Change of address, Ardenmore Physiotherapy
Change of business address letter with the old and new rooms side by side
A relocation letter fails when the reader finishes it still wondering whether their booking, their phone number or their parking has changed. This one answers all three in a two column table, names the last day at the old rooms and the first at the new, and closes the gap in between.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Letterhead and addressee
- Ardenmore Physiotherapy underline letterhead, 3 November 2026, to patients and referring practices.
- Subject
- Moving to Kingsholme on 30 November 2026.
- What stays the same
- Nine years in Glenora, a 2.4 kilometre move, same team, phone, booking system and appointment times.
- Old against new
- A table comparing address, treatment rooms, entry and phone before and after the move.
- The three dates
- Last day Friday 27 November, closed Saturday 28 November, first day Monday 30 November.
- Getting there
- Parking bays and lane entry, accessible bay and drop off, bus routes and station walk, covered bike rack.
- Existing bookings
- Appointments from 30 November go ahead at the new rooms, reminders carry the new address, email unchanged.
- Sign off
- Ruth Ardenmore, Principal Physiotherapist, with no signature block.
How to adapt this document
For a move that changes the phone number as well, put the new number in the table and add a line saying how long the old number will divert, because the number is the detail people copy wrong. For a business where customers post things to you, add a row for the postal address and say when mail redirection starts and ends, since a redirection has a fixed term. For a move into a shared or serviced building, add the suite number, the after hours entry and the name on the door to the getting there list, because a correct street address that leads to a locked lobby is the most common complaint after a relocation.
What makes this document work
The table answers the anxious question first
Address, treatment rooms, entry and phone are each shown Until 27 November and From 30 November, and the phone row reads 7100 4420, unchanged. Repeating the same number in both columns costs one cell and stops the reader deciding they need to save a new contact.
Three dates cover the gap, not just the move
Friday 27 November is the last day in Glenora, Saturday 28 November is closed for the move, Monday 30 November is the first day in Kingsholme. Naming the closed day is what stops a patient turning up to an empty suite on the weekend.
Getting there is specific enough to act on
Six marked bays entered from Tarn Lane, one accessible bay at the front door with a drop off zone, the 402 and 411 stopping 80 metres away, and a covered bike rack. A relocation letter that says ample parking tells the reader nothing they can plan around.
Questions people ask
How far ahead should a change of address letter go out?
Three to four weeks for a local move, longer if clients have to update payment or delivery details. This one is dated 3 November for a 30 November move, which gives patients a month and covers two appointment cycles. Anything under a fortnight means the reminder message arrives before the letter has landed.
Who else has to be told besides customers?
Anyone who holds your address as a record: the business register, the company register if you are a company, your insurer, your bank, your suppliers, the landlord of the old premises, and the postal service if you want mail redirected. Customers are the visible part of a list that is mostly administrative.
Should the letter mention why you are moving?
One clause is enough, and only if the reason benefits the reader. Here it is larger rooms, five instead of three, with a gym floor and step free entry. A paragraph explaining a rent negotiation or a landlord dispute tells customers about your problems rather than about their next appointment.
What about customers the new location does not suit?
Say so plainly and offer help. The closing paragraph here invites anyone who found the old street easier to tell reception, and offers help finding a clinic closer to home. Losing a customer gracefully costs nothing and is remembered better than a letter that pretends distance does not matter.
Do existing bookings carry over?
Say it explicitly, because it is the question everyone has. This letter states that appointments booked for 30 November and after go ahead at the new rooms at the time already booked, and that reminders from Monday carry the new address. Do not make the reader infer it from the dates.
Should the old address stay on the letterhead?
Yes, on this letter. The letterhead here still shows Suite 4, 118 Chapel Street, because the letter is being sent from the old rooms and the reader recognises it. Change the letterhead on the first day of trading at the new address, not before.
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