Planning for Relocation
Planning your move
Because relocating overseas is a major step in your life, it is advisable to begin planning your move from the day you decide to relocate. There will be many changes ahead including a new home, new climate, new culture and perhaps even a new language.
The following is designed to help you prepare for your move. It outlines the steps you can take to be better equipped for your moving day and for life in your new home.
The documents you will need
- Passport: If you already have one, check on the expiration date.
- Visas and Work Permits: Find out if they are required and what kind will you need. If you will be working or your spouse wishes to work, check with the embassy or consulate of the country where you will reside and ask them for specific requirements for residence and employment permits. Crown also offers immigration assistance.
- Driver License: Find out what type of license is acceptable where you are going to live or where you may travel
- Photographs: Find out how many you’ll need for immigration paperwork and be sure to get extra copies.
- Health Records: Obtain international health records, school health records and current physical reports. If vaccinations are necessary, they must be recorded in an International Certificates of Vaccination booklet, available from most public health or doctor offices. Keep it with your passport. All vaccinations can be recorded in this document. In addition to any vaccinations required to move to your destination city, the World Health Organization may require documented vaccinations against cholera and yellow fever under certain conditions.
- Insurance: Check your insurance information to be sure you’re covered in the country where you’ll be living, then make any necessary adjustments.
- School Records: Take copies of your children’s and your own. If you’re interested in taking correspondence courses, now is the time to see what is available and the requirements.
- Other Important Documents: Take your marriage certificate. Be sure to carry all vital documents with you.
About your house
- Owners: You may prefer to lease your home to someone for the duration of your stay overseas rather than leave it empty. Consider having a relative or friend move in. Decide who will manage your property on your behalf and what legal authority will be needed. If you plan to sell it, it’s best to get it on the market as soon as possible.
- Renters: Give your landlord as much notice as possible.
Begin looking for a new home
A good property agent needs to be hired for sourcing and viewing of suitable properties. Should you assistance with SKY2C Consultant to assist you in finding a new home at destination. A selection of suitable properties will then be sourced for your viewing. They will take care of lease negotiation and agreement.
Decide what to do with your car
Your options are to sell, ship or store the vehicle. If you decided to ship it, consider shipping cost, import duty taxes and availability of parts at destination. If you are considering storing it, check the insurance and storage costs. If you expect to return to your home city for visits, it can be very convenient to have your own means of transportation. Be sure the storage company will recharge the battery before you return.
Decide which belongings to ship or leave behind
Your decisions should be based on where you are going, customs restrictions of the country and any shipping allowance provided by your employer. Other factors include the size of your residence at the destination and whether or not your employer provides any furnishings there.
Consider the climate at your new destination. For example, if you are moving to a tropical climate, you will not need to ship your winter coats. Purchase items that are not commonly found at your destination, especially if you wear difficult-to-find or especially large size clothes. Take help from internet.
Customs duties and restrictions and any difference in electrical systems may be reasons to avoid taking your appliances with you. Enquire about which electrical current and cycles are in use where you are going and whether step-down transformers and adapter plugs, if needed, are available there or effective for the appliances being considered for shipment.
Find and contact a school for your children as soon as possible
Information on suitable schools should be gathered. SKY2C can help you with an overview of availability, school visits and the registration process. If you are researching schools on your own, ask for enrollment requirements and whether there is a waiting list. If possible, take a preview trip to view the schools and meet the principal. Arrange for testing, if necessary and enquire what documents are needed for registration, so you can be sure to bring these with you from your home country.
Inform your children’s current school of your upcoming departure
If you are leaving during the school term, ask for extra work for the children to do in transit. Arrange with school authorities for the transfer of your children’s school records and credentials and obtain copies of their transcripts.
Make arrangements if your children are to remain in the origin country
Arrange for legal guardianship and emergency medical care. Inform the school authorities and your family doctor.
Decide what to do with your pets
Arrange for their care while you are gone, have them adopted or take them with you. If you wish to take them to your destination, ask SKY2C about shipping costs and quarantine regulations.
Update international vaccination records. Complete a basic physical for your children before you go. This is a good idea for the whole family. Have prescriptions filled. Know the generic name rather than the brand name of medication that you may need to refill in a foreign country. Order an extra pair of glasses or contact lenses and get a copy of the prescription.
Before you go:
- Arrange for a power of attorney for any issues during your absence.
- Be sure your will and that of your spouse are up-to-date.
- Appoint a legal guardian for your children in case circumstances deprive them of your care.
- Reserve a safe deposit box at your bank as a depository for important documents and other valuables you don’t want to take with you.
- Check the contents of your safe deposit box; arrange to leave the key with a responsible person, such as your lawyer, executor of your estate or person to whom you have given power of attorney.
- Have copies made of all valuable and legal documents you are taking with you, such as birth and marriage certificates, letters of credit, bank drafts, and social security records and children’s school records. Keep these copies in your safe deposit box.
- Keep a record of all insurance policies (e.g., life, accident, medical, homeowner’s, fire, theft, automobile) with your other documents.
Your insurance policies, last will and tax records
Find out from your insurance agent whether your homeowner’s insurance will be valid in at the destination. It may be necessary to take out new policies at destination. Leave all the necessary information with an appropriate person and, if necessary, appoint an executor. Tax returns and documents should be left where they are available to this person.
Decide what to do about your accounts
Credit Cards: Decide whether to take them, leave them behind, cancel them and/or apply for more appropriate cards.
Charge Accounts: It may be wise to convert these to limited checking accounts if they are not likely to be used in your absence. Make arrangements for the payment of loans. Decide whether to leave your jewelry in a safety deposit box, entrust them with a friend or take them along. Consider other high value items such as savings bonds and valuable collections and papers. Make arrangements for where to deposit your monthly income. Advise your bank of your leaving and check the safest methods of money transfers.
Find out about foreign exchange limitations
You will be subject to the exchange controls imposed by your destination country, i.e., the amount of money you can bring into or take out of the country may be strictly limited. Obtain information concerning this from your employer, the consulate or your bank in advance of your departure. Keep in mind that exchange rates fluctuate and the dollars you take along may be worth more or less in foreign currency than you expected. You may find an adjustable money converter or currency conversion table convenient.
Contact voter registration and request absentee ballots
Check requirements for voting while abroad. You’ll need your current address, foreign address and signature. Arrangements for absentee voting can often be made by mail.
Travel arrangements and hotel reservations
If you are making your own travel plans and paying related expenses, you may find the services of a reliable travel agent a big help in saving you time. Most travel agents have hotel and transportation information at their fingertips, can make and confirm hotel reservations and can obtain all necessary tickets. Most can advise about passports and visas. When traveling, prepare and Carry With Me checklist provided with this booklet to be sure you don’t forget anything. A briefcase with a sturdy lock is convenient for carrying important documents.
Notify the following of your change if address
- Post office
- Lawyers and doctors
- Banks and loan companies
- Insurance companies
- Magazines, newspapers and book clubs – In many cases, it may be best to cancel subscriptions or have them forwarded to some one else in your home country.
Address book update
This will ensure that you can keep in touch with friends and family while you are away.
Begin reducing your supply of staple foods and supplies
Use up or give away canned goods, flour, sugar, laundry soap, and household cleaners.
Obtain traveler’s cheques
Immediately upon arrival at the destination, you can cash some for the local currency of the country or countries to which you’ll be going. If cost effective, you may also wish to obtain some small bills and change in the destination currency; these are useful for telephone calls, tips and taxi fares.
Arrange for utilities to be turned off one day after your shipment is packed and make arrangements for the payment of your outstanding accounts
List telephone numbers for the following suppliers and contact each about closing your account.
- Electricity telephone number _______________
- Gas telephone number _______________
- Waste Collection telephone number _______________
- Gardener telephone number _______________
- Newspaper telephone number _______________
- Water telephone number _______________
- Telephone number _______________
Safely keep all documents and items needed during transit
Important documents for transit include passports, tickets; money, address book and foreign work permit paperwork that you may need upon arrival. Secure all valuables to ensure that they will not be packed by mistake. Plan to hand carry items of value such as jewelry, stamp collections, birth certificates, marriage records and other important documents. Make sure that all keys are accounted for.
Be prepared for packing day
Get a good night’s sleep is important. This is easier said than done when you have so much on your mind, but if you have planned well there should not be anything to worry about. The shipment is the least of your worries with the SKY2C packing team at work. Plan a simple breakfast that is easy to clean up after. See that small children and pets are taken care of by a friend, sitter or daycare center. Ensure to sign the packing inventory and keep one duplicate copy with you. Ensure sure to provide your contact numbers to moving company if you will be staying with friends or relatives prior to departure.
Make a final check of closets, cupboards, gas, lights and windows. check again that all the keys are accounted for.
Here are some general items that you may want to ship to your destination:
- Plastic containers or tins to store your staples. These are generally common items in most countries, but if you have them and shipping room allows, take them.
- Items such as hooks, peg boards, space savers for your cupboards, clothes pins and hangers, a sieve, garlic press, peeler and other kitchen gadgets you’re used to having.
- Measuring cups and spoons.
- Toiletries: Ensure that you pack a sufficient supply of toiletries for your journey and in your first weeks at your new location.
- Emergency medical supplies: Put together a kit of aspirins, bandages, antiseptic ointments, include remedies for any intestinal disorders, cold medications, disposable thermometers and a hot water bottle. This will help you until you find out whether the supplies you need are available and, if not, what the local alternatives are.
- Narcotic Drugs and Psychotropic substances
- Pornographic material
- Counterfeit and pirated goods and good infringing any of the legally enforceable intellectual property rights.
- Firearms and ammunition.
- Live birds and animals including pets.
- Plants and their produce e.g. fruits, seeds.
- Endangered species of plants and animals, whether live or dead.
- Any goods for commercial purpose: for profit, gain or commercial usage.
- Radio transmitters not approved for normal usage.
- Gold and Silver, other than ornaments (For import only).
- Indian and foreign currency in excess of prescribed limits.
- Foreign currency in excess of US$ 5000 in the form of currency notes or equivalent. USD 100000 or equivalent in the form of currency notes, bank notes or travelers check is required to be declared on arrival.
- Foreign currency in excess of amount legally obtained or in the case of tourists in excess of the amount declared on arrival or in excess of the exempted limit of declaration at the time of departure.
- Trafficking in Narcotic Drugs like Heroin, Charas, and Cocaine or in Psychotropic substances are a serious offence and are punishable with imprisonment.
- Export of most species of wild life and articles made from flora and fauna such as Ivory, Musk, Reptile skins, Furs, Shahtoosh etc. is prohibited.
- Export or Import in prohibited and restricted goods commonly leads to arrest.
- Highly flammable items such as gasoline, butane, propane, camp stove fuel, or charcoal Lighter.
- Aerosol containers, including hair spray, cooking spray, cleaning fluids, insecticides, or air fresheners.
- Corrosives or solvent, such as paint thinner, ammonia, or bleach
- Toxins such as rat poison, herbicides, or pesticides.
Know about the common box sizes, their dimensions and volume for each box size
- Large Box: 18” x 18” x 24” (4.5 Cu Ft)
- Medium Box: 18” x 18” x 18” (3.0 Cu Ft)
- Small Box: 18” x 18” x 12” (1.5 Cu Ft)
Know about the container sizes, dimension and volume capacity
- Length: 5.919m Width: 2.340m Height: 2.380m
- Volume: 5.919 x 2.340 x 2.380 = 32.96 cubic meter
- Length: 12.051m Width: 2.340m Height: 2.380m
- Volume: 12.051 x 2.340 x 2.380 = 67.11cubic meter
Countdown to moving day
The following checklist is a valuable aid in organizing your move and making sure no details are overlooked. Check off each item as it is completed and you’ll see at a glance what remains to be done.
- Determine approximate amount of expenses for which you will be responsible.
- Have passport photos taken and apply for your passport, if you do not have one.
- Apply for documents needed to enter your destination country.
- Organize financial matters.
- Start looking for a new home (contact Crown Relocations for assistance).
- Make arrangements for your present home.
- Tour your home from attic to basement including garage and patio. Decide what to take, what to send to storage and what to discard.
- Make a list of things you want stored until your return.
- Consider having a garage sale or advertise unwanted items in classified sections of print or web publications.
- Phone your Crown Consultant to advise when and where you are moving, and arrange for a consultation to determine the approximate cost of shipping your household effects. Prepare additional questions for their visit.
- When the Crown Consultant arrives at your home, show everything that is to be moved. Inquire about storage facilities and charges.
- Decide and confirm the details of the move.
- Take care of legal affairs.
- Prepare for children’s school transfers.
- Check up on how to take care of taxes while you are away.
- Consult your insurance agents about overseas insurance coverage.
- Get copies of medical records and additional supplies of medicines.
- Make family travel arrangements.
- If you are taking your motor vehicle, have it checked to be sure it’s in good condition and that you have any spare parts or tools you might need abroad.
- Advise relevant parties of your change of address.
- Notify your Relocation Consultant if or after Pre-move survey you add to or subtract any items from your household goods shipment or if there is any change in the date of the move or the destination.
- Take precautions to safeguard your household goods whether they are being shipped or stored, from damage that could be caused by fire, explosion or leakage:
- Dispose of flammables such as fireworks, cleaning fluids, matches, acids, chemistry sets and aerosol or pressure cans.
- Discard partly-used cans of oil, paint and similar liquids that may leak.
- Discard any jars or bottles of liquids. If you have a strong need to move these, carefully tape, seal and place them into individual waterproof bags. Remember that flammable or hazardous liquids may not be packed.
- Drain oil and fuel from your power mower or other machinery.
- Check the contents of drawers. Remove all spillable or breakable items. You may leave lightweight soft goods such as blankets, pillows, sweaters, blouses, shirts and lingerie in the drawers, but they must be listed on the inventory. Heavy items such as sheets and tablecloths will overload and weaken the drawers.
- Empty, clean, and dry the refrigerator, freezer, washer, dryer, dishwasher and oven at least 24 hours before they are to be serviced for shipment or storage.
- The day before moving day go over the attached Carry With Me checklist to be sure nothing essential has been overlooked.
- Check that all household goods customs forms required by your destination country have been completed and that you have signed and submitted all documents to Crown before departing.
- Unless your employer is assuming responsibility for moving costs and agreements have been confirmed, be prepared to pay shipping charges as soon as Crown notifies you of the actual amount due.
- Be on hand when the packing crew arrives. If you must leave, it’s essential that you appoint someone to act in your behalf and notify Crown of this authorization.
- Have dishes washed and dried. Leave them in the cabinets, as this makes them easier to remove and pack.
- Leave mirrors and pictures on the wall. The packers will remove and place them in special cartons. However, in many cases packers are not permitted to remove items that have been permanently attached to the premises. You should detach such things as drapery hardware, towel racks, electric fixtures and wall-to-wall carpeting in advance if they are to be moved.
- Leave beds assembled with linens removed.
- Have items to be stored separated from those to be shipped. Keep items to go in your personal luggage away from both so they aren’t accidentally mixed with either. Have a clear understanding with the packers, as to which is which.
- Before packing begins, accompany the head packer on a tour of the premises so he can inspect each article. Be sure the condition of all items is recorded
- Before the packers leave, make a final check of closets, cabinets and storage areas to be sure nothing has been overlooked.
- Check and sign the itemized inventory. Keep copy of inventory.
- Be sure the Crown Consultant has an exact destination address where you can be reached, whether it is your new residence, the hotel where you’ll be staying, your new office or a friend or relative through whom you can be reached.
- Before leaving your residence, take one last look around to be sure that windows and doors are locked. Leave the keys with a responsible person or in a pre-arranged location.
Carry with me checklist
- Passport, visa and any work permit documents that you will need upon arrival
- Wills and/or testaments.
- International Certificates of Vaccination
- Plane or other transportation tickets
- Travelers cheques
- Duplicate keys (for you car, luggage or other locked items)
- Jewelry, stamp collections and small items of extreme value
- Extra passport photos
- Basic toiletries
- Motor vehicle ownership records
- Eyeglass prescriptions
- Insurance policies
- Medicines and the generic names of any brand-name prescription or essential drugs
- Document pertaining to the transportation of your household goods and motor vehicle
- School records for yourself and your children
- Credit cards
- Driver license and/or international driving permit
- Medical and accident insurance
- Social security card
- Copies of marriage and/or birth certificates or divorce decree
- Medical records and prescriptions
The information in this booklet is a guide only. Regulations and requirements are subject to change without notice and SKY2C cannot accept responsibility for its accuracy. For current regulations and requirements please contact the nearest embassy or consulate.
All rights reserved. No part of this document may be reproduced without the prior consent.