Sending a business relocation notice goes much further than just giving your new address. It determines whether your customers and suppliers will be able to find you after your move. And whether they will want to do business with you at all.

FAST TO

Reporting your move is simple

At Moving, we see it happen regularly. Companies that communicate their move poorly lose up to 40% of their customers. That doesn’t have to happen. With the right approach, you can maintain all relationships and even grow during the move. This guide shows you exactly how to do that. You’ll learn everything about writing moving notices, arranging address changes, and executing your move without stress.

Moving is easy

A business relocation notice tells your business contacts that you are moving. That sounds simple. But there is a lot more to it than you think. Including your new address and phone number is just the beginning. A good relocation notice ensures that your customers continue to trust you. It shows that you are professional. And it prevents important mail from getting stuck at your old address.

What should your business relocation notice at a minimum contain?

Your new business address with postal code
New phone numbers and email addresses
The date you move
How people can reach you during the move
Your Chamber of Commerce number (this usually remains the same)

The biggest difference with a private moving card? With a business relocation you have legal obligations. You must inform certain authorities within eight days. Otherwise you will receive a fine.

Example: Law firm Jansen & Partners from Utrecht learned this the hard way. They forgot to report their change of address to the Dutch Bar Association. Result: a fine of €1,350 and a lot of hassle with the disciplinary committee.

When do you have to report a change?

Not every business relocation requires the same approach. Let’s look at the four main situations:

Permanent relocation

You close your old office permanently and open in a new place. This is the most common situation. Here all legal rules apply and you have to inform everyone.

Temporary establishment

Sometimes you have to be somewhere else temporarily. For example during a renovation. Then you also send a moving notice. But you emphasize that it is temporary.

Open additional branch

Is your business growing? Then you might open a second office. Inform your customers about which branch they should go to.

Merger or acquisition

A merger often creates a new legal entity at a new address. This requires the most extensive communication.

Type of move	How far in advance to communicate	Legal deadline	Who to inform
Permanent	6-8 weeks	8 days (kvk)	Everyone
Temporary	2-4 weeks	No	Relevant parties
Additional location	At opening	8 days (kvk)	Specific customers
Merger	12 weeks	8 days (kvk)	All parties

How does the moving service for companies work?

A good moving service does much more than just lift boxes. They make sure that you can get back to work at your new address on Monday.

Step 1: Exploratory meeting (8-12 weeks before moving)

A moving consultant will come by for an intake. He will make an inventory of everything that needs to be taken along. From the coffee machine to your server rack. Based on that, you will receive a detailed quote.

Step 2: Planning and preparation (4-6 weeks before moving)

The moving team makes a meticulous plan. Which items go first? How do they pack your computer? When do they reserve the elevator? Everything is thought out in advance.

Step 3: Packing and preparing (1-2 weeks before moving)

Fragile items are given special packaging. Computers are placed in antistatic covers. Important documents are placed in secure safes.

Step 4: The move itself

On the big day, a team takes care of disassembly, transport and assembly. You can often follow the progress live via an app.

Step 5: Aftercare (1-2 weeks after moving)

Good movers call again to ask if everything went well. Any damages will be dealt with.

A real-life story: Amsterdam-based software company TechnoLogic had to weekend moving. From Friday night to Monday morning. “I was afraid we would be without internet for days,” says director Mark van der Berg. “But Monday morning at 8:00 everything was operational. Our customers didn’t notice anything.”

The benefits of the moving service for business relocation

You can also organize your business relocation yourself. But that usually costs more than it brings in. We often see companies make this mistake.

You save a lot of time

A professional team will move your office five times faster than if you do it yourself. What takes you a week, they can do in one day.

Much less chance of damage

Movers know how to transport fragile items safely. They have special packaging materials and technology. The damage percentage for professional movers is around 2%. If you do it yourself? Then it is around 20%.

Comprehensive insurance

Professional movers have insurances up to €2 million. If something breaks, it will be reimbursed. With a do-it-yourself move, you are responsible for all damage.

Minimal business interruption

By planning the move smartly you can continue working. Many companies move during the weekend and are fully operational again on Monday.

Aspect	Do it yourself	Professional service	Difference
Execution time	5-10 days	1-2 days	80% faster
Risk of damage	15-25%	2-5%	70% less
Business interruption	3-7 days	0-1 day	90% shorter
Total costs	€15.000-25.000	€8.000-15.000	40% cheaper

Case study: An accounting firm in Rotterdam was torn between doing it ourselves and hiring a moving service. “We thought we would save money by doing it ourselves,” says partner Lisa de Wit. “But when we added up all the costs – the van, packaging materials, outsourced work – it came out much more expensive. Plus our employees were not productive for a week.”

Moving service options and package offerings

Moving services come in different flavors. From basic to all-inclusive. Which one will you choose?

Basic moving service

Transport from A to B
Basic packaging materials
Standard insurance
Costs: from €80 per hour

Premium moving service

Packing and unpacking service
Furniture assembly at new location
Comprehensive insurance
Temporary storage possible
Costs: from €120 per hour

Luxury all-inclusive service

Complete project management
IT specialist for computers and servers
Cleaning old and new office
Moving coordination outside office hours
Costs: from €180 per hour

Forwarding mail when moving a company

Forwarding mail prevents you from missing important letters. But forwarding business mail works differently than forwarding it for private individuals.

Here's how to arrange it: You can have your mail forwarded online at PostNL. For companies there is a special portal with extra options. You enter your old address, new address and the period.

What does PostNL forward?

All mail addressed to your company name
Official government post
Bank statements and invoices
Letters from customers and suppliers
Legal documents

What does PostNL NOT forward?

Advertising leaflets (unless personally addressed)
Post without correct company name
Large packages
Mail to “resident” or “tenant”

How long can you have mail forwarded?

You can choose between 3, 6 or 12 months. We usually advise 6 months. This gives everyone time to update their administration.

Period	Cost	When to choose
3 months	€55	Local moving, small business
6 months	€85	Standard business relocation
12 months	€140	International moving

Practical example: A web design agency received mail at their old address for months after they moved. “Luckily we had arranged for mail forwarding,” says owner Tom Bakker. “Otherwise we would have missed important invoices.”

Alternatives to forwarding mail

Traditional mail forwarding is not always the best solution. There are modern alternatives that are better suited to digital businesses.

Digital postal service

Companies scan your physical mail and forward it digitally. Handy if you are on the road a lot or work hybrid. Costs: around €15-25 per month.

Post box at new location

A PO Box serves as a permanent business address. Even if you move again later. Especially useful for companies that move often. Costs: €20-40 per month.

Hybrid mail management

Combine digital and physical mail. Routine correspondence is scanned. Urgent mail comes to you physically.

Types of Business Moving Cards

You can send your moving notice in different ways. Each method has its advantages and disadvantages.

Digital moving messages

This is the most popular choice today. Digital messages are fast, cheap and easy to customize per target group.

Advantages:

Send immediately
No postage costs
Easy to personalize
Interactive elements possible (QR codes, links)
Trackable (you can see who has read it)

Cons:

May end up in spam folder
Less personal than physical card
Not everyone checks email regularly

Printed moving cards

Physical maps still make an impression. Especially in traditional industries.

Advantages:

Personal touch
Remains visible for a long time
Professional appearance
No technical problems

Cons:

More expensive (design, printing, postage)
Longer lead time
Difficult last minute changes

Interactive online messages

The latest trend: moving messages with extra functionality.

Examples:

Virtual tour of new office
Interactive map with route planners
Calendar integration for address book updates
Social media sharing buttons

Design and branding of moving cards

Your moving card should fit your corporate image. Consistency is crucial for your brand recognition.

Applying corporate identity consistently

Use the same colors, fonts, and logos as your other communications. Your moving card is an extension of your brand.

Key design rules:

Make the most important information (new address) most prominent
Use enough white space for clarity
Provide a clear call to action
Make contact details easy to find

Technical specifications for printed maps:

Quality	Paper weight	Finishing	Price per 1000 pieces
Standard	300 g/m²	Matt laminated	€180-250
Premium	400 g/m²	UV varnish	€300-450
Luxury	600 g/m²	Relief/foil	€500-800

Tip: Have your moving card designed by a professional. It may cost €500 extra, but the difference in quality is huge.

Chamber of Commerce address change

Reporting your change of address to the Chamber of Commerce is mandatory. And you only have eight days to do so.

Here's how to do it online:

Log in to kvk.nl with your e-recognition
Choose the right company (if you have more than one)
Change the business address
Please check all information carefully
Pay €51 change fee
Download your confirmation

Why the deadline is so strict The Chamber of Commerce wants to prevent companies from 'disappearing' without a trace. That is why the fines are also hefty: from €1,350 to €13,500.

The good news: If you change your address at the Chamber of Commerce, many other registrations will be automatically adjusted:

Your VAT registration with the tax authorities
Your employer registration for payroll tax
Social security

Experience story: A startup forgot to change their KVK. “We were so busy with the move that we postponed it,” says founder Sarah de Jong. “Then came the €1,350 fine. That hurt, especially for a young company.”

Tax address change for companies

In addition to the kvk, you must also update your tax registrations. The tax authorities have specific rules for business relocations.

Adjust VAT registration

Your VAT number is linked to your business address. Log in to MyTaxService Business and adjust your details. This is necessary for your next VAT return.

Payroll tax for employers

If you have staff, you may also need to adjust your payroll tax number. This is often done automatically via the KVK link.

International trade

Do you do business in Europe? Then you may need to adjust your intra-community VAT number. Check this with the tax authorities.

Change	Deadline	Where to arrange	Cost
VAT address	For next declaration	MyTax Service	Free
Payroll tax	For next declaration	MyTax Service	Free
Customs	For next declaration	Customs portal	Free

Other mandatory address changes

There are many more agencies that need to know your new address. The list is longer than you think.

Social Insurance Bank (SVB)

For benefits and allowances of owners.

UWV employer registration

For unemployment insurance premiums and reintegration obligations.

Trade associations Many sectors have their own registrations:

Financial services: AFM and DNB
Construction: VCA certificates
Care: AGB codes
Transport: Transport licenses

Practical example: A law firm had to inform 23 different authorities when they moved. From the Dutch Bar Association to local courts. “We really needed a checklist,” says managing partner Linda van de Berg. “Otherwise we would have definitely forgotten something.”

Mandatory information in your moving notice

A good moving notice contains certain information that absolutely must be included. Otherwise it won't work.

Complete your new address details

Full street name and house number
Postcode and city spelled correctly
Country (in international communication)
Postal address if different from visiting address

Timing of your move

Exact moving date
Last working day at old address
First working day at new address
Possible transition period

New contact details

Headset for general questions
Direct dialing numbers of important people
Email addresses (general and personal)
Website and social media

Practical matters

New opening hours
Parking options
Public transport connections
Visitor procedure

Optional but recommended elements

In addition to the mandatory information, you can make your moving notice much stronger with additional elements.

Why you are moving. Explain why you are taking this step. This creates trust:

Growing your business
Strategic location closer to customers
More modern facilities
Cost efficiency
Sustainability goals

Benefits of new location. Highlight what will be better:

Better accessibility
Modern amenities
More parking space
Room for growth

Modern additions

QR code for automatic address book update
Link to Google Maps
Virtual tour of new office

Element	Obliged	Effect on receiver
New address	Yes	Very high
Contact details	Yes	Very high
Moving date	Yes	High
Reason for moving	No	To trust
Location advantages	No	Positive impression

Tone of voice and professional appearance

How you write your moving notice depends on your business and your target audience.

Formal or informal?

Formal writing is suitable for:

Law firms and notaries
Accountants and tax advisors
Medical specialists
Government contractors

Informal is allowed at:

Creative agencies
Tech companies
Retail and hospitality
Local service providers

Stay consistent Your moving announcement should fit in with your other communications. Use the same style, word choice and tone of voice as on your website and in your other marketing.

Preparation and planning of moving communication

Good relocation communication starts twelve weeks before you move. Sounds early? It is. But you really need that time.

Week 12-10: who should you inform?

Make a list of everyone who needs to know about your move. Think beyond just customers and suppliers:

First priority:

Active customers and prospects
Regular suppliers
Employees and freelancers
Investors and financial partners

Second priority:

Government agencies (Chamber of Commerce, tax authorities)
Trade associations
Business networks
Local authorities

Third priority:

Social media followers
Press and media contacts
Alumni networking
General website visitors

For each group you determine:

What information they need
When you inform them
Through which channel
Who sends it

Week 10-8: creating content

Write different versions of your moving announcement for different audiences. Customers receive different information than suppliers.

Week 8-6: design and production

For printed cards you now need time for design and printing. Digital messages can be made faster but check them well.

Writing your business relocation message

A good moving announcement follows a clear structure. Here's how to do it:

Powerful opening

Start with your main message. No long introduction but straight to the point:

“From March 15, you will find us at our new address in the heart of Amsterdam.”

Key message clear. Explain in a maximum of three sentences:

Where you're going
When
Why (short)

“We are moving to Herengracht 123 for more space and better accessibility. You can find us there from Monday 15 March.”

Practical details. Provide all the information people need:

Completely new address
New phone numbers
Changes in opening hours
Parking information

Positive Closure End with something positive about the future:

“We look forward to welcoming you to our new office. See you soon!”

Review and approval process

Before you send your moving notice, let others think along.

Internal control

Have colleagues read along for language errors
Double check all information
Test links and qr codes

Legal review For larger companies, check whether all compliance requirements are being met.

A/B testing For email messages you can test different versions with a small group. Which one is opened and read the most?

Customer moving notice template

Here's a proven template you can customize:

Subject line: “Important: Our new address from [date]”

Dear [name],

From [date] you will find us at our new address:

[Company Name]
[Street and house number]
[Postcode] [City]

Our new contact details: Phone: [number]
Email: [address]
Website: [url]

We are moving for [short reason: more space/better location/growth]. All appointments will continue as normal.

Do you have any questions? Call us at [number] or email us at [address].

See you soon at our new address!

Yours sincerely,
[Name and position]
[Company Name]

Moving notice for suppliers

Suppliers require different information than customers:

Dear [supplier],

As of [date] our delivery address will change:

New delivery address:
[Company Name]
[Street and house number]
[Postcode] [City]

Important for deliveries:

New loading times: [times]
Contact person reception: [name and telephone]
Special instructions: [if applicable]

Billing address remains unchanged: [address] (or also changes to the address above)

Adjust your systems for deliveries from [date].

Questions? Contact [name] at [phone/email].

Thank you for your cooperation,
[Name]
Purchasing & Logistics

Internal communications officer

Employees need the most comprehensive information:

All colleagues,

As you know, we are moving to our new office on [date]. Here is all the practical information:

New address:
[Full address]

Moving planning:

Last working day at old office: [date]
Moving day: [date] – office closed
First working day at new office: [date]

Practical matters new location:

Opening hours: [times]
Parking: [information]
Public transport: [information]
Lunch facilities: [information]

What to bring on the last day:

Personal belongings in own boxes
Computer and peripherals (IT takes care of this)
Important documents in hand luggage

First day in new office:

Don't forget your access pass
Coffee and lunch are arranged
Team lunch at 12:30

Questions? App [name] on [number].

See you Monday in our new office!

[Name]
Management

Timing and planning: when do you send which moving notice?

12-8 weeks before moving: first announcement

Start communicating early. This gives everyone time to prepare.

What are you sending now:

Save-the-date message to key customers
Internal announcement to employees
Information to regular suppliers
Update on website and social media

Sample message: “In the spring we will move to a larger office in Amsterdam city centre. We will keep you informed of the exact date and the new address.”

This message does not have to contain complete information. The purpose is to let people know that something is going to happen.

6-4 weeks before moving: detailed information

Now you send all the details people need.

Share complete information:

Exact new address and contact details
Exact moving date
What changes (opening hours, procedures)
Practical information (parking, public transport)

Activate mail forwarding: This is the moment to arrange mail forwarding with PostNL. This way you don't run the risk of missed mail.

Start changing your address Start changing your address with various agencies. Some require processing time.

2-1 week before moving: final reminders

The last week before your move, send reminder messages.

Final reminder content:

Confirmation of all details
Emergency contact information during moving day
Latest operational information
Thank you for your patience and understanding

Moving day: real-time updates. Keep people informed via:

Social media updates
Website banner
Email to key customers

After moving: confirmation Within a week after your move, you will send a confirmation message:

Moving was successful
Everything is operational
New opening hours active
Invitation to come over

Digital channels for business relocation and address change notifications

Email marketing for moving announcements

Email is still the most important channel for business communication. But you have to make sure your messages get through.

Optimize Subject Line Your subject line determines whether your email is opened:

Good:

“Important: our new address from March 15th”
“We're moving – your new contact details”
“Change of address [Company name] effective immediately”

Bad:

“News!” (too vague)
“URGENT!!!” (spammy)
“Company moving information update new location” (too long)

Optimize timing. Send business emails on:

Tuesday to Thursday
Between 10:00 and 15:00
Avoid Monday morning and Friday afternoon

Personalization works

Use your recipient’s name in the salutation. “Dear Mr. Jansen” works better than “Dear Customer”. Segment your list where possible:

Customers receive different information than suppliers
B2B different from B2C
Local customers different from international

Make it mobile-friendly 60% of business emails are read on mobile. Make sure your message is easy to read on small screens:

Short subject line (max 40 characters)
Most important information at the top
Large buttons for links
Not too much text

Website integration and seo

Your website plays a crucial role in your business relocation. People often go there to confirm your new details.

Place moving banner prominently

Put a clear message on your homepage: “Please note: as of March 15, we have moved to Herengracht 123 in Amsterdam”

Use contrasting colors to make the message stand out. But don't make it too intrusive.

Update contact page

This seems obvious but is often forgotten. Update your:

Address details
Phone numbers
Directions
Google Maps integration
Opening hours

Adjust Google My Business profile

This is crucial for local findability. Log in to your Google My Business account and change:

Company address
Opening hours
Photos of new location
Company description (if location is relevant)

Local SEO optimization

Help search engines understand that you've moved:

List your new city/neighborhood on relevant pages
Create content about your new location
Ask customers for reviews on your new address
Update your NAP (name, address, phone) consistently everywhere

Social media is perfect for sharing your moving story. It makes your move human and accessible.

LinkedIn company page

LinkedIn is the most important business platform:

Post about your move with photos
Update your business address in your profile
Share why you are moving (growth, better facilities)
Tag relevant business partners

Instagram and Facebook

Visual platforms are perfect for behind-the-scenes content:

Stories of packing and moving
Time-lapse video of moving day
Before and after photos
Team members at the new office

Creating video content

Video gets the most engagement on social media:

Short tour of your new office
Interview with owner about the move
Employees showing their favorite spot
Thank you message to customers and partners

Practical example: A marketing agency created an Instagram series “Moving Monday” in which they gave a weekly update on their move. From finding a new location to the first day of work. It earned them 200 new followers and a lot of positive feedback from customers.

Legal obligations checklist

When you move a business, you have several legal deadlines. If you miss these, you will receive fines. Sometimes hefty ones.

Chamber of Commerce: 8 days

This is the most important deadline. You have exactly eight days after your move to report your new address. The fine starts at €1,350.

Tax authorities:

For next declaration Your VAT and payroll tax registration must be adjusted for your next declaration. This is often done automatically via the KVK link.

Social security:

Within a month

For SVB and UWV registrations you have a little more time. But don't wait too long.

Industry-specific registrations:

Check per sector Each sector has its own rules:

Financial services: AFM within 10 working days
Construction: VCA certificates within 30 days
Care: AGB codes within 6 weeks
Transport: Transport license within 30 days

Agency	Deadline	Fine for being late	Online possible
Chamber of Commerce	8 days	€1.350-€13.500	Yes
tax authorities	Next report	Administrative fine	Yes
SVB	30 days	€150-€500	Yes
UWV	30 days	€200-€750	Yes

Contractual obligations when moving

A move affects many contracts. Check which ones you need to change.

Rental contracts and leases

Termination of old lease contract on time
Arrange deposit refund
Organize final cleaning
Key return and delivery

Supplier contracts Inform suppliers about:

New delivery addresses
Changed loading times
New contacts
Customised procedures

Update insurance policies

Your business insurance needs to be adjusted:

Home contents insurance new location
Liability insurance
Business interruption insurance
Cars and equipment insurance

Bank details and payments

Change billing address at bank
Update direct debits
Adjust credit card addresses
Update online payment platforms

Data privacy and GDPR compliance

When you move, you share personal data. Make sure you do this in accordance with the GDPR.

Communicate customer data securely In your moving message you may share:

Contact names
Email addresses
Phone numbers

Make sure that you:

Only shares relevant data
You have given permission for marketing communications
An unsubscribe option offers
Stores data securely

Updating privacy notices

Change your privacy policy if:

Your address changes
Using your new systems
You store your data in other countries
You have your new partners

Data portability When migrating systems to your new location:

Make backups of all customer data
Test data integrity after migration
Inform customers about changes
Provide opt-out options

Moving service cost overview

A professional moving service costs money. But you often save more than it costs.

Basic moving service: €80-120 per hour Included:

Transport from A to B
Basic packaging material
Standard insurance up to €100,000
Team of 2-3 movers

Premium service: €120-180 per hour Additional services:

Packing and unpacking
Furniture disassembly and assembly
Comprehensive insurance up to €500,000
Temporary storage possible
Cleaning basic service

Luxury all-inclusive: €180-300 per hour Complete care:

Project management
IT specialist for servers and networks
Complete cleaning before and after
Moving outside office hours
24/7 hotline during relocation

What determines the price?

Distance between locations
Amount of stuff
Complexity (servers, art, sensitive equipment)
Timing (weekend/evening is more expensive)
Season (summer is busiest)

Office size	Estimated costs base	Estimated premium costs
1-5 workplaces	€1.500-3.000	€2.500-4.500
6-15 workplaces	€3.000-6.000	€4.500-8.000
16-30 workplaces	€6.000-12.000	€8.000-15.000
30+ workplaces	€12.000+	€15.000+

Communication campaign budget

Good moving communication doesn't have to be expensive. But do plan ahead budget.

Digital communication: €500-2,000

Email marketing platform: €50-200/month
Website updates: €300-800
Social media content: €200-600
Online ads: €300-1,000

Printed materials: €800-3,000

Design moving cards: €300-800
Printing costs 1000 cards: €200-600
Postage Shipping: €300-1,500
Additional marketing materials: €200-800

Professional services: €1,000-5,000

Hiring a marketing agency: €2,000-10,000
Copywriter for texts: €500-1,500
Graphic designer: €500-2,000
PR agency for media attention: €2,000-8,000

Hidden costs and unexpected expenses

With every move comes unexpected costs. Plan ahead to take these into account.

Double rental period

Often there is overlap between your old and new lease. Budget for this:

1-2 months double rent
Double energy and internet costs
Additional cleaning costs

IT system downtime

Even with good planning, your systems can fail temporarily:

Lost employee productivity
Lost Sales During Downtime
Additional IT support costs
Emergency solutions and workarounds

Loss of productivity

Your team is less productive around the move:

Time spent packing and unpacking
Getting used to new surroundings
Searching for lost items
General stress and distraction

Emergency communication

Sometimes things go wrong and you need to communicate extra:

Urgent emails in case of delay
Additional phone calls to customers
Crisis communication in case of problems
Additional marketing to restore trust

Practical example: A web design studio budgeted €8,000 for their move. It ended up costing €12,500. “We didn’t count on a week of double rent and the extra IT costs,” says owner Lisa de Vries. “Next time we’ll plan 30% extra budget.”

Retail and hospitality relocations

Retail and hospitality have unique challenges when moving. Your customers are used to your location. This way everything goes cheaply and quickly. Knowing where you are moving to is of course very important.

Maintain customer flow

Your biggest risk is that customers won't find your new location:

Start communicating 3 months before moving
Place signs at your old location with your new address
Use Google Maps ads for your new location
Send personal invitations to regular customers

Grand reopening marketing

Make your move a party:

Organize an opening day with discounts
Invite local press for coverage
Collaborate with other local entrepreneurs
Use social media for buzz

Season timing

Choose your moving time wisely:

Restaurants: often move in January (quiet period)
Retail: avoid December and other peak periods
Hotels: choose maintenance seasons
Cafes: avoid summer and weekends

Case study: A restaurant moved from Amsterdam Noord to the city centre. “We were afraid of losing our regular customers,” says owner Marco Visser. “That’s why we started handing out flyers at the old address three months in advance. On opening day, 80% of our regular customers came by.”

B2B services and consultancy

B2B companies have different priorities than retail. Continuity and professionalism are paramount.

Minimal business disruption

Your customers should not experience any inconvenience:

Plan your move outside office hours
Provide backup internet and telephony
Keep important documents separate
Test all systems before you need them

Client relationship management

Personal relationships are crucial in B2B:

Call important customers personally
Send personal moving cards
Invite key accounts for office tour
Organize a networking event

Professional service continuity

Show that you remain professional:

Proactively communicate all changes
Make sure you have backup plans in case of problems
Train your team in new procedures
Monitor client satisfaction extra well

Production and logistics companies

For manufacturing and logistics companies, timing is everything. Supply chains must not be disrupted.

Supply chain communication Inform your entire chain:

Suppliers: new delivery addresses and times
Carriers: new routes and loading docks
Customers: possible delivery changes
Customs: new location registration

Warehouse operations continuity

Make sure your inventory remains accessible:

Plan your move during low season
Keep buffer stock at both locations
Test new systems extensively
Train staff in new procedures

Delivery times communication

Be transparent about possible delays:

Communicate well in advance
Offer alternatives where possible
Monitor extra closely during transition
Compensate customers for problems

Multilingual moving communication

International moves require communication in multiple languages.

Professional translations

Always use professional translators for:

Official documents
Customer communication
Legal notices
Marketing materials

Google Translate is not enough for business communication. Cultural nuances are lost.

Cultural adjustments per market

Each country has its own communication habits:

Germany: very formal and detailed
France: polite but personal
Scandinavia: informal and direct
Japan: indirect and respectful

Time zone management

Plan your communications around local time zones:

Send emails during local business hours
Schedule conference calls at convenient times
Respect local holidays
Ensure 24/7 accessibility during relocation

Global moving service and logistics

International moves are more complex than national ones.

Customs and documentation

Prepare well:

Inventory lists in local language
Valuations for customs
Temporary import permits
Carnet documents for equipment

International shipping

Choose the correct shipping method:

Sea freight: cheap but slow (4-8 weeks)
Air freight: fast but expensive (3-7 days)
Road transport: good for Europe (1-3 days)
Combination: important stuff by air, rest by sea

Currency and payments

Plan your finances:

Exchange rate fluctuations
International bank transfers
Local taxes and import duties
Insurance in local currency

CRM integration for address changes

Modern companies use technology to automate their moving communications.

Automated address updates

Connect your different systems:

Automatically update CRM from a single source
Automatically customize email signatures
Synchronize website contact details
Update social media profiles

Customer journey automation

Set up automated campaigns:

First announcement 8 weeks before moving
Reminder 2 weeks before moving
Confirmation 1 week after moving
Follow-up after 1 month

Data synchronization

Ensure all systems are consistent:

Use one master database
Real-time synchronization between platforms
Regular data quality checks
Backup procedures in case of system failures

Marketing automation for moving announcements

Marketing automation enables personalization at scale.

Segmented messaging

Different groups will receive customized messages:

VIP customers: personal approach
Regular customers: standard template
Prospects: focus on opportunity
Suppliers: operational details

Behavioral triggers

Automatically respond to customer behavior:

Website visit after moving message triggers follow-up
Email opening triggers reminder
Social media engagement triggers personal outreach

Multi-channel orchestration

Coordinate all channels:

E-mail, SMS, social media in one campaign
Consistent messaging across channels
Optimal timing per channel
Cross channel performance tracking

Analytics and performance tracking

Measure the success of your moving communication.

Key performance indicators

Track what really matters:

Email open rates (target: >25%)
Click-through rates (target: >5%)
Phone calls after moving notice
Website traffic to contact page
Social media engagement

Customer satisfaction tracking

Monitor whether customers remain satisfied:

NPS surveys after relocation
Customer retention rates
Complaint handling metrics
Reference willingness

ROI measurement

Calculate your return on investment:

Cost per contact reached
Revenue retained vs communication costs
New business generated from relocation
Long-term customer value impact

Unforeseen moving delays

Sometimes things go wrong. Your new office is not ready on time or your move is delayed.

Crisis communication protocols

Have an emergency plan ready:

Pre-written emails for different scenarios
Contact list of all stakeholders
Dedicated phone line for questions
Social media crisis response team

Alternative location contingency

Identify Plan B locations:

Rent temporary office space
Facilitating working from home
Book co-working spaces
Organize customer meetings with them

Damage control strategies

Limit reputational damage:

Be transparent about problems
Provide concrete solutions
Compensate customers where possible
Learn from mistakes and improve processes

It system failures during relocation

Technology problems are the biggest risks in modern moves.

Data backup procedures

Protect your most important asset:

Complete backups for moving
Cloud storage as backup
Offline copies of critical data
Test restore procedures

Temporary communication solutions

Make sure you remain reachable:

Mobile hotspots for internet
Call forwarding to mobile numbers
Cloud-based phone systems
Backup email servers

Cybersecurity during transition

Moving makes you vulnerable:

Additional monitoring of networks
VPN connections for remote work
Regular security updates
Staff training on security protocols

Success metrics and KPI analysis

After your move, you measure whether everything went well.

Customer retention after relocation

This is the most important metric:

Compare sales before and after moving
Monitor customer churn rates
Track customer satisfaction scores
Measure repeat business levels

Employee satisfaction new location

Your team should feel at home:

Workplace Satisfaction Survey
Commute time impact
Facilities and amenities rating
Overall happiness scores

Operational efficiency improvements

Measure whether your new location works better:

Productivity per employee
Meeting efficiency in new spaces
Technology performance
Cost savings vs old location

Metric	For moving	After moving	Target
Customer retention	95%	93%	>90%
Employee satisfaction	7.2/10	8.1/10	>8.0
Operational costs	€15,000/month	€12,500/month	<€13,000
Sales performance	€100,000/month	€105,000/month	>€100,000

Lessons learned and process improvement

Every move teaches you something new.

Post-mortem analysis Organize an evaluation session:

What went well?
What could have been better?
What problems arose?
How could we have prevented that?

Stakeholder feedback collection

Ask everyone for input:

Customer feedback on communication
Supplier experiences
Employee suggestions
Partner recommendations

Process documentation

Document everything for next time:

Complete checklist of all steps
Timeline with critical moments
Contact list of all stakeholders
Budget breakdown and lessons learned

Best practices development

Create a playbook for future moves:

Templates for all communications
Vendor evaluation criteria
Risk assessment frameworks
Success measurement tools

Long-term marketing strategy new location

Your move will only be successful if you grow in your new location.

Local seo optimization

Become discoverable in your new area:

Google My Business optimization
Local directory listings
Location-specific content creation
Local keyword targeting

Community partnerships

Build relationships in your new neighborhood:

Local business networking
Chamber of Commerce membership
Community event sponsorship
Charity partnerships

Customer acquisition new market

Use your new location for growth:

Local advertising campaigns
Referral programs
Open house events
Strategic partnerships

Moving service providers comparison

Choose the right moving partner for your company.

National moving companies

Major players with national coverage:

Advantage: Standardized procedures
Disadvantage: less personal service
Suitable for: large companies, multiple locations

Local specialists

Smaller companies with local knowledge:

Advantage: personal attention, flexibility
Disadvantage: Limited resources for large projects
Suitable for: small/medium sized businesses

Specialized business moving services

Experts in office relocations:

Advantage: Experience with company-specific challenges
Disadvantage: often more expensive
Suitable for: complex removals, sensitive equipment

Evaluation criteria for moving companies:

Experience with your type of company
Insurance coverage and claims history
References from similar customers
Flexibility in planning and execution
Technology and tracking capabilities

Communication tools and platforms

The right tools make your moving communications much more effective.

Email marketing software

For automated campaigns:

Mailchimp: user-friendly, good templates
Constant Contact: good for small businesses
HubSpot: all-in-one marketing platform
Klaviyo: advanced segmentation and automation

CRM systems for address management

For central contact management:

Salesforce: enterprise level functionality
HubSpot CRM: Free Basic Version Available
Pipedrive: simple and intuitive
Zoho: good integration options

Social media management

For coordinated social presence:

Hootsuite: multi-platform scheduling
Buffer: clean interface, good analytics
Sprout Social: advanced reporting
Later: visual content planning

Project management for relocation

For overview and control:

Asana: flexible project structuring
Trello: kanban-style task management
Monday: visual project tracking
Notion: all-in-one workspace

Compliance and administration tools

Make legal obligations easier.

Kvk online services

eRecognition for secure access
API connections for automatic updates
Bulk changes for multiple entities
Notification services for deadlines

Tax authorities digital tools

MyTax Authorities for address changes
API connections for accounting software
Automated filing systems
Compliance monitoring tools

Legal compliance software

For complex regulatory requirements:

Thomson Reuters: comprehensive compliance tracking
Compliance.ai: AI-powered regulatory monitoring
LogicGate: risk and compliance management
MetricStream: enterprise GRC platform

Digital transformation trends

The moving industry is rapidly digitizing. You can already see these trends:

AI-powered personalization

Artificial intelligence helps with:

Automatic content personalization per recipient
Optimal timing prediction for emails
Sentiment analysis of customer responses
Predictive analytics for communication effectiveness

Blockchain for address verification

Blockchain technology offers:

Tamper-proof address change records
Automated smart contracts for moving services
Verified identity for address updates
Transparent audit trails

Sustainability and eco-friendly relocation

Sustainability is becoming increasingly important.

Paperless communication strategies

Digital-first moving announcements
QR codes for automatic updates
Cloud-based document management
Electronic signatures for contracts

Carbon neutral moving services

Electric vehicles for local moves
Carbon offset programs
Sustainable packing materials
Circular economy principles

Green building certifications

LEED certified new locations
Energy efficient office spaces
Sustainable commuting options
Waste reduction programs

Remote work impact on business relocation

Hybrid and remote work is changing relocation strategies.

Hybrid office planning

Smaller physical footprints
Flexible workspace configurations
Technology-first office design
Activity-based working spaces

Distributed team communication

Global communication strategies
Multiple time zone coordination
Virtual office solutions
Digital collaboration tools

Employee relocation support

Flexible work location policies
Relocation assistance programs
Remote work stipends
Co-working space partnerships

Faq: frequently asked questions about business relocation notice and company relocation

Question 1. How far in advance should I send my business relocation notice?

Start with the first announcement to important stakeholders 8-12 weeks before your move. Send the full details 4-6 weeks in advance. A week before the move, send a final reminder. The municipality will be happy to provide you with information about this because they have access to it. Make sure you inform yourself in time and you will receive a message about this quickly. Check their site for more information.

Question 2. What should be included as a minimum in a business relocation notice?

Your new full address, new contact details (phone, email), the exact date of moving, and how people can reach you during the move. For legal compliance, also include your Chamber of Commerce number. Don't forget to sign it. This is not only original, but also looks professional.

Question 4. Can I use a moving notice for marketing purposes?

Yes, but do it subtly. You can highlight the benefits of your new location or organize a grand opening. But the focus should be on providing information, not selling.

Question 5. How do I communicate a temporary vs permanent move?

For temporary relocation, emphasize that it is temporary and give an expected return date. For permanent relocation, focus on the benefits of your new location and the future there.

Question 6. How much does a professional moving service for companies cost?

Costs range from €80-300 per hour depending on the level of service. For a small office (5 workstations) expect to pay €1,500-4,500. Larger offices cost €6,000-15,000 or more. Moving to your new premises unfortunately costs a lot of money.

Question 7. How do I choose the right moving service provider?

Look at experience with your type of business, insurance coverage, references from similar customers and flexibility in planning. Always ask for multiple quotes and check reviews online. All organizations are ready to help you. Do you have any questions? Contact us via our website.

Question 8. What is included in an all-inclusive moving service?

Complete project management, packing and unpacking service, furniture assembly, IT specialist for servers, cleaning before and after, and moving outside office hours. Plus extensive insurance and aftercare. You can also move to a new home with an all-inclusive service. If you want to be moved, you can now easily request free quotes from Moving.

Question 9. How long does an average business relocation take to process moving notices?

With professional service: 1-2 days for small offices, 3-5 days for medium-sized companies. If you do it yourself, it can take 1-2 weeks. Planning and preparation always take several weeks.

Question 10. What are the legal obligations when reporting a company relocation?

You must change your address at the Chamber of Commerce within 8 days (fine otherwise €1,350+). Furthermore, you must inform the tax authorities, social insurances and industry organizations within their specific deadlines. Check all this carefully when you are moving.

Question 11. How long does a Chamber of Commerce address change take?

Online it is immediately effective. You will receive a new extract within 1 working day. Written changes take 5-10 working days. The costs are €51 per change. This is often also indicated on the form.

Question 12. Which government agencies should I inform about my move?

Minimum: kvk, belastingdienst, svb (social insurance bank), uwv (employer registration). Depending on your sector possibly also: AFM, DNB, municipality, industry organizations. Are you going abroad? Check the sample letters on the websites. Download sample so you do it right the first time.

Question 13. What happens if I change my address too late? Is that a hassle?

The KVK gives fines from €1,350 to €13,500. Other agencies have their own fines. Plus you run the risk of missed mail, problems with contracts and compliance issues. Order information booklets.

Question 14. How long can I have mail forwarded to my new address?

At PostNL you can choose between 3, 6 or 12 months. For business relocations we usually advise 6 months. This gives everyone time to update their administration. This way everything is forwarded to another address (possibly home address).

Question 15. What does mail forwarding cost for companies?

3 months costs approximately €55, 6 months €85, and 12 months €140. This is for standard business mail forwarding within the Netherlands. You can do this online. You only need to confirm it. At your request, they can forward it very easily. You can send them a letter or arrange everything online.

Question 16. What mail is not forwarded?

Advertising leaflets (unless personally addressed), mail without a correct company name, large packages above a certain size, and mail addressed to “resident” or “tenant”. Of course, you cannot automatically report your change of address.

Question 17. Can I forward a letter to multiple addresses?

Yes, you can give different forwarding orders for different parts of your company. For example, administration to location A and sales to location B. You can find more about this on the website of the KVK.