks before the move.

Change of Billing Address Letter Format

{Date}

{Recipient’s Name}

{Recipient’s Address}

{City, State, Zip Code}

Re: Change of Billing Address for {Company Number}

Dear {Mr./Mrs./Ms. Last Name},

I am writing to inform you that we will be moving to a new location and changing our billing address, effective {date}. Kindly update your records as follows:

Former Address

{Company Name}

{Location}

{City, State, Zip Code}

{Contact Information}

New Address

{Company Name}

{Location}

{City, State, Zip Code}

{Contact Information}

This change will take effect on {date}. Before then, our business will {describe your plan, e.g., run online, be closed till further notice, or run from the old location}.

We would appreciate it if you forward any correspondence to this new address. If you have any questions about this change, kindly contact us on {phone number} or {email address}.

Thank you for your time.

Sincerely,

{Your Name}

{Your Signature}

{Job Title}

{Company Name}

Sample Change of Billing Address Letter to Vendor

20 November 2030

Christopher Kane

Kane Suppliers

123 South Street

Jersey City, NJ 78653

Re: Change of Billing Address for Halifax Ltd.

Dear Mr. Kane,

This is to inform you that we plan to move to a bigger office in Union City, effective 4 December 2030. Due to this move, our billing address will be changing. Kindly update your records as follows:

Former Address

Trident Road

Huntington Beach, NJ 43526

111 123 1234

New Address

Ripley Street

Union City, NJ 6755

454 333 4444

We would appreciate it if you forward all future correspondence to this new address. Before the move date, our current office will remain closed. We will continue, however, to provide our services online.

As we are moving to a bigger office, we will also need to adjust our current order parameters. Kindly contact us to schedule a meeting to discuss this matter.

If you have any questions or concerns regarding this matter, you can contact us at halifaxltd.com or +112 678 6789.

Thank you for your continued support.

Sincerely,

Bella Johansen

Halifax Ltd.

Sample Change of Billing Address Letter to Customers

20 November 2030

Lucy Hall

723 Garden Grove

Jefferson City, MO 78653

Re: Change of Billing Address for Halifax Ltd.

Dear Mrs. Hall,

As our business grows, we find that we need more space to continue serving you. We are planning to move to a larger office in Union City in two weeks. As a result, our billing address is set to change, effective 4 December 2030. Kindly update your records as follows:

Former Address

Trident Road

Huntington Beach, NJ 43526

111 123 1234

New Address

Ripley Street

Union City, NJ 6755

454 333 4444

We would appreciate it if your forward all future correspondence and payments to this new address. Before the move date, our current office will remain closed. We will continue, however, to provide our services online and through home delivery.

If you have any questions or concerns regarding this matter, you can contact us at halifaxltd.com or +112 678 6789.

Thank you for your continued loyalty and patronage.

Sincerely,

Bella Johansen

Halifax Ltd.v

Change of Billing Address Letter (Word Template)

Details
File Format
  • MS Word

Final Thoughts

When you send a change of billing address letter, you promote good communications with your vendors and customers. You also maintain your supply chain and convince the reader that they are important to your business. This can help your business grown and maintain loyal customers.

Always write this letter in a polite and professional tone. Keep your message short and to the point. If you are waiting for important correspondence, make sure to request that the reader send it to your new address.

Finally, always check that you have included the right address before sending your letter.


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