There are a few documents you need to prepare when moving to a new address, and a change of address letter is probably the most crucial among those. Change of address letters are essential for notifying friends, relatives, and business contacts whenever you relocate, whether for personal reasons or business purposes. It doesn’t matter whether it is a business address, or a home address you are changing, you need to inform all interested parties about your address change in due time. That will ensure neither of you experience interruptions in communication or services. In addition to following the address letter template, you need to follow a few simple tricks and principles if you want to craft the perfect change of address letter.
Change of Address Letter – the basics
A good, plain structure is the foundation of a change of address letter that does the job right. There is a formal change of address format that you can follow for optimal results. It is crucial to ensure that all information in the letter is complete and correct before sending it.
The change of address letter should include the so called address block that has:
- Current Address
- New Address
- Date the letter was written
- Recipient’s address
Don’t miss the purpose of the letter
Your opening paragraph should clearly state the purpose for which you are writing such a letter. A sentence as plain and simple as “I am writing to notify you of my address change” will set the tone of the letter, and includes all key words necessary for the recipient to know your goal.
Include all the necessary details
Repeat all the necessary details from the address block in the text of the letter as well – new address, previous address, date when the change of address takes place etc. If you are moving your business address, make sure to include all clients and/or business contacts that you’d wish to inform.
The Formal Letter Tone
Don’t forget that you are writing a letter that will be included in the archives of government agencies, business associates and financial institutions. Be polite and follow a clear structure that is suitable for an official document.
Request a Confirmation
It would be a really good idea to request that the recipient confirms that they updated their records. It can be as simple as a kindly request along the lines of “Please confirm that you’ve updated you records accordingly.” Additionally, make sure to be available to answer any questions they may have.
Further information you can offer
You may not including additional details in the letter itself, but you should certainly leave the door open for the recipient to request such. Encourage them to contact you in case you need any further details on the matter. It is also important to be aware of specific notification requirements for different recipients to ensure a smooth transition.
Formal Closing
“Sincerely” and “Best Regards” are the most common phrases that are used for a formal closing of any official letter, so don’t hesitate to use namely those.
It is important to sign the letter to maintain its legal efficacy.
Change of Address Letter – an Example and Template
[Your Name]
[Your Current Address]
[City, County, Postcode]
[Date]
[Recipient’s Name]
[Recipient’s Address]
[City, County, Postcode]
Subject: Change of Address Notification
Dear [Recipient],
I would wish to formally notify you of my address change. As of (date), my new address is going to be:
[New Address]
[City, County, Postcode]
Please update your records to include my change of address. Should you require further information, don’t hesitate to contact me at (email/phone number).
Best regards,
[Your Name]
Download the change of address template for free
Notifying Various Recipients
Some specific recipients, like the postman for example, will need additional efforts in order to notify them about your change of address. In the instance with the postman, you can visit your local post office to tell them about your move. Alternatively, you can submit online your address change letter, so that you get your mail forwarded to your new address.
Additionally, certain organisations, such as HMRC and the DVLA, have specific requirements and prescribed processes for notifying them of a change of address.
Business contacts and customers
Businesses, clients, business associates, and other contact information holders that are part of your database should receive a change of address letter as soon as you start preparing for your office move. A printed letter will add a nice personal touch, but for large operations, sending an email with the advanced notice will work much better.
Government Agencies and Financial Institutions
Government agencies and financial institutions will ask for an official change of address letter for their records. Some of them require that you submit one more than a month prior to the move, so make sure that you follow the guidelines and timetables not only for writing, but for sending them as well.
It is crucial to file the change of address letter to ensure that your updated address is reflected in official records.
Some Common Mistakes
Since a change of address letter is an official document, you would want to avoid some of the most common mistakes people make when crafting them. Making grammatical or spelling errors is an absolute no-no in such a situation, so you need to proofread your letter at least a couple of times to make sure it is perfect. Some people forget to include the date of the address change, which more or less makes the letter useless – almost as much as missing to include a necessary recipient to the information about your address change. Delaying sending the letter to the last minute possible is another common mistake – you should give all interested parties an advance notice in case you need to adjust their records.
Without accuracy, there would be no point in sending the letter at all.
Why is matters
The change of address letter is an important piece of documentation when dealing with clients, business contacts, government agencies and financial institutions. Crafting one is not hard when following a clear letter template and it will ensure that all your future correspondence arrives at the right place once your move is completed. It is essential to maintain communication with all relevant parties to avoid confusion and reflect professionalism.
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About the Author:
Kim Jacobs
Kim Jacobs is a removals coordinator with over 11 years of experience as part of the Get man and van team and other firms in the home and office relocation industry in London. Before joining our company, Kim has worked in various logistical and transportation companies and institutions such as Transport for London, The Removals Ombudsman, and has coordinated moving projects with some of the biggest suppliers of various goods such as IKEA, HomeBase, Amazon, Sainsbury's and others. While working as a chief removals coordinator, Kim also enjoys sharing her expertise with others through writing in our blog.
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