How to communicate an office relocation to your employees

When planning an office relocation, clear and proactive communication is not just a courtesy - it’s a business essential. Moving to a new office space brings exciting opportunities for growth, collaboration, and refreshed ways of working. But for employees, it can also be a source of uncertainty.

That’s why the way you deliver your office relocation announcement matters just as much as the move itself. Early engagement, transparency, and thoughtful messaging help reduce anxiety, maintain morale, and ensure everyone feels supported through the change.

In this guide, we’ll explore how to make your office relocation communication plan a success. From when to share the news to how to address concerns and support your people during the transition, here are six essential tips for communicating an office move with clarity and confidence.

Whether you’re preparing for a full-scale relocation or weighing up your options between office relocation or refurbishment, our workplace experts at Peldon Rose are here to guide you through the process.

Why effective communication is essential during an office move

When businesses relocate, the physical move is only half the story. How you support your people through that journey can determine the overall success of the transition.

“Office moves can be transformative, but only if employees are brought along for the ride. Proactive, honest communication ensures everyone feels part of the journey – not just informed, but included.” — Sameeha Joshi, Workplace Consultant at Peldon Rose

Transparent communication minimises disruption, builds trust, and ensures your team is ready to embrace the new space. At Peldon Rose, we approach every office fit out with these values in mind – creating people-centric environments that support new ways of working and are tailored to the unique needs of each business.

As specialists in helping clients choose between office relocation or refurbishment, we know that when employees feel heard and informed, they adapt quicker and engage more deeply with the new workspace. That’s why change communication isn’t just a checklist item - it’s a critical part of a successful workplace strategy.

1. Timing the announcement for maximum impact

How do you announce an office relocation without catching people off guard? Timing is everything. Announce too late, and you risk confusion or mistrust. Announce too early without enough information, and speculation can take over.

The ideal timing balances transparency with readiness. Aim to share the initial office relocation announcement to employees once the decision is confirmed but before major planning is finalised. This gives employees time to process and ask questions, and allows their feedback to influence final arrangements. Your communications should follow a phased approach:

• Initial announcement: Communicate the decision and rationale.
• Progress updates: Share planning milestones and what it means for teams.
• Final details: Clarify moving logistics and provide next steps.

The earlier and more clearly you communicate, the smoother your transition will be.

2. Crafting the key message: What to include in the announcement

Your initial announcement sets the tone. It should be clear, informative, and tailored to your audience. Include the following in your message:

• The new location and its benefits (transport links, facilities, amenities).
• The reason for the move e.g., business growth, better collaboration, or sustainability.
• Timeline and phases: When the move will happen and how it will be rolled out.
• How the move will affect teams, including commute changes or workspace updates.

Keep in mind that different teams may have different concerns. Tailor your message to reflect what matters most to them – what changes, what stays the same, and how it impacts their day-to-day. Let them know where to direct questions and concerns about the move, so that they feel respected and heard.

Using inclusive communication principles ensures your message lands well across diverse groups.

3. Addressing employee concerns and FAQs

Change brings questions – and often, concern. That’s why anticipating and addressing employee needs is vital. A well-prepared list of employee FAQs for office relocation can significantly reduce anxiety. Typical topics include: Will my commute change? What will the new office look like? Will I still sit with my team? Is hybrid or flexible working still available?

You can build confidence by hosting Q&A sessions or town hall meetings, creating a digital FAQ hub accessible on your intranet, and inviting feedback through surveys or dedicated email channels.

Addressing concerns proactively helps employees feel heard and supported - turning uncertainty into excitement.

4. Selecting the right communication channels

Using the right mix of channels is just as important as the message itself. Not everyone engages with information the same way. Here are a few channels to consider:

• Email updates: Useful for official documents and summaries.
• Intranet or internal platforms: Ideal for storing FAQs, visuals, and regular updates.
• Town hall meetings: Great for sharing big announcements and inviting questions.
• One-on-ones or team huddles: Offer more personal reassurance and context.

A multi-channel strategy ensures your message is accessible and resonates with different communication styles across the business.

5. Providing support during the transition

Support doesn’t stop once the announcement is made. Your people will need reassurance and resources throughout the move. Some ways to provide support include: relocation support such as travel planning advice or financial assistance; flexible working arrangements to ease commute challenges; dedicated support teams to guide employees through the process; visual aids and virtual office tours to help employees picture the new space

Keeping communication lines open is key. Create regular touchpoints to check in with employees, listen to their feedback, and make adjustments if needed.

6. Following up and gathering feedback

Even after the move, your work isn’t done. How your employees feel about the new space and how well they adjust offers valuable insight into what went well and what could be improved. Follow up with: post-move surveys to gather feedback, informal check-ins with team leads or line managers, and celebratory events to mark the transition and build positive sentiment

Encourage feedback on both the communication process and the workspace itself. This feedback loop not only improves future relocations, but strengthens employee trust and engagement long-term.

Our key takeaways for a successful office relocation communication

Communicating an office relocation effectively can shape the entire experience for your employees. Here's a recap of our top tips:

1. Time your announcement strategically and keep people in the loop.
2. Craft a clear, inclusive message tailored to your teams.
3. Proactively address concerns through FAQs and dialogue.
4. Use multiple communication channels to maximise reach.
5. Provide ongoing support throughout the transition.
6. Follow up after the move and gather feedback for continuous improvement.

For more insights into workplace change and relocation, explore our latest News & Insights or check out our office relocation guide to make sure you’re fully prepared.

If you're planning a move or rethinking your workspace, our team of experts can help you craft a people-first change strategy. Don’t hesitate to contact us for tailored advice and support.