Corporate Space Planning & Relocation Advice

What Not To Forget When Moving Offices – “Redirection of Mail”

Posted on December 12, 2013 Updated on December 8, 2013

The end of the year is in sight!  With year-end comes the urgency to tie up loose ends, boost sales, and finalizing business deals. Year-end is also a prime time for implementing organizational changes for the coming year such as changes in staff or moving to a new office location.  Top that with the hustle and bustle of the holiday season and you have the perfect platform for missing some essential details, especially when it comes to moving offices from one location to another. In fact, in our 20+ years of experience of helping companies relocate, we have found that 8 out of 10 companies make the same common errors when relocating to a new office.

Want to know one of them?  Here it is:

• Failure to arrange the redirection of mail with the post office

Surprised?  Don’t be.  Companies can easily negate arranging the redirection of mail because they may have internal systems in place to inform their database of current stakeholders of any changes they make with the company.  As well, the rise in the use of social media for businesses may appear to slowly negate the need to address the redirection of mail with the postal company.

So why is arranging the redirection of mail with the postal service so important? Here are a few reasons:

1. It covers all bases.  Even if your company can inform its entire CRM database of your company’s new address, utilizing the postal company’s redirection of mail service both emphasises the change and can catch any drippings of important mail from those patrons who may not be on the CRM list or who may correspond with your organization once or twice in the year.
2. It’s a time-saver.  With all the other intricate details involved in moving offices and running your regular business operations, contacting your postal service and taking advantage of their redirection of mail or mail forwarding service is one way to take care of a very important job in less than five minutes, especially since those arrangements can now be made online.  In addition, the postal service can continue ensuring your mail is forwarded to the correct address for weeks, months or even a full year, so you won’t have to worry about it.
3. It can be cost-effective.  Postal services, like Canada post for example, may charge a small fee for taking care of the redirection of mail, but compare that to the cost of having a staff member take time out of their regularly scheduled activities to consolidate a list, prepare a “change of address” announcement and managing the sending of that message to your contacts, paying the postal service may be the cheaper route to go.

So if your company is planning to start the upcoming  year in a new office location, remember to contact your post office and take advantage of their redirection of mail service.