This guide brings together essential insights into planning, documentation, logistics, customs, family coordination and settling‑in support. Whether you benefit from full corporate assistance or manage the process yourself, these seven steps help ensure a predictable, compliant and stress-free international relocation.
1. Start Early: 90–120 Days Before Departure
Starting preparations early is one of the most effective ways to reduce stress. The first three to four months before departure create the ideal window to organise key elements of your move.
Starting early helps avoid delays, especially when moving between countries with different visa rules, customs procedures or administrative requirements.
Key early‑stage tasks include:
- Review visa requirements
- Check passport validity
- Compare international moving companies (consider experience, FIDI affiliations, insurance options and customs expertise)
- Create a preliminary moving timeline
2. Schedule a Professional Pre‑Move Survey
A pre-move survey provides clarity on the volume of belongings you plan to ship. It also helps determine the most suitable transport option and gives realistic expectations regarding timelines and costs.
A survey prevents surprises later in the process, ensuring your planning, budget and transport decisions are based on accurate information.
A survey benefits every type of mover: HR teams gain visibility over budgets, employees using a relocation allowance can make informed financial decisions, and individuals managing their own move receive practical guidance on what is feasible to ship.
During a pre-move survey, the consultant evaluates:
- Total shipment volume
- Special packing needs for fragile, heavy or high‑value items
- Potential restrictions at the destination
- Recommended transport mode (air, sea, road, or storage)
- Your personal wishes, questions and concerns regarding the move
3. Prepare Moving Documentation and Customs Requirements
Every country has its own customs regulations and administrative processes. Missing or incorrect paperwork can lead to delays, extra costs or even refusal of goods at the border.
A country-specific checklist ensures that all required documents are collected well in advance. Your moving specialist will advise which documents you must arrange personally and which steps can be handled on your behalf, helping you avoid delays or missed requirements.
Common documentation includes:
- Passports and visa documentation
- Customs declaration forms (often prepared or supported by your moving specialist)
- Detailed inventory lists created during packing before loading
- Certificates for electronics or restricted goods
- Import permits for pets or vehicles
4. Coordinate Housing, Schooling and Family Logistics
International relocation often intersects with important personal decisions. Housing timelines, school availability and temporary accommodation all influence the moving schedule.
Planning early is particularly important for families relocating to destinations with high demand for international school placements, such as Singapore, Toronto or Dubai.
Important preparation areas include:
- Housing notice periods and new lease start dates
- School registration deadlines
- Temporary accommodation planning (in many destinations it is not possible to secure a rental property remotely. Being physically present is often required to view and sign a lease. Temporary housing on arrival is therefore essential. In the Netherlands, for example, this process can take five to six weeks while arranging BSN registration, banking and GP or dentist registration)
- Storage solutions for items not being shipped
- Pet travel and documentation requirements (vaccinations, microchip, health certificates, and import permits)
5. Plan Transport and Delivery Windows
Transit times vary significantly depending on the destination, season and mode of transport. Depending on the route, shipments may take anywhere from four to fourteen weeks. Air freight is faster but comes with higher costs and limited capacity.
Clear planning helps manage expectations and reduces uncertainty, especially when coordinating arrival dates, temporary housing and essential living arrangements.
When planning transport, consider:
- Estimated transit times (4–14 weeks depending on destination)
- Preferred delivery dates
- Restricted delivery dates such as building regulations, elevator bookings, holidays or limited delivery windows (common in large cities and high-rise buildings)
- Storage needs before or after shipping
- Home access conditions (parking, elevators, permits—assessed by your moving professional)
- Customs clearance duration
6. Keep Communication Clear Throughout the Process
Consistent communication is essential for a predictable and confident relocation. Regular updates about packing schedules, shipment status, customs progress and delivery planning help minimise uncertainty and keep expectations aligned.
Whether you receive corporate support or manage the move independently, having one central point of coordination ensures structure, efficiency and peace of mind.
7. Prepare for Arrival and Settling-In
Arriving in a new country involves several practical steps. Registration procedures, utility setup, healthcare access, banking and orientation all influence how quickly you feel at home.
A clear arrival plan ensures nothing important is overlooked and that your first weeks abroad are structured and focused on getting settled. Missing or delaying any of these steps can affect access to services, schooling, healthcare and even your ability to register locally.
Typical arrival tasks include:
- Registering with local authorities
- Setting up utilities (water, gas, electricity, internet)
- Opening bank accounts
- Finding healthcare providers
- Exploring local neighborhoods and public transportation
- Making use of professional settling‑in support services (Optional)
Planning an international relocation—corporate-supported or independent?
Connect with De Gruijter & Co. for expert guidance, secure timelines and a stress-free move abroad, ensuring nothing is overlooked so you, your partner or your family can settle quickly and confidently into your new environment.