Crafting a Letter for Address Change

• Opt for a simple business letter template featuring sections for the date, your address, and the recipient's address.
• If you intend to utilize business or personal letterhead for printing, ensure the chosen template accommodates it.

Mailing List Essentials
Recipient's full name
Complete postal address
Additional contact details such as phone number, email, or fax
Thoroughly review your mailing list to rectify any potential typos in names or addresses.

• If employing mail merge, adhere to the formatting directives specified in your word processor. Typically, enclose the desired column name from your spreadsheet in brackets, like 'firstname lastname.'

• Avoid using the 'Dear' salutation if some of your recipients are organizations, other businesses, or government agencies.
  Typically, this salutation is reserved for individuals.

• If you're drafting a letter for a change of address for your business, opt for a more formal closing, such as 'sincerely.' However, if you have a mix of personal and business contacts, you might want to go with something less formal, like 'thanks.'

• Avoid being overly verbose in your introduction. Keep the letter under a page, so it should be
  brief and to the point.

• Ensure you give your recipients enough time to receive the letter, update their records, and redirect any correspondence to the correct address.

Considerations
Potential Confusion with Previous Address: You might choose to include your old address, indicating the change from the old to the new one. However, be cautious as this could lead to confusion, especially with numerous business or government contacts receiving the letter. Incorrect information might inadvertently be transcribed by a clerk.
Notification of Other Changes: It's prudent to inform recipients about any other contact information changes and what remains unchanged. This becomes crucial if they need to reach you during the transitional phase.

Illustrative Examples of Pertinent Information
Temporary Business Closure: If your business will temporarily close for relocation, it's imperative to notify your recipients in advance so they can plan accordingly, whether they are customers, suppliers, or other clients.
Moving Sale: If you're hosting a moving sale, it's opportune to inform your recipients about it in this section.

• For instance, if your business is relocating, you might write, 'Thank you for your attention to this matter. I genuinely appreciate the value you contribute to this company and anticipate our continued collaboration.'

• This is
  particularly crucial if your business is undergoing relocation.
  You may prefer directing all queries or concerns regarding the relocation to a specific phone number or extension, or a designated email address.

• Consider crafting multiple letters if you have specific information relevant to each audience. This ensures each recipient receives only the information pertinent to them.

• Pay particular attention to the address to ensure its accuracy. Sending a change of address letter with an incorrect address could lead recipients to the wrong location.

• Review all fields to ensure consistency and accuracy. Confirm that the recipient's name and address in the address box match those in the greeting.

• If you have international contacts, consider providing advance notice two or three months in advance to account for international mail delivery times.