Moving abroad for a new position? 10 important documents to bring with you
Relocating internationally for a new job can be exciting, but like a domestic move, an international move can prove stressful, and the paperwork may seem never-ending. If you and your family are preparing to move abroad, you might be gathering any essential documents you need to get started in your new destination.
If your company provides relocation benefits, they can help alleviate some of the stress and hardships of moving. Furthermore, your relocation benefits may include working with a relocation management company that will provide you with a counselor who can coach you through the global mobility process and keep you on track.
Working with a relocation management company (RMC) for international relocation has several advantages. They can help you navigate the relocation process, assist with your visa application, arrange for household goods shipping, provide destination services, and even help buy or sell a house or property. A good RMC will ensure you obtain or collect the paperwork and documents necessary to start a job in a foreign country. Here is a list of some of the critical documents you should start to collect now so that you are prepared for your move:
1) Passport
While this may seem like an apparent document to include, obtaining a passport can be a lengthy process that can take weeks to months to complete, it is vital to start the passport application process as early as possible to ensure time works well for the moving employee and their family members. A government-issued passport certifies identity and citizenship. For example, evidence of US citizenship, a valid ID, and an official passport photo are all needed when applying for this document.
2) Birth Certificate
If you need help remembering where a copy of your birth certificate is, it can take weeks to months to obtain. This document is vital when trying to relocate internationally, as many people use it as their proof of citizenship when applying for a passport and other important official documents. The time needed to obtain a copy of your birth certificate can have a domino effect on obtaining any other documents that depend on it.
3) Visa
A visa is a travel document that allows travelers to remain in a designated country for a specific amount of time and for a specific type of visit (tourism, short-term, residency, etc). When undergoing a corporate-sponsored relocation, oftentimes your RMC will provide visa and immigration assistance.
4) Work Permit
A work permit allows the relocating employee to legally work in their host country. Companies that provide employees with relocation benefits should have the work permit application process included in their relocation policies. A reliable RMC can ensure that the transferee obtains the appropriate work permit in a timely manner.
5) Social Security Cards
Another document that should already be handy while filing for other documents on this list, a social security card should be kept in a safe place throughout your time abroad. Like your birth certificate, a Social Security Card is commonly used as proof of identification to obtain additional official documents.
6) Medical Records
Healthcare systems around the world differ on many levels, but it is recommended that you ask your current healthcare provider to hand over any medical records that a new doctor should be made aware of. You will want to ask for your dental records as well. You can provide these records to your new doctor at your destination to provide them with information on your medications or past procedures. Immunization records for all family members should be present as well as many countries require various vaccinations for entry.
7) Pet Vaccination Records
If you are traveling with a pet, be sure to contact your veterinarian for all necessary pet vaccination records. These documents might be needed for allowing pets on planes or public transportation to the new destination, as well as crating or doggy daycares. Some countries require specialized tests for entry, such as rabies, and may even require a quarantine period. Additionally, if you are moving into a condo or apartment, the complex might ask for vaccination records of your pets.
8) Marriage Certificate
A marriage certificate is an important document that can come into play for citizenship and tax purposes. Each country has different tax laws, so it would be a good idea to have the certificate on hand in case you need to prove your tax filing status.
9) School Records
If moving internationally with children, ask their current school to provide an in-depth portfolio of their educational records. This will help when enrolling your kids into their new school. It could also help your kids’ application process if they are applying to a private school or getting set for college in their new home country.
10) Living Will
While everyone hopes this one will not come into play, if any of the relocating family members have a living will, it would be a good idea to know where a copy is at all times. Wills are meant to help give clarity and closure in the event of a death. Additionally, wills can give guidance to doctors and healthcare professionals who are treating the family member.
Keep Important Documents Safe During International Relocation
These documents are some of the most important things for moving and life. Do not ship these documents with your other household goods when preparing these for the move. They should be physically kept with you, preferably in a protective folder safely stored in a carry-on when flying. Once at your new destination, store them in a secure file cabinet or fire-proof safe so they can remain organized and safe at all times while also accessible. It is always a good idea to make copies of each document if you need to provide physical copies for numerous applications or other reasons. The secure digital storage of scanned documents is also worth consideration.
Additionally, consider creating a checklist of all your important documents, including passports, birth certificates, medical records, and financial statements. A checklist will help ensure that everything gets noticed during your move.
When you arrive at your new home, take a moment to review your documents and make sure everything is in order. If you notice anything missing, you can take steps to replace it as soon as possible.
It’s also wise to inform relevant parties of your change of address. This includes banks, insurance companies, and any subscriptions you may have. Keeping your information current will help prevent any disruptions in service or communication.
Remember to keep your important documents easily accessible, especially during the first few weeks after your move. You may need to refer to them for various tasks, such as setting up utilities or enrolling your children in school. By staying organized and proactive, you can make your transition to your new home much smoother.
Work with GMS for the Documents Needed for International Relocation
If your organization is relocating employees internationally, working with an RMC that specializes in international mobility programs can be a big help. GMS has been helping employees and their families relocate around the globe since 1987. Our team of relocation experts will guide your relocating employees in gathering the critical documents necessary for the appropriate visas and permits needed for moving internationally. Reach out today if you have any questions regarding the global mobility process.
At GMS, we pride ourselves on our commitment to excellence and customer satisfaction. We aim to make your international move seamless, allowing you to focus on settling into your new home and embracing the adventure ahead. Don’t hesitate to contact us for more information or to get started on your relocation journey today!
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Christina Urrutia
Christina oversees Global Business Development for LATAM markets. Christina brings with her over 15 years of experience in helping clients build mobility solutions in a variety of roles such as Relocation Counselor, VP of Global Sales, Manager of Business Development and Strategic Partnership Manager. Christina holds key industry certifications including Global Mobility Specialist with a talent accreditation (GMS-T) and Certified Relocation Professional (CRP) designation from Worldwide ERC. She also holds a 120-hour English as a second language teaching certification (TESOL) and has completed over 400 class hours helping students achieve their fluency goals. Christina’s passion for Duty of Care and Employee Wellbeing has led to countless speaking engagements within the industry and has fueled her own networking group, Women of Global Mobility to inspire and encourage the growth of Women within the industry.
