# Office move announcement prompt: free ChatGPT template > Announce an office move to staff and clients: new address, dates, what changes and what stays, plus a short checklist of what people must do. Source: https://learn.ynteractive.com/content/prompts/office-move-announcement-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Customer emails](https://learn.ynteractive.com/content/prompts#job-customer-emails) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) 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](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text 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](https://learn.ynteractive.com/content/ai-maintenance-it-request-form-lovable-n8n). Ridgeline Supply Co. is the made-up warehouse business from the operations lessons. The addresses, dates and details below are invented for this example. Copy example ```text 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](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): 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](https://learn.ynteractive.com/content/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](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Build an AI Maintenance and IT Request Form](https://learn.ynteractive.com/content/ai-maintenance-it-request-form-lovable-n8n) ## Terms used here [Role, Context, Task, Format](https://learn.ynteractive.com/content/glossary/role-context-task-format) · [Output format](https://learn.ynteractive.com/content/glossary/output-format) · [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) ## Related prompts - [Internal announcement prompt](https://learn.ynteractive.com/content/prompts/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](https://learn.ynteractive.com/content/prompts/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](https://learn.ynteractive.com/content/prompts/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 - [Out-of-office auto-reply prompt](https://learn.ynteractive.com/content/prompts/out-of-office-auto-reply-prompt): Write an out-of-office auto-reply for a small business: the dates you're away, who covers what, the urgent option, and when… - [Permit and inspection explainer prompt](https://learn.ynteractive.com/content/prompts/permit-and-inspection-explainer-prompt): Explain the permit and inspection on a job to a homeowner: who files it, what the inspector checks, what they must do, and what… - [Policy change confirmation email prompt](https://learn.ynteractive.com/content/prompts/policy-change-confirmation-email-prompt): Confirm a change to an insurance policy in writing: what changed, the effective date and any new amount, using only what the… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)