How to Write a Letter for Change of Address

This article was co-authored by wikiHow staff writer, Jennifer Mueller, JD. Jennifer Mueller is a wikiHow Content Creator. She specializes in reviewing, fact-checking, and evaluating wikiHow's content to ensure thoroughness and accuracy. Jennifer holds a JD from Indiana University Maurer School of Law in 2006.

This article has been viewed 1,467,936 times.

Whether you're moving yourself and your family or relocating your business, you may want to write a formal letter for change of address so all of your contacts have your new address. Particularly if you're relocating your business or writing to business contacts, you want to maintain a particular format. Choose a standard business letter format (mailed from your current address) that includes the date your address change will be effective, your new address, and your contact information to answer any questions. For friends and family members, you may want to send a handwritten postcard rather than using a formal letter. [1] X Research source

Best Address Change Letter Format

Opt for a business letter format with your current address in a left-justified block followed by the date and the recipient’s address in another block. In the body of the letter, explain that you’re changing addresses and list the effective date of the change. Include your new address and contact information.

Sample Change of Address Letters

Part 1 of 3:

Formatting Your Letter

Look for a business letter template. If you're typing your letter on your computer, check for templates in the word processing application you're using.

Use a basic business letter template that has blocks for the date, your address, and the address of the recipient.
If you have business or personal letterhead that you plan to use to print your letter, make sure the template you use has room to accommodate that.

Create a mailing list. The easiest thing to do, especially if you are sending your letter to a long list of recipients, is to create a mailing list on a spreadsheet. You can then use the "mail merge" function on your word processing app to populate the fields on your form letter. [3] X Trustworthy Source Microsoft Support Technical support and product information from Microsoft. Go to source

Mailing List Checklist
First and last name of the recipient
Complete mailing address
Any other contact information i.e. phone number, email address, fax
Proofread your mailing list carefully to make sure you haven't made any typos in entering anyone's name or address.

If you're using mail merge, follow the formatting guidelines set forth in your word processing app. Typically this means enclosing in brackets the name of the column from which you want the app to pull data from your spreadsheet, such as "firstname lastname."

Avoid using the "Dear" greeting if some of your recipients are organizations, other businesses, or government agencies.

Complete your closing. When formatting your letter, it's typically best to go ahead and get your closing down first and then draft the body of your letter. The word you use in closing will

depend on your relationship to the recipients.

If you're writing a letter for change of address of your business, you'll want a more formal closing, such as "sincerely." However, if you have a mix of personal and business contacts, you may want to go with something less formal, such as "thanks."

Advertisement Part 2 of 3:

Drafting Your Letter

Don't get too wordy with your introduction. You want to keep the letter under a page, so it should be brief and to the point.

Provide a date when the change will take place. Along with your introduction, you need to let your recipients know

exactly when they need to start using your new address rather than your current one.

Make sure you're giving your recipients enough time to receive the letter, update their records, and get any letters out to the proper address.

List your new address. Provide your recipients with the new address they should use for all correspondence with you in the future. Typically it's best to format it the way it should be formatted on the envelope, so it's easy for them to note and copy. [9] X Research source

Considerations
Confusion with old address: You can include your old address as well, for example by saying your address has changed from the old address to the new address. However, keep in mind that this might be confusing. Particularly if you have a lot of business or government contacts to whom you're sending the letter, the wrong information could be copied inadvertently by a clerk.
Inform of any other changes: It's also a good idea to let your recipients know what, if any, other contact information will be changing and what will stay the same. This is especially important if they need to get in touch with you during the transition.

Include any other relevant information. Depending on the circumstances of your move, there may be other information that your recipients need to know, such as if others also are moving with you, or whether your business will remain open during the move. [10] X Research source

Examples of Relevant Information
Business closure: If your business will be closing for a brief period to relocate, you need to inform your recipients of this so they can plan in advance, whether they are customers, suppliers, or other clients.
Moving sale: If you're having a moving sale, this might be a good place to let your recipients know about that as well.

For example, if your business is relocating, you might write "Thank you for your attention to this matter. I greatly appreciate the value you add to this company and look forward to continued work with you."

especially important if your business is relocating.

Consider several letters if you have any relevant information you want to include that only applies to one audience. This way no one is getting any information other than what they need.