Change of email address template letter

To notify someone about your change of email address, it’s best to be clear and concise. A direct approach avoids confusion and ensures your message is understood. Here’s a straightforward template to help you draft an email informing others of your new email address.

Subject: Update of Contact Email Address

Dear [Recipient’s Name],

I am writing to inform you that my email address has changed. Please update your records to reflect my new contact details. Going forward, you can reach me at:

[New Email Address]

If you need to get in touch for any reason, please use this updated address. I will no longer be monitoring my old email address after [Date].

Thank you for making this update. Let me know if you need any further information.

Best regards,

[Your Name]

Here’s the revised version, with reduced repetition while keeping the meaning intact:

When updating your email address, ensure clarity and accuracy. Keep the message brief and direct, focusing on key details. Start with a friendly greeting and explain the change clearly. Provide the new email address and any other necessary contact details. Conclude by confirming your availability for any questions or clarifications.

Here is an example template:

Dear [Recipient’s Name],

I hope this message finds you well. I would like to inform you that my email address has changed. Please update your records with my new contact information:

New Email Address: [Your New Email Address]

If you need further information or have any questions, feel free to reach out. Thank you for your understanding and cooperation.

Best regards,

[Your Name]

Change of Email Address Template Letter
How to Notify Clients about Your New Email
Key Information to Include in Your Address Change Notice
When to Send the Notification about Your Email Change
Common Mistakes to Avoid in Address Update Letters
How to Personalize Your Email Change Notice
How to Ensure a Smooth Transition to the New Address

Start your email change notification with a clear subject line that states your new email address. Mention your old email address for reference, and make it easy for recipients to update their contact information. Include a brief sentence explaining the reason for the change, ensuring clients know the new address is operational and will be monitored going forward.

Make sure to provide a direct, easy-to-find section that clearly displays the new email address. A helpful tip: set up an auto-response on the old email to notify clients that it’s no longer valid. Be concise but informative. Reassure your clients that no action is required unless they want to update their address book or contact details.

Send the notice at least 2–3 weeks before you stop using the old email, giving clients enough time to adjust. If possible, consider sending a follow-up reminder one week before the old address becomes inactive to ensure that no important communications are missed.

Avoid making the mistake of sending a vague or overly technical explanation. Don’t overwhelm the client with unnecessary details. Keep the language clear, simple, and client-focused, showing that you value their communication. Another mistake is failing to include a specific timeline for when the old address will no longer be in use.

Personalize your email by addressing the recipient by name, and if possible, provide a reason tailored to the relationship you have with them. For example, if this change affects a specific department, make sure that’s communicated. Personalization builds trust and ensures that your notice stands out in a crowded inbox.

To guarantee a smooth transition, double-check your email forwarding settings. Ensure your clients can reach you without issues by testing both the old and new email addresses. Consistently monitor both accounts to catch any missed messages during the transition phase, and respond quickly to any client queries regarding the update.