When to Use This Message
Send a Notice of Representation Change when:
- A new person is taking over as the primary contact for an account or matter.
- You want to formally notify relevant parties of who to contact going forward.
- An existing representative is leaving and needs to be replaced in official correspondence.
- You want a written record of exactly when the change takes effect.
Message Writing Tips
- State the Effective Date Clearly: Specify exactly when the new representative takes over, to avoid confusion during the transition.
- Introduce the New Contact: Provide their name, role, and contact details so recipients know exactly who to reach going forward.
- Clarify the Outgoing Representative's Status: Note whether the previous contact remains involved at all, or is fully stepping away.
- Mention Any Action Needed: If recipients need to update records or redirect future correspondence, state this clearly.
Frequently Asked Questions
Who needs to receive this notice?
Anyone who previously corresponded with or relied on the outgoing representative — clients, vendors, or institutional contacts relevant to the matter.
What if the change is happening immediately?
State this clearly with today's date as the effective date, so there's no ambiguity about which contact to use going forward.
Should the outgoing representative also send a notice?
It can help for continuity, though a single clear notice naming both parties is often sufficient for most situations.