Corporate relocations are administratively and logistically demanding for employers. They also require significant investment, with expectations of ROI and organisational value. Effective management of the relocation process will be critical to facilitate success of the move, enabling the employee to hit the ground running professionally and help to settle their family into the new environment.
Moving out of the country checklist: a starter for ten
Using a moving out of the country checklist can provide initial practical focus as part of project planning and should be built on to ensure all of the individual requirements of the specific project are met.
While this list is far from exhaustive, it gives an indication of the general, initial concerns for organisations preparing to deploy workers overseas on a long-term or permanent basis.
1. Carefully select overseas assignees
Candidate selection is a critical, preliminary stage in any relocation. This requires clarity in the objectives of the role and the professional, language and personal skills required to deliver on the objectives in a different culture.
The process should scrutinise both the professional credentials of potential candidates and their suitability on a personal, practical and psychological level.
In some cases an employee may be technically qualified for the assignment in question but has personal or family issues that may present obstacles, for example, where they have young children or even health problems that could increase the risk of assignment failure or early repatriation.
Furthermore, success at home does not necessarily translate into high performance overseas. It is therefore important to consider soft skills, such as flexibility, self-reliance and the ability to adapt, since these are qualities that point to the likelihood of success in a completely new and often challenging environment.
2. Establish the terms of the assignment
In order to effectively manage and arrange an overseas assignment, you will need to set out its terms. Needless to say, you will have already satisfied yourself of the basic nature of the assignment prior to selection of a suitable candidate, but having chosen the right person for the job, you will then need to iron out the finer detail.
This can include the exact duration of the assignment, whether the employee will be bringing family members with them, where they will live, what benefits will be required, how the employee will be taxed, whether the move will impact on their contract of employment, what costs you will each be responsible for and what will happen when the assignment comes to an end.
Once you have established the terms of the move, you will have the foundations from which you can build a successful assignment.
3. Provide any necessary training
Prior to the move you will next need to fully prepare your employees for their overseas assignment. As an employer you have a duty of care to ensure that overseas assignees understand the legislation and cultural differences in the country they will be travelling to and working in.
The nature and extent of this preparation may depend upon the type of assignment in question, although in most cases you will at least need to offer some information as to what to expect. This can include training on legal compliance and cultural differences and language skills.
Employers should also consider offering any cultural training and language courses to family members who will be accompanying the employee overseas.
4. Obtain any necessary visa permissions
Where you are looking to deploy workers overseas, whether this be on a short or long-term assignment, you will need to consider in advance the immigration permissions that will be required, such as obtaining the relevant work permits or visas on behalf of the employee and any family members that will also be relocating.
Options will be determined by a number of factors including the immigration rules and policy of the destination country, the nationality, circumstances and background of the employee and the nature of the role that will be performed following the relocation.
Work permits typically involve complex applications, with multiple stages, costs and there will usually be a requirement to attend a visa interview at the country’s Embassy.
Brexit is a further complication, and employers are being advised to review and prepare their practices in light of potential changes to the immigration rights of EU and the UK employees.
5. Carry out a pre-assignment health check
A pre-assignment health screening should be mandatory for all selected candidates.
You should always ensure that any overseas assignees are medically fit before deploying them to a new post abroad, and that they are up to date with all required vaccinations. Further, you must be satisfied that they are fit for the particular assignment in question and fully able to cope with the conditions of the country in question.
6. Provide comprehensive travel and medical insurance
In the event that an employee has an accident or falls ill during the course of their assignment, the provision of insurance will allow them to receive immediate and, where necessary, emergency treatment.
Further, in the unfortunate event of incident or illness, insurance cover can potentially cover the cost of medical bills, return flights and other associated costs that your organisation may otherwise have been liable for.
7. Put in place an ongoing support system
Successful overseas assignments not only depend on the individual assignee that you select but on the support they receive to reduce the risk of assignment failure.
Assignees can quickly feel isolated following relocation as a result of cultural and language barriers and separation from friends and family, particularly where there has been insufficient support during the transition. This can see the employee lose faith in the employer/employee relationship, causing potentially irreparable damage and even the loss of that employee to a competitor.
The employee’s family members should also be offered specific support on relocation, to assist with the administration of moving (eg school and home finding, registering with doctors) and orientation services to familiarise with the new environment and support settlement.
Proactive and ongoing support can markedly increase the success and impact of overseas assignments, create a more enriching employee experience and ensure successful retention of global talent.
8. Prepare for repatriation
Support should not only be offered throughout the entire overseas assignment lifecycle, it should also be offered following repatriation. As with preparing for departure, employers should look to assist employees with settling back into their old life.
This could mean practical support with finding accommodation and schooling and career progression and opportunities should be discussed in light of the employee’s international experience and enhanced insight into the organisation.
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There are numerous benefits for both employers and employees in meeting the challenges of successful overseas assignments. For an employer this includes expansion into new markets, sourcing new industry knowledge and the development of key talent, while for employees this includes potential career progression, insight into new ways of working and the whole travel experience.
However, there are also risks involved, not least early repatriation, poor budget planning and failure to gain any real return on that investment. To minimise the risk of assignment failure, and to ensure the wellbeing of your employees, employers should examine the key challenges facing workers deployed overseas, and determine the best way to prepare, support and manage them during their time abroad.
A moving out of the country checklist is an essential tool for UK employers who are supporting employees in overseas assignments, to facilitate a smooth transition for the employee, covering legal, financial, and logistical considerations.
For employers, key risks include legal compliance with visa and work permit regulations in the host country. Ensuring the employee’s tax obligations are correctly managed in both the UK and the new location is crucial to avoid legal and financial penalties. Employers must also consider the logistical challenges of relocating an employee, including shipping personal belongings, arranging suitable accommodation, and providing support for family members.
Healthcare is another major consideration. Employers need to ensure that the employee and their family have adequate international health insurance and access to necessary medical services in the host country. Additionally, cultural adjustment and language barriers can impact the employee’s well-being and productivity, making it important for employers to offer cultural training and ongoing support.
Properly managing these aspects not only ensures compliance but also supports the employee’s morale and effectiveness in their new role, reducing the risk of assignment failure and associated costs for the business.
Moving out of the Country Checklist FAQs
What legal documents are required for an employee moving abroad?
Employers must ensure that employees have the correct visa and work permit for the host country. It’s also important to review and possibly amend employment contracts to reflect the laws and requirements of the new location.
How can employers support employees with tax obligations?
Employers should provide guidance on managing tax obligations in both the UK and the host country. This may involve working with tax advisors to ensure compliance with tax treaties and helping employees understand their responsibilities to HMRC.
What kind of support should be provided for the employee’s family?
Supporting the employee’s family is crucial for a successful relocation. Employers can offer assistance with schooling options, cultural orientation, and language training for family members. Providing a clear understanding of the healthcare system in the new country is also important.
How should employers handle compensation and benefits for overseas assignees?
Compensation packages should be tailored to the new location, considering cost of living adjustments, housing allowances, and any additional benefits such as hardship allowances. It’s important to clearly communicate these changes to the employee.
What should employers do to ensure the employee’s well-being abroad?
Employers should regularly check in with the employee to address any issues they may face. Providing access to mental health resources and ensuring a support network is in place can help maintain the employee’s well-being during their assignment.
What are the key risks associated with international assignments?
Key risks include legal non-compliance, tax complications, financial instability due to currency fluctuations, and the potential for cultural adjustment issues. Employers should proactively manage these risks by offering thorough pre-assignment training and ongoing support.
Glossary
| Term | Definition |
|---|---|
| Residency Permit | A document that allows a non-citizen to reside in a country for a specific period. |
| HMRC | Her Majesty’s Revenue and Customs, the UK government department responsible for tax collection. |
| Cost of Living | The amount of money needed to cover basic expenses such as housing, food, taxes, and healthcare. |
| International Health Insurance | A health insurance plan that provides coverage while living or travelling abroad. |
| Shipping | The process of transporting goods, such as personal belongings, from one country to another. |
| Temporary Accommodation | Short-term housing arranged before securing a permanent residence in a new country. |
| Forwarding Mail | A service that redirects mail from your old address to your new address, often used during a move. |
| Visa | An official document or stamp in your passport that allows you to enter, stay, or work in a country. |
| Bank Account | A financial account maintained by a bank where funds are deposited and withdrawn by the account holder. |
| Cultural Adjustment | The process of adapting to a new culture, which may include learning new social norms and behaviours. |
| Moving Company | A business that helps people and businesses transport their goods from one location to another. |
| Packing | The act of placing belongings into boxes or other containers in preparation for a move. |
| Storage Solutions | Services that provide safe storage of personal belongings, often used during relocation. |
| Tax Obligations | Legal responsibilities to report and pay taxes, which may continue even after moving abroad. |
| Settling In | The process of becoming established in a new home, including arranging utilities and other essentials. |
Author
Founder and Managing Director Anne Morris is a fully qualified solicitor and trusted adviser to large corporates through to SMEs, providing strategic immigration and global mobility advice to support employers with UK operations to meet their workforce needs through corporate immigration.
She is a recognised by Legal 500 and Chambers as a legal expert and delivers Board-level advice on business migration and compliance risk management as well as overseeing the firm’s development of new client propositions and delivery of cost and time efficient processing of applications.
Anne is an active public speaker, immigration commentator, and immigration policy contributor and regularly hosts training sessions for employers and HR professionals
