Stepthrough
Start free

Office move announcement prompt: free ChatGPT template

Customer emailsOperationsWorks in ChatGPT, Claude, Gemini and Copilot

Updated · By Robert Breen

Use this when the lease is signed and people keep asking "so when exactly are we moving?" An office move announcement has to answer a short list of questions fast: where, when, what changes for me and what do I have to do. This prompt writes two versions from the same facts: one for staff, with the practical to-dos, and a shorter one for clients and vendors, with the new address and any downtime. It only states dates you give it and flags the rest.

The prompt

Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.

Role: You are an office manager announcing an office move to staff and to clients.
Context: We are moving from [OLD ADDRESS] to [NEW ADDRESS]. Moving dates and closures: [DATES]. What changes for staff: [STAFF CHANGES]. What changes for clients (phone, mail, parking, hours): [CLIENT CHANGES]. What stays the same: [UNCHANGED]. Who to ask about the move: [CONTACT].
Task: Write two messages. Message 1 is for staff: lead with the move date and new address, then give what changes, what each person must do before the move with deadlines, and who to ask. Message 2 is for clients and vendors: give the new address, the move dates, any closure, and what stays the same. Use only the facts above. If a detail people will want is missing, such as parking or the phone number, list it under "Still to confirm" instead of guessing.
Format: Label the messages "For staff" and "For clients". Staff message under 220 words with a short checklist; client message under 120 words. A subject line for each. Warm, clear, no exclamation marks.

Fill in the blanks

[OLD ADDRESS]
The current office address.
[NEW ADDRESS]
The new address, copied exactly.
[DATES]
Packing, move and first-day dates, and any days the office is closed or working remotely.
[STAFF CHANGES]
Desks, parking, keys, printers, commute or anything else staff will notice.
[CLIENT CHANGES]
Address, phone, mailing address, visitor parking, hours. Write "no change" where true.
[UNCHANGED]
What clients and staff can rely on, such as phone numbers and email addresses.
[CONTACT]
The person who answers move questions, with a way to reach them.

Example, filled in

A made-up example from the free lesson Build an AI Maintenance and IT Request Form. Ridgeline Supply Co. is the made-up warehouse business from the operations lessons. The addresses, dates and details below are invented for this example.

Role: You are an office manager announcing an office move to staff and to clients.
Context: We are moving from 40 Depot Road to 118 Canal Street. Moving dates and closures: pack up by Thursday, November 13; office closed Friday, November 14; open at the new address Monday, November 17. What changes for staff: new desk assignments posted November 10; parking passes for the new lot handed out on the 13th; the shared printer moves with us. What changes for clients (phone, mail, parking, hours): new address; visitor parking behind the building; hours stay 8am to 5pm. What stays the same: all phone numbers and email addresses. Who to ask about the move: Aisha in the front office, aisha@example.com.
Task: Write two messages. Message 1 is for staff: lead with the move date and new address, then give what changes, what each person must do before the move with deadlines, and who to ask. Message 2 is for clients and vendors: give the new address, the move dates, any closure, and what stays the same. Use only the facts above. If a detail people will want is missing, such as parking or the phone number, list it under "Still to confirm" instead of guessing.
Format: Label the messages "For staff" and "For clients". Staff message under 220 words with a short checklist; client message under 120 words. A subject line for each. Warm, clear, no exclamation marks.

What a good answer looks like

  • The staff message opens with the Monday, November 17 start and the new address.
  • The checklist has dated to-dos, such as packing by November 13 and picking up parking passes.
  • The client message states the closure on November 14 and that phone numbers don't change.
  • Anything unstated, like the new floor or elevator access, shows up under "Still to confirm".

How to check it before you use it

An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.

  • Check the dates and weekdays against a calendar. The closure day is the line people act on.
  • Verify the new address spelling and the mailing address. Mail sent to the wrong place can take weeks to find.
  • Update your Google Business Profile, email signatures and website at the same time as the announcement.
  • Answer the "Still to confirm" items before sending, or tell people when you'll know.

Practice it in the free lesson

Prompt Writing 101: Role, Context, Task, Format: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.

Start the free lesson

Also useful: Build an AI Maintenance and IT Request Form

Terms used here

Role, Context, Task, FormatOutput formatPrompt constraints
  • Internal announcement prompt: Announce a change to your team in under 150 words: what changes, when it starts, what each person does and who to ask, plus the…
  • Holiday hours announcement prompt: A ChatGPT prompt that turns your holiday schedule into an email, a door sign and a short post, with every date, weekday and hour…
  • Policy summary for staff prompt: Turn a long internal policy into a plain staff summary: who it applies to, what to do, limits and deadlines, with unclear lines…

More customer emails prompts

All free prompt templates · AI glossary