Moving to a new office is an exciting step for any business, but it’s also a big change that can bring uncertainty for employees and clients alike. That’s why having a strong communication plan is essential. Whether you’re expanding, downsizing, or relocating for logistical reasons, clearly communicating your plans will help maintain trust, reduce disruptions, and facilitate a smooth transition. 

A well-planned office move announcement reassures your employees, keeps your clients informed, and helps everyone look forward to the opportunities that come with the change. Achieving this doesn’t happen by accident. It requires a clear understanding of who you’re communicating with and what they need to know. Below, we’ll explore the key considerations that influence effective office move communication and how to approach them with confidence.

Factors affecting office move communication

Company size

Larger companies often require a more structured and formalised office move communication plan due to the number of employees, clients, and stakeholders involved. In contrast, smaller businesses can take a more personal approach, with direct communication from management. Regardless of size, every business should have a clear communication plan that ensures no important details are overlooked.

Audience type

Various departments may require different types of messaging, but all employees need clear office move instructions, including packing guidelines, IT transition plans, and guidance on how their daily work will be affected. Those departments also need to know how aspects like relocation timings or any potential disruptions may affect them specifically. Clients need reassurance that services will continue without disruption. Tailoring the communication approach for each audience brings clarity and prevents misunderstandings.

Reason for the move

The messaging around your office relocation should reflect the reason behind the move. If you’re expanding, the focus should be on growth and new opportunities. If you’re downsizing, transparency and sensitivity are key. Clearly explaining the reason for the move helps manage expectations and gain support from all stakeholders.

Brand identity

Your office move announcement should align with your company’s tone of voice and brand identity. Whether your brand is formal and corporate or warm and approachable, keeping communication consistent helps reinforce stability and professionalism during the transition.

Legal and compliance requirements

Certain industries may have regulatory requirements when changing locations, such as updating registered addresses with Companies House, notifying HM Revenue & Customs (HMRC), and informing relevant local authorities. Businesses should check compliance with data protection laws, such as the UK GDPR, particularly if sensitive customer or employee data is being relocated. Additionally, employers must adhere to the Employment Rights Act 1996, which mandates consultation with employees regarding significant workplace changes. Check for any legal obligations specific to your industry and make sure that all necessary office move notices are sent out in a timely manner to avoid disruptions or penalties.

Why research and planning are essential when communicating relocations

Before any office relocation announcement is shared, organisations need a clear understanding of what is changing, who is affected, and when those changes will occur. This includes practical considerations such as timelines, access arrangements, and any changes to ways of working.

Effective planning means answering key questions upfront: why the organisation is moving, what success looks like, and how the move will affect people day to day. When this groundwork is done properly, communication becomes proactive rather than defensive. It allows leadership teams to anticipate concerns, prepare consistent messaging, and avoid gaps that lead to speculation.

For larger or more complex moves, planning communication alongside logistics is critical. Partnering with a specialist such as Restore Harrow Green ensures communication reflects operational reality, particularly where phased moves, temporary office storage, or specialist environments are involved. This alignment reduces pressure on internal teams and builds trust from the outset.

How do you announce an office relocation?

The most effective announcements are timely, transparent, reassuring and clearly led from the top. Rather than presenting the move as a sudden change, it should be positioned as a well‑considered business decision supported by a clear plan.

For employees, the first announcement should ideally be delivered by senior leadership, either in person or via a company‑wide briefing, followed by written confirmation. This ensures context is provided and questions can be addressed early. For external audiences, a new office location announcement should focus on continuity, professionalism and service stability.

Many organisations support this stage with a structured moving office email that can be adapted for different audiences, maintaining consistency while allowing for tailored detail where needed.

Why it’s important to get a relocation announcement right

The first office relocation announcement sets the tone for the entire move. The first message, if handled poorly, will surely build uncertainty, spread rumours, and dip confidence. Delayed or vague announcements tend to spark resistance to change and disengagement among staff.

A clear and timely announcement is evidence of transparency and sound leadership. For the employees, this shows that they are being listened to. For clients and partners, it reinforces organisational stability. Getting this right creates a single reference point for future updates, reducing confusion as the move unfolds.

Announcing an office relocation to customers

The customer is most concerned about continuity and access. Therefore, the customer relocation notice must be very simple, short, and supportive. The information that should be headlined is the date of relocation, the new address, and an affirmation that the services will remain uninterrupted.

This is often accompanied by a website update, revised email footers, updated invoices, and changes to customer portals. Where applicable, it’s beneficial for an organisation to promote any operational enhancements, such as upgraded facilities or enhanced logistics. Restore Harrow Green often assists companies with this business relocation phase, ensuring that the transitional work doesn’t impact the customer experience.

Announcing an office relocation to clients

In general, a relocation notice to clients needs a more personalised approach. Long‑standing or high‑value clients may need more notice, named contacts, and reassurance over meetings, deliveries, or data security.

A strong method combines direct calls by managers with written communications. This will make the client feel informed, not hassled. The message should be long-term service quality and business continuity enhancement, not a disruption.

Office move communication template

A reusable relocation announcement template keeps the messaging consistent while allowing audience-specific details. A good template should cover the purpose of the move, key dates, new address, what changes and what doesn’t, and clear contacts for questions. Below is a practical office move communication template that can be adapted for employees, clients, and suppliers:

Dear (Employees / Clients / Partners),

We are writing to inform you that (Company Name) will be relocating our office to a new location. This move forms part of our wider plans to (A brief reason for the move, support business growth, improve facilities, consolidate operations).

Our new office address will be: (Full Address)

The relocation is scheduled to take place on (Move date). We do not anticipate any disruption to our day‑to‑day operations during this period, and our teams will continue to support you as usual.

What this means for you: (Brief explanation of any changes, e.g. access arrangements, meeting locations, delivery instructions) (Confirmation of what will remain the same, e.g. contacts, service levels, opening hours)

If you have any questions or require further information, please contact (Name / Role) at (Email / Phone Number). We will also continue to share updates as the move progresses.

Thank you for your continued support as we prepare for this next stage. We look forward to welcoming you to our new workspace.

Kind regards, (Name/ Job Title/ Company Name)

Essential skills for communicating an office move

Knowing how to communicate during office relocation relies on a balance of technical competence and human awareness. Beyond writing announcements, teams must coordinate channels, manage feedback and respond calmly to uncertainty. This is where professional support and structured processes make a measurable difference.

Different channels serve different purposes during an office move. Face‑to‑face briefings and town halls are ideal for major milestones, while intranet hubs and FAQs provide a single source of truth. Email remains critical for formal updates, including the office relocation announcement to employees, while collaboration tools can be used for reminders and quick clarifications.

It’s important to note the value of visual and experiential tools, such as site tours, videos and floor plans that help employees understand what is changing. For larger moves, having a central communications lead working alongside the move project manager ensures that messaging aligns with operational reality. Restore Harrow Green’s office move project management service supports this joined‑up approach, helping organisations coordinate communication alongside logistics, storage and phased relocations.

Best practices for communicating an office move

Best practice goes beyond simply sending updates. It should entail a strategic format, consistent repetition, and empathy. Through various communication methods, diverse groups are addressed, and the various learning styles of people are met. This should be supported by regular meetings, surveys, and question-and-answer sessions, which give employees and stakeholders a clear opportunity to raise concerns and see that their feedback is being actively considered.

In the case of complex moves undertaken by organisations, such as multi-location offices or speciality spaces including labs, by drawing on the practical experience in both office and laboratory moving at Restore Harrow Green, communication can incorporate more realistic plans regarding IT, equipment, storage, and business continuity.

• Use multiple communication channels: This should be done using multiple channels: email for formal announcements, meetings for discussion, social media and website for broader reach, and instant messaging or intranet for internal updates.

• Create a centralised information Hub: A centralised hub, such as a webpage or intranet section, with FAQs, key timelines, contact details, maps, and logistical information, guarantees that employees and clients can easily find relevant details about the move.

• Encourage two-way dialogue: Encourage feedback through Q&A sessions, surveys, and meetings. Establish a designated contact point for queries so that everyone feels heard and supported.

Tips for communicating the benefits of an office move to employees and clients 

Framing the move positively requires credibility as well as optimism. Employees want to know how the change will affect their daily working lives, while clients want reassurance that standards will be maintained. Highlighting tangible benefits, such as improved collaboration space, better accessibility or more efficient workflows, makes the message more believable.

Where possible, link these benefits to wider business goals, such as growth, sustainability or improved service delivery. This helps people see the move as part of a long‑term strategy rather than a short‑term disruption.

• Tip 1: When sharing the news about an office move, focus on the exciting possibilities it brings. 

• Tip 2: Highlight how the new space offers better facilities, more convenient commuting options, and fresh opportunities for growth. 

• Tip 3: For employees, showcase how the updated environment fosters collaboration, comfort, and productivity. 

• Tip 4: For clients, reinforce the message that the move strengthens service delivery, improves efficiency, and enhances their overall experience. By presenting the move in a positive light, you help everyone embrace the change with enthusiasm and confidence.

Common communication errors in office relocations

Common pitfalls include communicating too late, sharing too much detail too early, or relying on a single channel. Some even refer to these as the “deadly sins” of relocation comms. Each can be avoided with planning, clear ownership and realistic scheduling.

• Starting early with high‑level messaging prevents rumours, while phased updates stop people from feeling overwhelmed. 

• Assigning responsibility for managing employee relocation comms ensures consistency, particularly during periods of change or uncertainty.

• Errors are best addressed through structure and accountability.

• Appoint a communications lead, align messages with the move programme, and review feedback regularly. 

• Where capacity is limited, working with a specialist partner such as Restore Harrow Green allows internal teams to stay focused on core operations while experienced professionals manage both logistics and communication. This integrated approach reduces risk and supports a smoother transition overall.

What kind of concerns may clients or employees raise about an office move?

Employees might be concerned about longer commutes, adjusting to a new workspace, or disruptions to their daily routines. Clients may worry about service continuity, accessibility, or communication gaps. The best way to address these concerns is through open and honest conversations. Offer solutions like flexible work arrangements, detailed transition plans, and clear points of contact for any questions. Reassure everyone that their needs have been considered and that the move is designed to bring long-term benefits. Keeping the conversation positive, proactive, and transparent will help ease anxieties and build trust in the transition.

An office communication plan template

Communicating with employees

• Six months before the move: Announce the move internally with a company-wide meeting, email, or video message. Explain the reasons for the move and the benefits it will bring. Create an office move communication plan template and designate a team to manage employee concerns.

• Three months before the move: Provide employees with detailed information about the new office, including its location, layout, and facilities. Address logistical concerns such as commuting options, parking, and workspace arrangements. Schedule office tours or virtual walkthroughs to help employees visualise their new environment.

• One month before the move: Share office move instructions for employees, including packing guidelines and IT setup plans. Check that employees know their responsibilities during the move and what to expect in the new space. Conduct Q&A sessions or one-on-one meetings to address any last-minute concerns.

• Moving week: Make sure that IT infrastructure is in place so employees can resume work seamlessly. Provide guided tours or onboarding sessions in the new office to help employees settle in. Offer support for employees adjusting to the new environment.

• Post-move: Gather feedback through surveys or informal check-ins to assess how well the transition went. Address any remaining operational issues. Celebrate the move with a welcome event to boost morale and reinforce team cohesion.

Communicating an office move to clients

• Three months before the move: Send an official move office notice via email and newsletters. Update your company website and social media pages with key relocation details. Reassure clients that services will continue without disruption.

• One month before the move: Share logistical details, including your new address and any changes to contact information. Provide a point of contact for any client concerns regarding the transition. Send out another notification to employees and clients who may be impacted by the relocation.

• Moving week: Update business listings, email signatures, and online directories with your new address. Share updates on social media, including behind-the-scenes photos of the move.

• Post-move: Send a follow-up email to clients confirming that the move was successful and thanking them for their patience. Consider hosting an open house or networking event at your new office to engage with clients in a positive way.

Restore Harrow Green are experts in office relocations

A well-structured office move communication plan provides certainty that employees and clients remain informed and engaged throughout the transition. By approaching communication with clarity, warmth, and transparency, businesses can turn an office relocation into an exciting new chapter for all involved.
If your company is planning an office move, Restore Harrow Green’s expert team can support you every step of the way. From planning to execution, we ensure a seamless and stress-free relocation. Contact us today to find out more!