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Orchestrating a move for your company requires careful attention to the details, and these details go beyond packing up shop and moving everything to the new locale. You don't want to inconvenience the vendors and clients you depend upon to make your business a success. The following tips can help ensure everyone that needs to know is notified of your move.

Make a List

This may seem like common sense, but it's the best way to make sure no one is missed. Begin gathering names as soon as you are aware of the move, and preferably at least three months in advance. You will want a list of all current vendors and clients, along with the contact information of past vendors and clients going back a year or two. You don't want to lose contact with an infrequent client because they can't find you when they decide they need your services again.

Don't overlook anyone that interacts with your company. Make sure you contact everyone, from the guy that plows the parking lot in January to the service that repairs the AC in July.

Create a Letter

In business, your moving notification mailer is known as the relocation letter. Generally, you will have two letters – one for clients and one for everyone else. The client letter should detail the reason for your move. This is so they know your business is still successful. So if you're moving to a bigger location or a location with better access, this is your chance to let your clients know. Depending on your business type, it may even be appropriate to include a grand re-opening coupon in the mailer.

For vendors and other business contacts, you will only need to send a short and sweet business letter with the details of the move, along with a request to update their address books. Get both the client and vendor letters in the mail three to six weeks before the move.

Follow It Up

Although you don't need to follow up with your clients, it's a good idea to follow up with your current vendors. A simple phone call or email, depending on which communication method is usually used, is sufficient. Otherwise, you may find out they updated your address in the billing department, but your new address didn't make it into the files over in the delivery department.

Finally, make sure that you cross-post your moving information to as many places as possible. Have your employees update their email signature lines with your new business address, and place a notification of the move on your company website and social media sites. Doing your best to inform everyone of your impending move will help you make it to your new location with a minimal loss of business. To learn more, contact someone like Bekins Van Lines Inc.