Visit our New Website! Template

In plain language: Identifies the sending business by its full legal name and contact details, and addresses the recipient — whether an individual client, a company, or a general distribution list.

Common mistake: Using a trade name instead of the registered legal entity name in the letterhead — if the letter references binding service terms or portal access agreements, the legal name must match the contracting party.

In plain language: The opening clause that formally announces the new website, states the purpose of the communication, and gives the new URL clearly and prominently.

Common mistake: Burying the new URL in the body of the letter rather than stating it in the first paragraph — recipients who skim the letter miss the single most important piece of information.

In plain language: Describes what is new or improved on the website — new functionality, updated service pages, a client portal, an online store, or refreshed contact information.

Common mistake: Listing every minor design update rather than focusing on changes that directly affect how the recipient interacts with the business — this dilutes the message and buries the actionable information.

In plain language: States whether the old website or URL will remain active, and for how long, before it is retired or redirected — giving recipients a clear window to update their records.

Common mistake: Failing to specify the retirement date for the old URL — recipients assume the old address is permanent and do not update their records, leading to broken links and missed communications after the redirect goes live.

In plain language: Directs the recipient to take specific actions — updating bookmarks, saved links, vendor records, or contact databases — to reflect the new URL.

Common mistake: Giving a generic instruction to 'update your records' without specifying which records — vendors, clients, and partners need to know whether to update a payment portal URL, a contact page, an order form, or a client login.

In plain language: Reassures the recipient that existing account information, order history, login credentials, or stored data has been preserved through the website migration.

Common mistake: Omitting this clause when a client portal or account system is involved — clients who are not told their data has been migrated will assume they need to re-register, creating unnecessary support load and eroding trust.

In plain language: Provides a direct point of contact — name, email, and phone — for recipients who have questions about the new website, need assistance accessing new features, or want to confirm updated details.

Common mistake: Listing only a general info@ email address without a named contact or direct line — recipients with urgent questions cannot reach a real person, and response times on general inboxes are often slower during a launch period.

In plain language: Acknowledges any updates to the company's privacy policy or cookie practices resulting from the new website and directs recipients to review the updated policy.

Common mistake: Launching a new website with a new platform or analytics tools without updating the privacy policy or notifying users — this creates GDPR, CCPA, and PIPEDA compliance exposure depending on the jurisdiction.

In plain language: Closes the letter with the sender's name, title, and signature, lending authority to the announcement and providing a named point of accountability.

Common mistake: Sending the letter without a named signatory or with a generic 'The [Company] Team' closing — formal business communications referencing policy changes or account migrations require a named authorized representative.

A Visit Our New Website letter is a formal business communication sent to clients, partners, vendors, and other stakeholders to announce the launch or relaunch of a company's website. It provides the new URL, summarizes key changes, states the transition timeline for any old address, and directs recipients to update their records. It serves both as a practical notification and as a documented record that the communication was made.

Send it on or after the day the new website is fully live and tested — never before, to avoid directing contacts to a site that is not yet functional. For clients or partners who have saved portal links or vendor payment URLs, consider sending a preview notification 1–2 weeks before launch with the expected go-live date, followed by a confirmation letter on launch day.

For most small business marketing purposes, an email is sufficient. A formal written letter is recommended when the website change affects contractual relationships — such as a client portal URL referenced in a service agreement, a vendor ordering system, or a payment portal — because the letter creates a documented record that the change was communicated. It is also appropriate for regulated industries where client communication standards require written notice.

At minimum: your company's legal name and contact details, the new URL stated prominently, a summary of key changes relevant to the recipient, the effective date, the retirement date for the old URL, instructions for updating records, a reference to any privacy policy changes, a support contact for questions, and a named authorized signatory. Missing the effective date or old URL retirement date are the most common omissions and the most likely to cause recipient confusion.

A signature is not legally required for a general marketing announcement. However, for letters that reference changes to data handling, client portal access, or terms of service — which may have contractual or regulatory implications — a named authorized signatory provides accountability and is considered best practice in most business contexts.

If your new website uses different analytics tools, advertising pixels, or cookie configurations than the previous site, you are likely required to update your privacy policy under GDPR (EU/UK), CCPA (California), PIPEDA (Canada), and similar frameworks. The updated policy must be accessible on the new site, and for EU and UK visitors, a renewed cookie consent mechanism may be required. The announcement letter should reference the updated policy and its effective date.

A minimum of 30 days is standard for most businesses; 60 days is recommended for B2B companies where clients or vendors may have the old URL embedded in internal systems, saved bookmarks, or printed materials. After the transition period, implement a permanent 301 redirect from the old domain to the new one rather than simply taking the old site down — this preserves search engine rankings and prevents broken links for contacts who did not update their records.

Yes, with additions. For a rebrand involving a new company name and domain, supplement this template with a Company Name Change letter that addresses the legal and contractual implications of the name change separately. The Visit Our New Website letter handles the URL and online presence notification; the name change letter handles updated invoicing details, contract references, and banking information.

Yes. Clients care about whether their account data has been migrated, how to access the client portal, and whether their login credentials still work. Vendors care about whether the supplier portal or order form URL has changed. Creating two targeted versions — one for clients, one for vendors — and tailoring the summary-of-changes and instructions clauses to each group reduces confusion and inbound support requests significantly.