Relocating an entire business or institution is never an easy decision, especially for a well-established college. However, certain circumstances can make it necessary. This letter is intended to formally inform you about the college’s new location.
What is a college relocation letter?
A college relocation letter is written to notify stakeholders when a college shifts to a new location. The purpose of this letter is to inform recipients about the relocation and to provide the updated address details.
Importance of Communicating a College’s Location or Relocation
If you are running an institute, you likely understand how important it is for everyone to know its exact location. Providing clear information about the address ensures that students, parents, and visitors can reach the college easily. In some cases, institutions may issue letters to seek suggestions regarding potential relocation. Such letters may either directly request recommendations or indirectly invite feedback by sharing the decision to move the college.
Step-by-step guide to writing an effective letter
A step-by-step guide is provided below to help you write a letter in a way that conveys the required information in the best possible manner.
Using a college letterhead for relocation announcements
When informing parents and other clients about the relocation, it is important to ensure that the message appears credible and professional. Therefore, the college’s official letterhead—containing the logo and other authorized details—should be used for such communication.
Writing a professional letter to parents
Since this is a professional letter, it must follow a proper format. When writing an important letter to the parents of students on behalf of the college, begin with the date and the college’s official address at the top. After that, address the recipient in a formal and respectful manner.
How to begin the letter?
Begin the letter by sharing some introductory details about the college. Highlight the aspects you are most proud of, for example, mentioning that the college has completed 100 years or emphasizing its longstanding contributions to serving a particular community.
Announcing relocation to parents
After briefly introducing the college and its services to the parents, move on to the main point by announcing the relocation of the college. Explain that this decision was made after thorough analysis and consultations with experts. You may also mention the names of those who recommended the relocation to provide credibility and transparency.
Give reason:
A college may have several reasons for relocating, and this letter can be used to explain the decision clearly. Some institutions choose to move to new locations to take advantage of greater growth opportunities. If you also wish to seek suggestions from the readers, you may consider organizing a meeting and including the proposed venue and time within the letter.
End the letter
This part of the letter should be customized to reflect your specific relocation situation. For example, if you have just started searching for a new location, you may invite readers to suggest possible sites for the college’s relocation. Be sure to clearly outline your requirements for the new location. Finally, thank the reader for their support and close the letter professionally.
Writing tips:
- When writing a college relocation letter, keep it short, clear, and focused on the essential information.
- Highlight the contribution of the college to society, and avoid making negative remarks about the old location. Instead, you may mention that the old structure will be fondly remembered.
- Be sure to appreciate everyone who has been associated with the college, whether directly or indirectly, and extend best wishes for its continued growth.
- Finally, emphasize that the college’s top priority remains providing quality education and building the character of its students.
Sample Letters
(Date)
Dear Parent,
[College Name] has been serving the community for the past [number of years], and we take great pride in the achievements of our graduates. As we move to our new campus, we are equally excited to welcome future students who will continue this legacy. We look forward to this new beginning, where we aim to grow further and continue providing students with a strong foundation for their academic and personal success.
After careful review and extensive analysis, the Board of [State College Name] has decided to proceed with the relocation of the college. This decision was thoroughly discussed and approved during several board meetings.
Our community is committed to developing a new and improved campus for our college, designed to provide better facilities and opportunities for students. We sincerely hope this transition brings convenience and growth for everyone and trust that it will strengthen our shared journey.
Yours sincerely,
(Your Name)
(Position)
File: Word (.docx) and iPad
Size 28 KB
File: Word (.docx) and iPad
Size 28 KB
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