Organizations undergoing a relocation obviously need to change the business address. The first thing that comes to mind is registering the change with the USPS. Some organizations receive mail at a PO box, which most likely does not necessitate any further action. Once that’s covered, we can cross ‘changing the address’ off the list, right?
Unfortunately, this is a common mistake made by many companies. Reporting the change of address to the USPS is only the first step. You must communicate the change to other regulatory agencies, including the IRS, Secretary of State and any other locales where you are licensed or permitted to perform business. In additional, specialized industries such as insurance companies may have additional regulatory entities to which the change must be reported.
Ok, now we have everything covered, right? Not quite. Now you must look at all of your in-house materials to understand what needs to be updated with the new address. This can include envelopes, letterhead, forms, business cards and other company literature. Additionally, you must address the change in all the electronic channels your address may be listed. Company websites, internal employee intranet sites, forms and customer facing websites are just a few of these items.
What about your customers or field office employees? This should also be accounted for as part of your relocation communications plan. Make sure everyone is informed of where you will be physically located and when. This may include internal communications as well as external PR announcements.
If you’re finding yourself overwhelmed with what it takes just to change your business address, you may find this Relocation Checklist helpful in planning your move.
Matthew Dennis is the COO and co-founder of 300 Decisions, a strategic, full-service relocation management company specializing in helping organizations transition into new work environments without disrupting business operations.