Employee Pre-Move Email

Employees don’t need every detail. They need enough to arrive successfully and to trust that the rest is handled. Write it like a host: clear, calm, specific. Send it in Week 3, before the move.

How to use it

• Fill the brackets and cut anything that doesn’t apply.
• Name what’s still in progress. Visible unfinished work is easy to accept when it’s named in advance — and reads as chaos when it isn’t.
• Point to a single issue-reporting channel so feedback lands in one place (your Hypercare Tracker).

The template

Subject: Our new office opens [date] — here’s how to arrive

Hi team,

We’re opening the new office at [address] on [date]. Here’s everything you need for a smooth first morning.

Getting in

• Arrive at [entrance / floor]. [Building access: badge / front desk / temporary pass.]
• [Parking / transit notes, if relevant.]

Finding your spot

• [Seating: assigned / neighborhoods / pick-a-desk]. [Where to find your seat / map link.]
• Wi-Fi: [network], password […] (or “credentials will be at your desk”).

What’s ready on day one

• Powered desks, Wi-Fi, [#] meeting rooms, restrooms, kitchen with coffee/water/snacks, and supplies.

What’s still in progress

• [e.g., artwork, plants, a couple of lounge areas, final signage] — coming over the next [timeframe].

If something’s not right

• Report it in [channel] and we’ll track and fix it. [Who to contact for anything urgent.]

A few notes

• [Coffee / breakfast / opening-day welcome details, if any.]

Can’t wait to see you there. — [Name]

Opening-week tone

Be honest and calm. A good follow-up note sounds like:

The office is open and functional. A few finish items will continue over the next two weeks — artwork, plants, and final lounge furniture. Please report any issues in [channel] so we can track and resolve them.

Tip

One email, one channel, one point of contact. The fastest way to make a new office feel chaotic is to scatter instructions across five threads — so consolidate, and tell people exactly where to look.