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.
- 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
This is a template for writing your Change of Address letter that includes the outline and fillable sections to make it quick and easy to send out multiple letters with just a few edits and changes to the basic format. It can be used for multiple situations.
{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
This is a sample letter to give you a few ideas of how to get started and what your Change of Address Letter should look like. Reading sample letters is an excellent way to gain a sense of the style and wording that is used in a professional letter.
John C. Smith
596 Applebee Street, Portland, OR 95098 – (541) 879-0986
Johncsmith@email.com
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
This letter is sent to your local post office to inform the postmaster of your new address. It should include the date to let them know when any mail that comes in should be forwarded to your new address. There are time limits on this service so it’s wise to complete this step when your new mailing address becomes valid.
Change of Address Letter for School
Schools and colleges where you, your spouse, or your children attend need to be informed of the new address and the date that it takes effect. This can prevent mail being returned to the institution as undeliverable.
Business Change of Address Letter
When your business changes address your clients and business contacts need to be informed of the changes. This will include the new address and when the changes will take effect.
Change of Email Address Letter to Bank
This is a letter that notifies your financial institution of a change in your email address. It should be sent when your new email address is activated with a request to update their records to prevent missed notifications.
Change of Email Address Notification to Clients
Business owners must send a change of email notification to clients to provide them with the new email address as soon as the address becomes active.
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.
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