- If you are moving your business to a new place or opening a new branch, write a letter to announce this news. Be concise but provide as many details as possible about the location. Keep your tone informal.
- Announce the news. Then provide all necessary details like the address and when are you going to move/open a new branch. You can also mention the reason for shifting to a new location if it's appropriate.
- State your phone or fax number if they are going to change.
- You can include the direction or a map to the new location if it's necessary.
- Thank the customer for his/her patronage.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Due to the tremendous expansion in Tampa, we are proud to announce that we will be moving to a new destination on May 1. Our new address is 1700 Main Street, Tampa, where we will continue to give our customers the same friendly service as before. The new location allows us to give a wider range of products. We invite all our customers to our open house on the 5th of May. Celebrate our expansion with us. We still use the old number, call us on 111-222-111 for any queries.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Announce a new business location. Sample letter #3.
Further things to consider when writing announcement letters to customers
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.