Onboarding a new hire is already a coordinated effort between HR, IT and the hiring manager. Add an international relocation to the mix and that coordination has to stretch across visas, flights and shipped belongings, all before their start date.
Our new hire relocation onboarding checklist walks HR through each stage, covering the HR process and the physical move together so nothing gets missed. At Aqua Moving Services, we have supported HR teams and SME businesses with international relocations for over 15 years. We deal with the removals, coordinating the flights and shipping side of the move so HR can focus on everything else.
Quick New Hire Relocation Checklist
- Confirm right to work and sponsorship requirements before the contract is signed
- Agree a move date that supports the start date, with a realistic buffer
- Assign one point of contact for the new hire throughout onboarding and the move
- Book flights and a pre-move survey for their belongings
- Order IT equipment and system access in time for the move
- Schedule a first week check-in and ongoing settling-in support
What Are the Key Stages of Onboarding a New Hire Who Is Relocating Internationally?
- Before the contract is signed:
- Confirm the new hire is eligible to work in the destination country.
- Confirm if sponsorship will be needed.
- Once the offer is accepted:
- Agree the move date against the start date, with room for delays.
- Assign a single HR contact for the new hire to reach throughout the process.
- Four to six weeks before the move:
- Book flights for the new hire and any family relocating with them.
- Arrange a pre-move survey with a move management company so their personal belongings can be packed, shipped and insured for transit.
- Arrange any IT equipment they will need, timed to arrive with or before the new hire.
- Moving week:
- Confirm flight details, collection dates for shipped belongings and any temporary accommodation at the destination.
- A dedicated move manager keeps this stage on track without HR chasing multiple suppliers directly.
- First weeks in the role:
- Confirm IT access and equipment are working.
- Introduce the team and schedule a first week check-in that covers both the job and how the move is going.
Where family members are relocating too, settling-in support such as school and home search helps the new hire focus on the job. Someone relocating for work needs their first weeks to feel like starting a job, not still finishing a move.
What Support Does a New Hire Need for Flights and Shipping Their Belongings?
A new hire relocating internationally needs flights booked around their move and start date, plus a professional survey, packing and shipping service for their personal belongings.
Aqua Moving Services supports this stage directly:
- One pre-move survey to assess the new hire’s belongings, covering everything from a single shipment to a full household
- Three like-for-like quotes from vetted partners, so costs are comparable and easy to sign off
- Flight coordination alongside the shipping timeline, so travel and belongings arrive in step with the start date
- Split consignments where some items are needed immediately and others can follow
- Move protection cover that keeps belongings protected for the full journey
One dedicated move manager handles this from survey to delivery, reporting back to the HR contact.
You can read more about how we work at each stage.
How Far in Advance Should HR Start Planning a New Hire’s International Relocation?
HR should start planning an new hires international relocation as soon as the offer is accepted, ideally eight to twelve weeks before the agreed start date.
That window needs to stretch further for:
- Sponsorship or visa routes with longer processing times
- Family relocations, including school searches
- Moves involving pets or specialist belongings
- Destinations with strict customs requirements
It’s best to confirm these timelines against the specific route and visa category before setting a start date with the new hire.
Ready to Onboard Your Next Internationally Relocating Hire?
A relocating new hire’s onboarding only feels seamless when the HR process and the physical move are planned together.
At Aqua Moving Services, we are a global move management company that helps businesses manage the logistics of relocating their employees around the world. We support moves to and from countries across Europe, North America, Asia, Australia and beyond.
With a 99% repeat customer rate, our process is designed to get new hires and their belongings there on time, without HR managing the logistics themselves. Explore our corporate services to see how we support HR teams beyond a single relocation.
Start planning today
Contact the Aqua team to book a pre-move survey and move your new hire’s belongings to their destination.
