A dental office relocation letter should tell patients which office is moving, when appointments switch to the new address and how to reach you. Put those details before the story of your new space.
The letter has a practical job: help someone who remembers your old office arrive at the right door. If your practice has several locations, it also needs to make clear which locations are staying put.
Use the samples below as starting points. They cover a practice moving to a new location and one branch moving within a larger practice. Replace every bracketed field and confirm the appointment instructions before sending.
Confirm the details before you write#
Start with the date patients will begin receiving care at the new office. That may differ from the date staff move furniture or the date you stop seeing patients at the old address.
Confirm these details with the team managing your schedule:
- The office name and old address patients recognize.
- The last date for appointments at the old location and the first date at the new one.
- The complete new address, including suite or floor where needed.
- What happens to appointments already booked during the change.
- The phone number patients should use for questions.
- Any closure between locations and how patients can contact the practice during it.
If hours, providers or contact details are changing too, explain those changes. Don't automatically say everything else will stay the same.
Add a checked entrance, parking or accessibility instruction when the address alone would not get someone to the right door.
Sample: your practice is moving#
Use this version when your existing office is moving and patients will continue seeing the practice at the new address. It is written for a move with no change to booked appointment dates or times. Replace the appointment paragraph if that does not describe your situation.
[Practice letterhead]
[Letter date]
Our dental office is moving: appointments at the new address begin [New-location start date]
Dear [Patient name],
We are moving [Practice name] from [Old office address] to:
[New street address and suite or floor]
[City, State ZIP code]
Please come to our current office for appointments through [Last old-location appointment date]. For appointments on or after [New-location start date], come to the new address above.
If you already have an appointment, its date and time remain the same. The location depends on the appointment date, as explained above. If you are unsure where to go, please call [Practice phone number] before your visit.
[Add a short, verified arrival instruction, such as which entrance or parking area to use. Delete this line if none is needed.]
Thank you for being part of our practice. We look forward to welcoming you at the new office. For questions about the move or your appointment, contact [Practice phone number] or [Practice contact page].
Warm regards,
[Dentist or practice leader name]
[Practice name]
If some appointments need to change, replace the sample's reassurance with the actual next step: “Our team will contact you about appointments affected by the move. If you have an appointment during [Affected date range] and have not heard from us, please call [Practice phone number].” Use this wording only when your team has that follow-up process in place.
Sample: one location in your practice is moving#
Name the branch throughout the letter. Patients who visit more than one of your offices should not have to guess whether an appointment elsewhere is affected.
[Practice letterhead]
[Letter date]
Our [Moving office name] location is moving
Dear [Patient name],
We are writing to let you know that the [Moving office name] office of [Practice name] is moving from [Old branch address] to:
[New branch street address and suite or floor]
[City, State ZIP code]
Appointments at our [Moving office name] office will take place at the current address through [Last old-location appointment date]. Beginning [New-location start date], appointments for that office will take place at the new address above.
Our [Unchanged office names] locations are not moving. If your appointment is at one of those offices, this relocation does not change its location.
[Explain the actual arrangements for appointments already booked at the moving office: whether dates and times stay the same, or how the team will confirm changes.]
Before your next visit, please check the office named on your appointment reminder. If it is unclear, call [Scheduling phone number] and we will confirm where you should go.
[Add a short, verified arrival instruction for the new branch, or delete this line.]
Thank you for choosing [Practice name]. Please contact [Scheduling phone number] with questions about this move or your next appointment.
Warm regards,
[Dentist or practice leader name]
[Practice name]
If branches share similar names, include the city or neighborhood patients know. Review the mailing audience with the practice team so that the letter reaches people who need the change explained.
Check the letter against your appointment reminders#
A clear letter cannot fix a reminder that still sends someone to your old address. Before the announcement goes out, compare it with the website's location page, booking messages, appointment confirmations and instructions staff give over the phone.
For each affected appointment, the address patients receive should match where the practice expects them to attend. Pay particular attention to appointments booked before the move was announced.
Use this final check:
- Can a reader identify the moving office without reading the whole letter?
- Do the last old-location date and first new-location date match the schedule?
- Does the new address include the correct suite, floor and ZIP code?
- Can patients tell what to do about an appointment already booked?
- Are any unchanged branches clearly identified?
- Have staff checked every parking, entrance and accessibility detail included?
- Does the listed phone number reach someone who can answer relocation questions?
- Have all placeholder instructions been replaced or deleted?
Choose the mailing process your practice has approved for patient communications. Review the finished letter and recipient list through that process, and keep a copy of the version you sent. See the dental practice mail guides for related communication topics.
The letter is ready when a patient can answer: “For my next appointment, which office do I go to, and who can I call if I'm unsure?”