We recommend involving your employees in the relocation process from the start, whenever possible. That means including them in early discussions about moving.
If it's not feasible to involve everyone, consult with Human Resources so that you can factor in staff needs alongside company mandates when selecting a new office.
Regardless of how you involve your employees in the decision-making process, it’s important to issue an official letter once the decision to move has been finalized.
We suggest you avoid sending an office relocation email, because email is better suited to less formal communication. Instead, hold a face-to-face meeting where you can discuss the relocation and provide your staff with personally addressed letters documenting the news.
Read on for samples, and to download an office relocation letter template.
For help navigating an upcoming office relocation, contact us today.
Why Send An Office Relocation Letter to Employees
The main goal of an office relocation letter is to provide reassurance and clarity for your staff.
Moving offices can cause a great deal of stress. Concerns range from increasing commute times to fear of job loss. So your number one goal is to put people at ease. Make your staff aware of management decisions that affect their jobs in advance, to reduce gossip and stress.
Begin your letter with a brief introduction. Then clearly explain the reasons for moving.
If this is a positive step for your business, focus on the benefits of relocating. For instance: space, growth, convenience, cost savings and amenities.
If your company is downsizing, be sensitive. Don’t pretend it isn’t happening. Address the change respectfully and provide ways for employees to easily respond, ask questions, or connect with each other for support.
Tip: Use a tone appropriate to your situation. If people are losing their jobs, don't sound excited about the upcoming change. Rather, keep the tone informative and understanding. Above all, be genuine and remain professional.
Next, lay out a clear plan, as far as one has been decided.
A basic office relocation announcement will include:
- A general timeline with important milestones
- A target move date
- Staff responsibilities
- Applicable compensations
- A meeting date to discuss the announcement further
Here is a general office relocation letter template.
Download it now to get started. You can adjust this template to fit the unique circumstances of your move.
Then continue reading for more letter samples, layout suggestions, and tips.
A Sample Format for Writing Your Letter
Introduction: Begin with a brief statement that introduces the topic of your letter and provides context for the news that follows.
Due to company growth, we are expanding our sales and technical departments. As a result, we will be moving to a larger office in May.
This statement quickly tells the reader what is happening, and why. You may also wish to include a subject line that introduces the topic immediately. For example, Subject: New Office Location.
Body: This is the main part of the letter. In one or two paragraphs, summarize the details and business case for moving. How much you write will depend on how much your employees already know about the move, and how receptive they are. Try to anticipate their key questions, and use this as an opportunity to answer those common concerns.
We have procured office space in the newly renovated Regent Square commercial building at 123 Fourth Street. We will occupy the entire fifth floor, giving us ample space and technology upgrades to meet our current, and growing, business demands. A company-wide move will take place on Friday, June 20. By Monday, June 23, all departments will be set up in the new location. We have hired a team of professional office movers to help manage our move. With their help, we will provide you with more detailed information about packing and moving day expectations in the coming weeks.
Closing: Outline next steps and end on a positive note.
We will hold a meeting to discuss the upcoming relocation tomorrow at 9 a.m. in the conference room. On behalf of the entire management team, we encourage you to raise any questions in the meeting, as it will benefit everyone to hear the answers. For questions and concerns of a personal nature, please meet with Darlene Shultz, Director of Human Resources, or with your direct supervisor. We are committed to supporting you during this transition.
Salutation and Signature: Sign off your letter with a professional salutation like ‘sincerely’ or ‘regards’. A handwritten signature provides a personal touch.
Additional Tips for Writing a Letter to Employees About Office Relocation:
- Draw attention to key dates by bolding or highlighting them
- Use official company letterhead, not email
- Be as specific as possible
- Designate contacts
- Be professional
Commit to keeping staff updated. Start by scheduling regular meetings to discuss the status of your office relocation. This is a great opportunity to form committees so that staff become active participants instead of mere observers, which brings us to your next objective.
Your Secondary Purpose Is to Engage your Employees
This information may be best delivered in a followup letter to employees about office relocation tasks. Assign jobs, then provide instructions and tools to help your staff complete them.
Followup communication can be handled by email once a firm timeline has been established.
Outline responsibilities including:
- Staff assignments
- Packing deadlines
- Packing instructions
- Computer downtimes
- Work expectations
- Company limitations and employee allowances for moving
- Collection of security badges, parking passes, and keys
- Transportation and parking notices
- What to do after arriving at the new location
At Office Move Pro, we provide detailed packing instructions for everything from desk contents to technical equipment and artwork. And our move coordinators will help you create a clear plan that you can share with your staff so that moving day goes as smoothly as possible.