Who to Notify When Moving Office: The Checklist and Templates
When you move office, the building is only half the job. The other half is telling the right people where you have gone. Miss a few and post goes astray, invoices bounce, and a client turns up at an address you left weeks ago.
This is a save-and-share checklist of everyone to notify, in the order that matters, plus a change-of-address template and client wording you can copy straight into an email. Keep it open as you work through your move.
Your office move notification checklist
Work down this list and tick each one off. The timing column is a guide, so bring anything with long lead times forward.
| Who to notify | What to update | When |
|---|---|---|
| Clients and customers | Your new address, with reassurance that the team and service stay the same. | 4–6 weeks before |
| Suppliers and contractors | Delivery and billing addresses so goods and invoices follow you. | 4 weeks before |
| HMRC | Your business address for tax records. You can tell HMRC about a change to your business online. | Around the move |
| Companies House | Your registered office address if you are a limited company. Tell Companies House about changes. | Around the move |
| Bank and card providers | The business address on accounts, statements and card records. | 2–4 weeks before |
| Insurers | Premises, contents and liability cover for the new address. | Before move day |
| Utilities | Closing and opening meter readings, and account addresses at both sites. | Move week |
| Telecoms and internet | Transfer or install phone lines and broadband at the new premises. | 6+ weeks before |
| Landlord or agent | Notice on the old premises and the paperwork for the new one. | Per your lease |
| Staff | New address, travel and parking details, and the move-day plan. | Early and often |
| Directories and online | Google Business Profile, your website, email signatures, social profiles and industry listings. | Move week |
| Royal Mail | Set up a redirect as a safety net for anything you miss. | 1–2 weeks before |
Change-of-address template
Use this for suppliers, contractors and general contacts. Copy it, drop in your details, and send.
Subject: Our new business address — [Company name]
Dear [Name],
Please note that from [date], [Company name] is moving to a new address:
[New address]
Our phone number and email address stay the same. Please update your records so future correspondence, invoices and deliveries reach us without delay.
Thank you,[Your name], [Company name]
Client notification wording
Clients want reassurance as much as an address. Keep it short, warm and clear that nothing about working with you changes.
Subject: We’re moving — same team, new address
Hi [Name],
We wanted to let you know that [Company name] is moving to a new home from [date]. Our new address is:
[New address]
Nothing else is changing. You will deal with the same team, on the same phone and email, and it is business as usual throughout. If you send anything by post, please update our address from [date].
Thanks for being with us. We are looking forward to welcoming you to [town or area].
Best wishes,[Your name]
Easy ones to forget
A few small updates cause the most hassle when they slip. Set a Royal Mail redirect as a backstop, tell your local council so business rates go to the right place, and update your Google Business Profile the moment you move so customers and maps show the correct address. Refresh your website footer and email signatures on the day too, since those are the addresses people copy most.
Planning the move itself
The admin is easier when the move is well organised, so the two go hand in hand. If you are still mapping out the timeline, our office move checklist covers the survey, IT, furniture and move-day plan alongside this notify list.
When you are ready to move, our business relocation service handles the furniture, IT and setup so your team is back at work quickly. You can see the full commercial and office removals service, and the survey is free.
Frequently asked questions
Moving office soon?
Get the notify list working alongside a well-planned move and the whole thing stays calm. Tick these off as you go, and let the removal side be handled by a team that does business moves week in, week out.
Tell us about your premises and timeline, and we will arrange a free survey and a clear, written quote.
