Change of Address Notice
Tells customers and suppliers the business has moved.
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Dear Sir / Madam,
We are moving. From [date], our address will be: [new address].
Our telephone numbers and email addresses are unchanged. Please update your records, and send deliveries and correspondence to the new address from that date.
There will be no interruption to service during the move. If anything does go astray, tell us and we will sort it out quickly.
What is a Change of Address Notice?
A change of address notice tells customers, suppliers, banks and regulators that the business now operates from a new address, and from what date. It matters because deliveries, invoices, cheques and legal notices follow the address on file: a supplier who was not told sends goods to an empty unit, and a notice sent to your old registered office may still count as validly served. One dated notice, sent widely, closes that gap.
Any business that moves sends one: a shop relocating down the street, a practice moving to larger rooms, a company changing its registered office, a firm giving up an office for remote working and keeping only a correspondence address. The list of recipients is longer than most people expect — customers with open orders, suppliers with delivery routes, the bank, insurers, the landlord of the old premises, payment processors, couriers, the tax authority, the companies registry, licensing bodies and every directory that lists you.
Notifying customers is courtesy; notifying the state is usually a legal filing with a deadline. UK companies file a registered office change with Companies House and cannot use an address they have no right to. Indian companies file the relevant form with the Registrar of Companies and update GST registration. US entities file with the secretary of state and, separately, with the IRS. Australian companies notify ASIC. Deadlines and forms differ, and some are short, so check the current requirement with your own registry rather than assuming a month.
A notice to customers does not update any official register. Telling your mailing list is not filing with the companies registry, the tax authority or your licensing board, and it does not change the address on contracts that specify where notices must be sent — those usually need a formal notice under the contract's own notices clause. It also does not redirect post: arrange a redirection with the postal service and keep it running well past the date you think you need it.
What to put in a Change of Address Notice
These are the details this template asks for. Anything left blank is marked in red on the preview so you can see what is still missing.
| Field | What goes in it |
|---|---|
| Business name | For example: Barton Supply Co. |
| Your address | For example: Unit 7, Barton Road, Columbus, OH 43212 |
| Customer name | For example: Halliwell Interiors Inc. |
| Customer address | For example: 44 High Street, Columbus, OH 43215 |
| New address | For example: 588 Kinnear Road, Columbus, OH 43212 |
| Effective from | Free text |
| Other changes optional | For example: Our telephone number changes to +44 161 000 1111. Email addresses are unchanged. |
| Signatory name optional | For example: K. Srinivasa Rao |
| Signatory designation optional | For example: Honorary Secretary |
| Issued to (full name) | For example: James Whitfield |
| Their address | For example: 588 Kinnear Road, Columbus, OH 43212 |
How to write a Change of Address Notice
Lead with the new address and date
Put both in the first two lines: the full new address including unit, floor and postcode, and the date from which post and deliveries should go there. If there is a gap when neither address is staffed, say so and give the alternative. Everything else in the letter is secondary — a reader who takes only the first two lines away has taken the useful part.
Say what has not changed
Name the things people will worry about: company name and registration number, VAT or GST number, bank account details, phone numbers, email addresses, account managers, opening hours and terms. Bank details are the sensitive one — moves are a favourite pretext for payment redirection fraud, so state plainly that bank details are unchanged and that any request to change them should be verified by phone on a known number.
Tell each group what to do
Customers need to know where to visit and where to send payments. Suppliers need the delivery address, the goods-in hours and a contact for the gate. Banks and insurers need the correspondence address and, for insurers, the address of the risk. Write one core notice and add a short paragraph for each group rather than sending a single vague letter to everyone.
Update everywhere the address is published
Work through a list and tick it off: website footer and contact page, invoice and quotation templates, purchase order forms, email signatures, letterhead, business cards, map and directory listings, marketplace and payment profiles, social profiles, signage, and the address printed on your packaging. Stale addresses in these places generate misdirected post for years and undermine the notice you have just sent.
File the statutory changes on time
Separately from the customer notice, update the registers that matter: the companies registry, the tax authority, any licence or permit, professional registration, vehicle and insurance records, and your registered office or service address if you use one. Note each filing deadline and keep the acknowledgements. A missed registry filing can leave official notices going to an address nobody reads.
Common mistakes
- Sending the notice on the day of the move rather than two to four weeks ahead, so orders already in transit go to the old unit.
- Announcing new bank details alongside the new address, which reads exactly like the payment redirection fraud your customers have been trained to spot and gets your invoices held.
- Updating the website but not the invoice template, so every payment remittance keeps going to an address you no longer occupy.
- Forgetting the registered office or service address filing, which means official and court correspondence is validly served somewhere you will never see it.
- Cancelling the postal redirection after a month, when annual renewals, tax notices and dormant suppliers surface long after that.
Frequently asked questions
How do I write a change of address letter to customers?
Open with the new address and the effective date, confirm that phone numbers, email, bank details and terms are unchanged, say what customers should do differently — where to send payments, where to visit, where deliveries go — and give a named contact for questions. Keep it to one short page and send it by the channel that reaches them, which for most businesses is email plus a note on invoices.
How far in advance should I notify a business address change?
Two to four weeks is usual for customers and suppliers, longer where lead times are long or contracts require formal notice. Statutory filings run to their own deadlines, which are often much shorter and start from the date of the change, so check your registry's current requirement. Send a reminder in the week of the move and again a fortnight after.
Do I need to tell the tax authority and companies registry?
Yes, and these are usually separate filings from anything you send customers. Depending on where you are registered that can mean the companies registry, the tax authority, a VAT or GST registration, licensing bodies and professional registers. Each has its own form and deadline. Confirm the current requirements with each body directly rather than assuming one filing updates the rest.
Should the notice go by email or post?
Email for speed and reach, post for anything where you need evidence it was sent. Contracts that contain a notices clause often specify the method — written notice to a stated address, sometimes recorded delivery — and an email may not satisfy it. For key suppliers and landlords, send both and keep the proof of posting.
What should I do about post going to the old address?
Set up a postal redirection before you move and run it for at least a year, since annual renewals and tax correspondence only surface once. If you can, agree with the new occupier or the landlord to forward anything that arrives. Every time a redirected letter appears, treat it as a signal that one more organisation still holds the old address, and update it.
This page explains general practice and is not legal advice. Requirements differ between countries and, in some cases, between states — check what applies where the document will be used.