Introduction
An office relocation announcement isn’t just a formality—it sets the tone for the transition. When done well, employees feel informed, prepared, and reassured. When done poorly, it risks causing confusion and uncertainty.
This guide will help you craft a clear, timely message to keep employees engaged during your move. We’ll look at how to write an office relocation letter—and more ways you can announce your move to employees. We’ll consider growth and downsizing scenarios.
Before telling clients and vendors about your move, read our post on writing a business relocation letter.
What to Include in an Office Relocation Announcement
An effective office relocation announcement will include the following:
We’ve designed a checklist with key content and engagement ideas you can customize for your move.
1. The New Location
- Address: Provide the full address of the new office, including the floor and unit numbers.
- Accessibility: Mention physical and digital accessibility, proximity to public transit, and parking availability.
- Building details: Highlight relevant features like security, shared spaces, and amenities.
- Floor plan: Share workspace layout or department locations.
2. Reason for Moving
- Business rationale: Briefly explain why the move is happening (end of the lease, growth, cost efficiency, restructuring).
- Strategic goals: State how relocating supports future success.
- Impact on employees: Explain who is moving, staying, and any remote work adjustments.
3. Benefits of Relocating
- Office improvements: Better layout, enhanced collaboration spaces, updated infrastructure.
- Technology upgrades: Faster internet, improved IT setup, new meeting rooms.
- Work environment perks: Ergonomic furniture, natural lighting, break areas, on-site gym.
4. Timeline and Key Dates
- Packing and preparation: Dates to begin and finish packing.
- Moving days: Dates for various phases and the last day in the current office.
- IT and equipment: Dates that computers and equipment will be down and set up.
- New office: Dates to tour and move-in by department.
5. Employee Instructions
- Packing guidelines: What to pack, labelling requirements, how to pack moving boxes.
- Building access: Provide security procedures, keycards, or entry codes.
- Work protocols: Remote work arrangements or expected in-office presence during the move.
- Moving day expectations: Where to report, assigned moving groups, on-site support teams.
6. IT Notifications
- Downtime notifications: Expected interruptions in network or equipment access.
- Employee responsibilities: Instructions for securing and preparing computers.
- Setup support: Name who will assist with technical issues.
7. Support and Assistance
- Moving coordinator contact.
- IT support contact for setup and issues.
- HR or employee support contact.
When to Make Your Office Relocation Announcement
Timing is key when announcing an office move.
The size, the scope, and the distance of your move all impact the timing of your announcement. The farther or more complex your relocation is, the more notice you’ll want to give employees. People don’t need as much notice if you are moving within the same building. But once the decision is made, it’s time to communicate it.
Your office movers can consult on the best time to notify employees. Here are the general guidelines:
- Two to four months before the move (at least): Make the initial announcement.
- Every two weeks post-announcement: Follow up and issue updates.
- Two to four weeks before moving day: Provide final details and instructions.
- One to five days before moving: Send final reminders.
PRO Tip: When possible, involve employees in the decision-making process. They can contribute ideas in round table discussions, private interviews, or anonymous surveys. Their insights can help identify the needs of different teams and staff members. Considering those needs can help management gain support for the new workspace.
Why Write an Office Relocation Letter to Employees
As a formal business document, a letter conveys the importance of the move. It’s a signal from the organization that this transition matters. And it stands out from routine communication like email.
The purpose of your letter is four-fold:
- Inform staff of the upcoming change
- Provide essential details
- Address potential concerns
- Set clear expectations for the transition period
In most companies, an office relocation letter is a standard expectation. It may be the sole notification or part of a larger communication strategy.
Your letter should come from the top to underscore its significance. A signature from a manager, owner, or company head reinforces its authority.
How to Write a Relocation Letter
We’ll break down your letter’s two most important ‘soft’ attributes: clarity and tone. These aspects of writing give your letter its quality and feel.
Clarity
A clear message is easy to understand. As with all business communication, clarity is the priority.
Make your message easy to understand by using plain language, not jargon. Provide concrete details to avoid uncertainty and confusion about your move. The following examples show the difference between clear and unclear communication:
Clear: “Employees should finish packing their desk contents by 5:00 p.m. on Thursday, March 14. The office move will occur on Friday, March 15 at 9:00 a.m. IT will set up computer systems over the weekend and offer support to staff on Monday.”
Unclear: “Offices are relocating two weeks from Friday. Please pack your desks before the move. IT will help with computers afterward.”
The clear passage provides dates, times, and instructions in sequence. The unclear example leaves workers uncertain about what to do and when. And it requires more work on their part to figure it out.
Why clarity is important: Clear communication fosters trust. It maintains productivity and aids in a smooth transition to the new workspace.
Tone
The tone of an announcement is the feeling it conveys. A relocation announcement letter should help people feel comfortable and empowered during the change.
Calm, confident language can help you achieve a positive tone in writing. Emphasize solutions, benefits, and progress. Consider the following examples:
Reassuring: “We’ve prepared a detailed plan with professional office movers. Disruptions will be minimal to ensure an easy transition for everyone.”
Not Reassuring: “The move is complex and may cause significant disruptions. Be prepared for potential challenges.”
The reassuring sentence emphasizes preparation, support, and confidence. The other highlights potential problems without offering solutions or reliability.
Why tone is important: Your tone can offer support and mitigate stress. Or it could lead to low morale and decreased productivity.
PRO Tip: Use a tone appropriate to the circumstances of your move. If people will lose their jobs, don’t be overly positive about the change. Use an informative and understanding tone instead. Above all, be genuine and remain professional.
Content
Content is the information your letter contains. In contrast to clarity and tone, content focuses on what to communicate, not how to write it.
The sample letter below calls out the main sections of a letter and where to include key elements.
Recipient Information
Consider that employees may share the same first—and even last—names. In such cases, an address will avoid confusion.
Salutation
Use a professional greeting that addresses the employee by name (followed by a colon). Your company style will determine whether to use only their first or both first and last names.
Body
This is the main part of the letter. Summarize the details and business case for moving in one or two paragraphs. What you write depends on what employees know about the move already, how receptive they are, and how big the move is.
Remember, relocating is a positive step for the business. It could mean the company is growing; at the least, it is not closing its doors. Always focus on benefits as much as possible.
Address key issues like workspace features, proximity to public transit, and building amenities. Lay out the plan to date in detail. Expect questions and use your letter as an opportunity to answer common concerns.
If the company is downsizing, be sensitive. Address the change respectfully and provide ways for workers to ask questions and get support.
Outline the next steps and end on a supportive note in the final section of your letter.
PRO Tip: Ask a colleague to proofread your letter for accuracy. Fresh eyes can also identify errors in typing and spelling.
Other Iterations of the Letter That May Work for Your Company
- Post an announcement in a dedicated intranet section for easy access to moving documents.
- Announce your relocation in the company newsletter, then share updates with each new edition.
How Do You Announce an Office Relocation
While letters are both personal and professional, they may feel rigid. They might not engage everyone. Letters alone may not be enough.
A move involves packing schedules, IT setup, layout changes, and other logistics. For these reasons, companies can choose a mix of methods to announce their move—and to give updates.
A mixed media approach ensures all employees—those working in the office and remotely—get the message. Including conversational methods can offer reassurance and show leadership’s commitment to transparency.
Remember, your primary goal is to ensure clear communication and engagement. Put people first. Consider what employees need to know and what questions they might have.
PRO Tip: Decide on the best methods based on company culture, employee needs, and the circumstances of the move.
Hold a Meeting to Announce an Office Move
Meetings bring people together—in person or virtually—to strengthen relationships. They should make everyone feel valued and encourage open communication. That is a great place to start when discussing a major change.
Leadership-led meetings focus on the reasons for moving and outline the transition plans. And they allow employees to ask questions the management team questions in real time.
Meanwhile, team meetings can explain how the move will affect each department. They ensure everyone understands how the move impacts their daily work. They set a stage to discuss needs, updates, and responsibilities throughout the move.
Using both types of meetings can be most effective.
Keep the message clear, professional, and considerate in a downsizing scenario. As with a letter, the goal is to express a calm, confident tone.
A sample agenda in a downsizing scenario may look like this:
- Opening Remarks & Business Case (10 min.)
- Main Message & New Office Overview (10 min.)
- What It Means for Employees (10 min.)
- Next Steps & Employee Support (10 min.)
- Employee Q&A & Closing (15–20 min., depending on engagement)
Opening Remarks & Business Case
- Set the tone: address the reality of the transition with honesty and empathy.
- Explain the business case for the move.
- Acknowledge that change is always challenging and thank employees for their dedication.
Main Message & New Office Overview
- Be transparent while emphasizing how the company will move forward.
- Reinforce that support for employees is a priority throughout the transition.
- Introduce the new office location, including key features that support the company’s new needs.
What It Means for Employees
- Discuss changes in office setup, team structures, or remote work.
- If appropriate, address who will move and who will transition to remote work or other arrangements.
Next Steps & Transition Support
- Outline any severance, outplacement services, or career support for affected employees.
- Provide a timeline for each phase of the transition.
- Share a plan for continued communication.
Employee Q&A & Closing
- Provide an opportunity for questions to encourage open dialogue.
- Allow departmental heads or HR representatives to address concerns one-to-one.
Since this meeting is more sensitive, it’s best to allow extra time for questions and personal discussions afterward. You may also consider follow-up sessions for smaller groups or individual support meetings.
There is no such thing as too much communication in this scenario. The announcement should encourage open, supportive communication.
PRO Tip: Supervisors should hold personal discussions with affected employees if the business is downsizing. Meeting in person before making a general announcement shows respect and transparency.
Your relocation announcement meeting may include a presentation or handouts. Alternatively, you may make either of those the platform for your announcement.
Deliver a Presentation
A Zoom, Teams, or in-person presentation is a visual way to announce the office move. Charts, pictures, and other graphics can make information more accessible and digestible. And they are an appropriate choice for highly visual businesses. You can offer a live Q&A throughout the presentation to make it less one-sided and more interactive.
Here is a sample outline for a relocation announcement slideshow. In this scenario, we’ll assume the move is company-wide to accommodate a growing team.
Slide 1: Title Slide
- Announce the relocation with excitement.
- Feature an image of the new location.
- State the expected move-in date.
Slide 2: Why We’re Moving
- Use charts and graphs to illustrate the business case for moving.
- Add images and video to recall successful campaigns that contributed to company growth.
Slide 3: What to Expect
- Include a flowchart or table to map out a communications plan by audience and channel.
- Present the new office space with photos, renderings, or a video tour.
PRO Tip: Consistently use branded colours and tone of voice throughout the slideshow to achieve a professional look. Include memorable company and team photos to build company pride.
Slide 4: Key Dates & Next Steps
- Present a timeline for the moving process that highlights milestones.
- Visualize key project deadlines in relation to moving activities.
- Chart the transition and any interim workspace changes by department.
Slide 5: Questions & Support
- Theme related FAQs with infographics or use Q&A ‘cards’ (slides) to reveal answers to the questions you anticipate employees will have.
- Include HR and management contact information for employee concerns and guidance.
Slide 6: Closing Message
- Reinforce excitement and appreciation with a quote from leadership.
- Provide a QR code linking to additional resources for the move.
- Start a countdown timer to foster collective focus on achieving a shared goal.
Engagement Ideas
Make your presentation interactive by taking a live poll. Ask people to share what excites them most about the new office, then display their responses as a word cloud or sticky notes.
Incorporate games or prize draws to increase participation.
Provide a Relocation Kit
A relocation kit provides something tangible when the move still feels abstract. It can help employees visualize the transition and feel more prepared.
Your kit might include a formal letter from the company, written instructions, key dates, and details about the new office. Here are some more ideas on what to include:
Relocation kits are especially useful for workers relocating to a new part of the city, or a new town. They’re a great way to keep a range of non-digital resources about the local area well organized. People can do personal research and collect everything in one place.
Summary
Your office relocation announcement lays the foundation for a successful transition. Following these guidelines will help you create a communication strategy that keeps employees informed and engaged.
Remember to maintain open lines of communication throughout the entire moving process. And be prepared to address concerns promptly and transparently.
At Office Move Pro, our expert coordinators will help you create a clear plan to share with your staff to ensure a smooth move. We provide tools like detailed packing instructions, videos, checklists, and supplies to help your team complete their tasks efficiently. Get in touch today and get moving!
