Moving to a New Practice Announcement Template
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Whether your practice is moving to a new location or you’re leaving your current place of work to start a private practice, you’ll need to let your current clients know of the change in arrangements.
This is also an opportunity to update your peers, and other professionals, who could refer clients to you.
This article includes a moving to a new practice announcement template that you can download and edit, in addition to other therapist letter templates, like a therapist leaving practice letter sample.
Reasons to move to a new practice
There are several reasons you may be moving to a new practice, such as:
- Expanding your practice: You may decide to hire new providers and expand from a solo practice to a group practice, and, therefore, you may need more office space.
- Starting your own private practice: You may have decided to go out on your own and set up your own practice and want to provide clients the opportunity to work with you in your new location.
- Changing location: You may have come to the end of your lease in an existing office space and taken this opportunity to look for a more suitable office in a different location.
- Moving to a new practice: You may have decided to move to a different practice—for example, one that more closely aligns with your specialty—and need to communicate this information to your clients.
- Change in providers: If a provider is leaving your practice, you’ll want to let clients know and communicate how they can transfer to another clinician if necessary, and how clients can get in touch with your office with any questions.
What to include in an announcement letter
Whether you are transferring to a new practice or moving the location of your practice, you’ll want to include the following components in your moving to a new practice announcement template letter:
1. Appropriate greeting
If you are addressing colleagues, begin the letter with a professional greeting by including their full name and professional title. For clients, address them by their preferred name as you have already established rapport.
2. Make your announcement
Ensure that your letter clearly states the change occurring. For example, you are moving to a new practice, a provider is leaving, or you are moving offices. Include any other key information about the transition.
3. Describe your services
If you are moving to a new practice or setting up your own private practice, be sure to describe the services that you offer and any differences clients following you should expect. You may also want to anticipate potential client questions. For instance, if you are moving to a new provider, you could write to your client, “You may have questions like, ‘Can I follow my therapist to a new practice?’” and then include the answer to that question.
4. Offer mutuality
If you are writing to a peer or colleague, or changing your area of specialty, you may want to add that you are aware of their areas of clinical competence and that you will refer clients needing their expertise to them.
5. Conclusion
Conclude the letter expressing your appreciation for their attention and include contact information telling the person how to reach out to you.
6. Proofread and edit
Always proofread your letters before sending them to clients or colleagues to ensure they are free from typos and grammatical errors. You could also have a colleague proofread the letter or use a word processing software with a spell check and grammar editor.
To save time in the future, you could save your therapist leaving practice letter samples within your practice management software so you will only have to make brief edits.
Sample letter templates
Now that you’re familiar with the components of your announcement letter, we’ve provided a few different sample letter template paragraphs that you may find helpful. You can also download and save the free moving to a new practice announcement template to use when you need to communicate with clients or colleagues.
Therapist leaving practice letter sample
“I am pleased to announce that I will be joining a new practice that specializes in [fill in the blank], where I will continue to care for my existing clients. I will also continue to accept the same insurance plans to ensure a smooth transition of current clients.”
Provider leaving practice letter
“I am writing to inform you that [provider name] is unfortunately leaving this practice, as of [date]. Please call the office to arrange for the transfer of your care to another provider and for more information on their services. Should you wish to transfer to their new practice, they can be reached at [new contact information].”
Change of office location
For this therapist letter template, you can decide whether you’d like to include the reason for the move and edit the template accordingly.
“We are excited to announce that we will be moving to a new location, as of [insert date]. [I/our] existing lease has recently come to an end, and we have been offered a new office in [area]. We hope that by finding a location close to [insert relevant landmarks], that it will continue to be convenient to our clients. The office will also have additional amenities, including [insert relevant information], which we hope you will find useful.”
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