Planning an overseas move

It is not surprising that when people decide to move, they are left with a feeling of dread. But does the relocation process really have to be as painful as they perceive? Frank McCluskey, CEO of international door-to-door moving firm Cadogan Tate, provides a step-by-step guide to taking the stress out of employee relocation.

With good planning and the right help, the physical process of a move can be exercised efficiently and the anxiety associated with moving reduced. When planning a move, a good timetable is essential – the impact of the move upon the success of a relocation depends upon how effectively time is used during the 8-10 weeks prior to the move. If employees rush to complete everything within the last two or three weeks, stress levels will peak.

Items that people wish to store or discard should be arranged beforehand. If there is more than one shipment (e.g. sea freight, airfreight and storage) each item should be clearly marked accordingly. Some moving companies provide stickers to denote each method of transport, otherwise Post-it notes marked appropriately are sufficient. Some people may prefer storage in the destination country, so it is important to check that the moving company can provide the facilities.

When employees prepare for a move overseas, one of the items at the bottom of the list of things to do will probably be ‘choosing the mover’. In fact, the moving company that is picked will, to a lesser or greater extent, determine how well individuals settle into their new environment.

There are many highly professional companies that specialize in international moving – unfortunately, there are also hundreds that are less than satisfactory. Employees should be aware of sales people who tell them what they want to hear. It is much better to know what to expect, and plan accordingly, than be offered false promises. For instance, many people believe that an air shipment will be available to them after three or four days; an inexperienced mover may even agree that this is possible. Unfortunately, in reality, due to customs clearance and security procedures as well as other factors, a transit time of 10-14 days is much more likely (to some parts of Africa and certain other difficult areas, it will possibly be even longer).

One item that many people feel is important is how close a moving company is to them geographically. Whereas this is a factor on a domestic move, it is really of little relevance when moving overseas. From a service point of view, the mover’s capabilities and knowledge of international relocation is much more critical than its location. When making the final decision, employees should remember that there are many different methods to move the same household from A to B. Some of these can mean a difference of three or four weeks in transit time, so careful attention is needed to compare not only the price but also what is actually being offered.

Steel steamship containers are available to the majority of foreign countries, and it is often possible to consolidate a number of small shipments into a single steel container. This service reduces individual costs as you pay only for the amount of space your goods use within the container and is ideal for people who have to work to a strict budget. Goods can also be dispatched on the first available sailing when speed is as important as cost.

Taking the aerial route
When employees need to move swiftly, or they require some urgent personal or work items ahead of the main shipment by sea, airfreight services can be used via international scheduled airlines. Shipping costs less than air airfreight; however, if families are staying in expensive hotels while waiting for their goods to arrive, costs can increase considerably. Smaller consignments mean airfreight can represent a viable proposition in financial terms. However, employees should remember that when precious possessions are being moved, the cheapest quotation does not necessarily represent the best value.

What to take
When deciding what to take by which method, it is important to bear in mind that individuals will be without most of their personal effects for two weeks if they are being airfreighted, and up to 10 weeks if moving by sea (depending on the destination). In general terms, there are certain items that should not be moved, or should be taken personally. If guns, or wines and spirits are included in the shipment, they will normally result in delays, duties or confiscation. Naturally, cash should never be packed in a household goods shipment, but less obvious perhaps are jewelry, stamp collections, coin collections, stocks, deeds, etc., which are uninsured if they are included.

Bottles of food (e.g. tomato ketchup) or cleaning fluids should never be moved. One such broken item can have disastrous effects if it leaks on to an expensive piece of furniture or clothing. The actual packing and shipment are only part of the transaction. When the consignment arrives at the destination, the moving company should be on hand to deal with customs clearance and deliver the shipment to the new residence for unpacking or take it into storage until the family is ready to move in.

Getting a competitive quote
The moving company must supply a fixed price quotation to provide specific services for an agreed quantity of goods. Usually the price is expressed as a lump sum inclusive of all required services, but it is important to be aware of estimates and quotations that do not specifically include all of these services. Some companies will quote to ‘arrival’, ‘shipside’ or ‘container depot’ in the destination country. However, these quotations make no provision for customs clearance, port handling, collection or delivery to residence, which can increase the overall cost significantly.

Unless a limited service is specifically required, people should insist on a ‘door-to-door’ service, and the moving company must be able to supply a quotation in writing, specifying that the price is ‘to residence’. All normal costs are included in the door-to-door quotation, including customs clearance.

The moving day
Before the movers arrive, documents, passports, driving licenses, clothing and any other items not to be packed should be separated out and clearly marked. Clothing may already be packed in suitcases. It is advisable not to attempt to sort out items on the day of the move, once the packing actually starts, because the process tends to go much faster than is normally expected. It is important to ensure that passports and airline tickets are kept handy – and not packed in suitcases.

It is also advisable to arrange for young children or pets to be with friends or relatives on the move dates, as they may find the process unsettling.

Packing
Goods should be packed in specifically designed containers. Large items of furniture should be completely wrapped in several layers of thick protective paper blankets or some other appropriate protective materials. Special cases can be supplied for items of a fragile nature or high-value. All packing and preparation should be undertaken at home so that the care and attention given to the belongings can be witnessed.

To prevent undue stress, flying to the new destination a day or so after packing should be avoided. This allows time for last minute issues, as well as house cleaning and, most importantly, a rest.

If people take the time to plan their move, ask the right questions and, above all, retain their sense of humor, the process will be a lot less stressful.

The worldwide division of Cadogan Tate provides quality door-to-door moving services throughout the world. These specialist services are available to private individuals, executive, expatriate and diplomatic families.

Choosing a mover
To distinguish one from the other, employees should ask a number of key questions:

• How many international moves does the company handle annually?
• Is international moving the predominant source of business to the moving company?
• Will the company be responsible for the move from door to door?
• What are the customs requirements for the destination?
• Which corporations use the services of the moving company on a regular basis?
• How long has the company been doing business?
• Can references be provided by people who have moved recently through the moving company?
• Does the moving company have a good reputation?

Relocation checklist
Initial considerations

• Arrange to lease or sell the UK property
• Cancel credit cards and advise the bank
• Obtain letters of reference to establish credit overseas
• Open bank accounts and obtain credit cards in the designated country
• Obtain information on local schools, shops, services, etc. at the destination.
• Gather together medical and dental records
• Notify the tax office
• Send out change of address cards
• Compile a detailed inventory of the household effects (including values)
• Arrange for mail to be forwarded to the new address.
• Sell or store most of the electrical items – unless the system at destination is the same
• Arrange to move household effects
• Obtain all necessary visas and work permits
• Contact the relevant embassy (or mover) to obtain a list of prohibited items that cannot be shipped
• Check whether the car can be imported to the new location – without prohibitively expensive modifications
• Check if pets will be accepted in the new destination.

Many of these, if left to the last moment, can cause significant problems. For instance, an insurance valuation that is completed on the day of a move is usually greatly understated.