Relocating employees in Kenya is always a tough balancing act for HR managers and unit managers, especially when it involves relocating employees to a foreign land. There are multiple angles to be considered, from legal and immigration requirements to home search and temporary accommodation, all the way to family support.
All these considerations have to be done at a reasonable cost, and most crucially, the employee has to be settled into their new station quickly enough so that they can get to work with minimal downtime.
As the global workforce becomes more interconnected, international employee relocations to Kenya have become an integral part of corporate expansion strategies. Amidst the excitement of new opportunities, the logistical challenges of moving employees across borders can quickly overshadow the journey’s anticipation.
However, fear not, for there are exceptional partners in the realm of international relocation services in Kenya who can turn this daunting task into a seamless experience.
The secret lies in identifying the right moving partner, and you can rest assured that the entire process will be carried out with your interests at heart.
This article delves into the questions that you ought to ask when determining if an international moving company is right for your employee relocation, looking at multiple angles and factoring both the employees’ belongings’ safety as well as your organization’s considerations.
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Experience and Credentials
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How long has the company been in the moving industry?
The length of time a company has been in the moving industry is an important factor to consider when evaluating their experience and expertise. It is advisable to choose a company that has a significant amount of experience, preferably with a proven track record of successful international relocations.
An established company with years of experience is more likely to have developed efficient processes, built strong networks, and gained valuable knowledge to navigate the complexities of international employee relocations in Kenya.
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Do they specialize in international relocations?
It is crucial to choose a moving company that specializes in international relocations specifically. International relocations involve unique challenges and requirements, such as customs regulations, documentation, and coordination with various parties across different countries.
A company that specializes in international relocations is likely to have the necessary expertise, knowledge, and resources to handle the intricacies of such moves. Their specialization demonstrates their commitment to understanding the complexities of global relocations and their ability to provide tailored solutions for international employee relocations in Kenya.
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Are they licensed and insured?
It is vital to choose a moving company that is licensed and insured.
Licensing ensures that the company operates legally and meets certain industry standards. It provides reassurance that the company is recognized by relevant authorities and follows proper protocols.
Insurance coverage is equally important as it protects both the company and the client against potential risks, such as loss or damage to belongings during transit.
Working with a licensed and insured company provides peace of mind and helps mitigate potential risks associated with international relocations.
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What certifications or affiliations do they have?
Certifications and affiliations can demonstrate a moving company’s commitment to quality, professionalism, and adherence to industry standards. Look for companies that hold certifications or memberships with reputable organizations related to the moving and relocation industry.
For example, certifications from organizations like IAM (International Association of Movers) or affiliations with recognized international moving associations can indicate a commitment to best practices and continuous improvement. These certifications and affiliations suggest that the company undergoes regular assessments and upholds high standards in its operations.
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Services Offered
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What specific services do they provide for international relocations?
Reputable moving companies offering international employee relocation services in Kenya typically provide a comprehensive range of services to ensure a smooth transition. These services may include:
Pre-move consultation and planning: Moving companies work closely with the employee and the employer to understand specific requirements, develop a customized relocation strategy, and provide guidance throughout the process.
Packing and labeling: They offer professional packing services, ensuring that items are appropriately packed, labeled, and protected for safe transportation.
Transportation: They arrange for the transportation of belongings from the origin to the destination country, utilizing various modes such as sea freight or air freight. They coordinate logistics and ensure timely delivery.
Customs clearance: They assist with the complex customs clearance procedures, including preparing and submitting the necessary documentation, paying customs duties and taxes, and complying with the regulations of both the origin and destination countries.
Unpacking and setup: Upon arrival, they can handle the unpacking and placement of items at the destination according to the employee’s instructions, helping them settle into their new home efficiently.
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Do they offer packing, transportation, customs clearance, and unpacking services?
Professional moving companies specializing in international employee relocations in Kenya typically offer all these services. They provide expert packing of belongings, arrange for transportation using appropriate modes, facilitate customs clearance procedures, and offer unpacking services at the destination to ensure a hassle-free experience for the employee.
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Can they handle specific requirements, such as fragile or high-value items?
Experienced moving companies in international employee relocations understand the importance of handling fragile or high-value items with care. They employ specialized packing techniques, use appropriate materials for protection, and have the expertise to ensure the safe transportation of such items. They may also offer additional insurance coverage options to provide extra protection for valuable possessions if needed.
PRO TIP: Note that the specific services offered may vary between moving companies, so it’s advisable to inquire and verify the scope of services provided by each company you consider for international employee relocation in Kenya.
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Global Networks and Partnerships
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Do they have a well-established network of agents or partners in the destination country?
Reputable moving companies specializing in international employee relocations in Kenya typically have a well-established network of agents or partners in the destination country. This network allows for smooth coordination and handling of logistics at the destination, ensuring a seamless transition for the employee.
A well-established network in the destination country ensures seamless coordination and access to necessary services.
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Are they familiar with the local regulations, customs procedures, and cultural considerations?
Experienced moving companies familiarize themselves with the local regulations, customs procedures, and cultural considerations of the destination country. They stay updated on any changes to ensure compliance and facilitate a smooth transition through customs.
They also understand the cultural nuances and can provide guidance to employees to ensure successful integration into the local environment.
Familiarity with local regulations, customs procedures, and cultural considerations ensures compliance and a smooth transition.
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Can they provide destination services like home search assistance or settling-in support?
Reputable moving companies specializing in international employee relocations often provide destination services to assist employees in settling into their new location. These services may include:
Home search assistance: They can help employees find suitable housing options based on their preferences and budget, providing support in navigating the local real estate market.
Settling-in support: They offer guidance and support for essential settling-in tasks, such as opening bank accounts, obtaining necessary identification documents, registering with local authorities, and familiarizing employees with the local amenities and services.
School enrollment assistance: If the employee has dependents, the moving company can assist in finding appropriate educational institutions and facilitate the enrollment process.
Destination services like home search assistance and settling-in support enhance the relocation experience for employees. However, most Kenyan moving companies don’t offer the full suite of services, so it’s important that you clarify the scope of engagement with your preferred mover beforehand.
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Cost and Quotation of Employee Relocations
- How do they determine the cost of the relocation?
Moving companies determine the cost of an international employee relocation in Kenya based on various factors. These typically include the volume or weight of the belongings being moved, the distance between the origin and destination, the mode of transportation chosen (such as sea freight or air freight), the complexity of customs procedures, additional services required, and any specific requirements unique to the relocation.
Transparency in cost determination ensures accurate budgeting and prevents unpleasant surprises.
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Do they provide a detailed breakdown of expenses?
Reputable moving companies usually provide a detailed breakdown of expenses associated with international relocation. This breakdown typically includes costs related to packing materials, transportation, customs clearance fees, insurance, destination services (if applicable), and any other relevant charges. It is important to request and review this breakdown to have a clear understanding of the cost structure.
A detailed breakdown of expenses helps understand the components of the overall cost.
Transparent moving companies strive to provide accurate and upfront pricing, without hidden or undisclosed charges.
However, it is essential to inquire specifically about any potential additional charges that may apply.
These could include charges for storage, customs duties or taxes, remote area surcharges, storage-in-transit fees, or any other services not included in the initial quotation. It’s important to have a clear agreement on the scope of services and associated costs to avoid surprises.
Hidden or additional charges can impact the final cost significantly, so clarity of costing is essential.
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Can they provide a binding or guaranteed price for the entire process?
Moving companies may offer different pricing options for international employee relocations in Kenya.
Some moving companies may provide a binding or guaranteed price for the entire process, meaning that the agreed-upon price will not change unless there are substantial changes to the initial requirements. However, it’s important to discuss this with the moving company and clarify the terms and conditions regarding the price guarantee.
Some companies may offer a non-binding estimate that could be subject to adjustments based on factors like actual weight or volume. Understanding the pricing terms and potential contingencies is crucial for budgeting purposes.
A binding or guaranteed price provides financial certainty and protects against unexpected expenses.
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Insurance and Liability
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What type of insurance coverage do they offer for the belongings being moved?
Reputable moving companies typically offer insurance coverage options for the belongings being moved during an international employee relocation in Kenya. This coverage helps protect against potential loss, damage, or theft that may occur during transit.
Kenyan law requires all exports and import consignments to be insured by a Kenyan insurer.
Beyond the legally stipulated insurance cover, the specific insurance options can vary between movers, so it is advisable to discuss the available coverage options with the moving company. They can provide details on the types of insurance available, coverage limits, and any additional costs associated with insurance.
Adequate insurance coverage protects belongings during transit and provides peace of mind.
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What is the extent of their liability in case of loss, damage, or delays?
Moving companies have varying levels of liability in case of loss, damage, or delays during an international relocation. It is important to understand the extent of their liability and the terms and conditions outlined in their contract.
Moving companies may offer different liability options, such as full value protection or released value protection, which determine the amount they would be liable to reimburse in case of loss or damage. It is crucial to review and discuss the liability coverage provided by the moving company to ensure it aligns with your needs and expectations.
Understanding the extent of their liability helps assess their responsibility in case of loss, damage, or delays.
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Transit Time and Tracking:
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How long will the transit take from the origin to the destination?
The duration of transit from the origin to the destination during an international employee relocation in Kenya can vary depending on several factors.
These factors include the distance between the two locations, the mode of transportation chosen (sea freight or air freight), customs clearance procedures, and any potentially unforeseen circumstances such as weather conditions or logistical issues.
It is recommended to discuss the estimated transit time with the moving company, as they can provide a more accurate timeline based on the specific details of the relocation.
Knowing the estimated transit time allows for better planning and managing expectations.
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Do they offer real-time tracking or updates on the shipment’s progress?
Reputable moving companies often offer real-time tracking or regular updates on the progress of the shipment during an international relocation. This can include online tracking systems or regular communication channels to keep clients informed about the whereabouts of their belongings.
Tracking allows you to have visibility and peace of mind, knowing the status of the shipment and its expected arrival time. It is advisable to inquire about the tracking options available and the frequency of updates provided by the moving company.
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What measures do they have in place to handle any unexpected delays?
Experienced moving companies have contingency plans in place to handle unexpected delays that may occur during an international employee relocation in Kenya.
These delays can be due to various reasons such as customs clearance procedures, transportation issues, or unforeseen circumstances.
The moving company should have procedures in place to promptly address and mitigate such delays. This may involve alternative transportation arrangements, expedited customs procedures, or other solutions to ensure minimal disruption to the relocation process.
It is important to discuss these measures with the moving company to understand how they handle unexpected delays and ensure that appropriate solutions are in place.
Measures to handle unexpected delays minimize disruptions and ensure prompt resolution for a smooth relocation experience.
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Documentation and Customs
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Can they assist with the necessary documentation and customs clearance procedures?
Reputable moving companies specializing in international employee relocations in Kenya often provide assistance with the necessary documentation and customs clearance procedures.
They have experience and knowledge in navigating complex customs requirements to ensure a smooth and compliant relocation process. They can guide employees through the required documentation, help complete customs forms accurately, and facilitate the submission of all necessary paperwork to the relevant authorities.
Assistance with documentation and customs clearance procedures ensures compliance and avoids delays.
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Do they have experience dealing with the customs requirements of the destination country?
Experienced moving companies handling international employee relocations in Kenya have familiarity and expertise in dealing with the customs requirements of the destination country.
They stay updated on the customs regulations and procedures of various countries and can provide guidance on the specific requirements of the destination country. This includes knowledge of import/export permits, restrictions on certain items, duty and tax calculations, and other customs-related considerations.
Experience in dealing with the customs requirements of the destination country streamlines the process.
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What paperwork will they need from the employee to facilitate the process?
To facilitate the customs clearance process, moving companies typically require specific paperwork from the employee. This may include:
Passport copies: To verify the identity of the employee and ensure compliance with immigration regulations.
Valued inventory list: A comprehensive list of all items being moved, including their description, quantity, and value.
Customs forms: The moving company will provide the necessary customs forms, which may include import declarations, export declarations, and other required documents.
Residence or work permits: If applicable, documentation related to the employee’s residency or work permit in Kenya or the destination country.
Power of Attorney: A signed authorization allowing the moving company to act on behalf of the employee during the customs clearance process.
Clear communication regarding the paperwork needed from the employee helps facilitate a smooth relocation, minimizing potential errors or omissions that could impact customs clearance.
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Customer Support and Communication:
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How responsive and accessible is their customer support?
The responsiveness and accessibility of customer support are crucial factors when evaluating a moving company for international employee relocation.
A reliable company should have prompt and efficient customer support channels, such as phone, email, or live chat, to address any concerns or queries throughout the relocation process. Quick and effective communication ensures a smooth and stress-free experience for both the employee and the employer.
Responsive and accessible customer support ensures timely assistance and addresses concerns or questions.
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Do they have a dedicated point of contact throughout the relocation process?
Having a dedicated point of contact is highly beneficial during the relocation process. It allows for streamlined communication and personalized support.
A dedicated contact person can provide consistent updates, answer questions promptly, and act as a reliable resource for the employee and the employer.
This individual should have in-depth knowledge of the relocation process, understand specific requirements, and facilitate effective coordination between all parties involved.
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Can they provide testimonials from previous clients?
Reputable moving companies should be able to provide references or testimonials from previous clients upon request.
By speaking with previous clients or reading their testimonials, you can gain a better understanding of the company’s reliability, professionalism, and level of customer satisfaction. This information can help you make an informed decision when evaluating moving companies.
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Risk Management and Contingency Plans
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What measures do they have in place to mitigate risks during transit?
A reliable moving company will have robust measures to mitigate risks during transit. This can include proper packaging techniques, secure loading and unloading procedures, and utilizing specialized equipment to protect belongings.
Additionally, companies may implement comprehensive tracking systems to monitor the shipment’s progress and ensure its security throughout the journey.
Measures to mitigate risks during transit, such as proper packaging, secure storage, and tracking systems, safeguard belongings.
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How do they handle unforeseen circumstances such as natural disasters or accidents?
Dealing with unforeseen circumstances requires a moving company that has contingency plans in place.
In the event of natural disasters or accidents, such as severe weather or road incidents, a reputable company will have protocols to assess the situation, provide timely updates, and adjust the logistics as needed. They may have alternative routes, secure storage options, or partnerships with local service providers to ensure the safety of belongings and minimize any potential disruptions.
Having a contingency plan to address any disruptions to the relocation demonstrates preparedness and the ability to navigate unexpected challenges, ensuring a smooth and efficient process.
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Sustainability and Environmental Practices:
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What steps do they take to minimize their environmental impact?
Moving companies committed to sustainability and environmental practices in international employee relocations in Kenya take various steps to minimize their environmental impact. Some common initiatives include:
Use of non-renewable materials: Environmentally conscious moving companies invest in materials and tools that reduce their reliance on consumable inputs. Such materials include plastic moving crates, moving blankets, and furniture covers which can be used during many moves, unlike cardboard packing boxes.
Efficient route planning: They strive to optimize transportation routes to minimize fuel consumption and reduce carbon emissions.
Fuel-efficient vehicles: Many moving companies maintain a fleet of fuel-efficient vehicles or use eco-friendly alternatives to reduce carbon emissions.
Waste management: They implement proper waste management practices, including recycling and responsible disposal of packing materials and other waste generated during the relocation process.
Taking steps to minimize environmental impact showcases a company’s commitment to sustainability and responsible practices.
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Do they offer eco-friendly packing materials or transportation options?
Some moving companies prioritize eco-friendly options in their packing materials and transportation choices for international employee relocations in Kenya. They may offer or encourage the use of recycled or biodegradable packing materials.
Additionally, they may explore alternative transportation options with lower carbon footprints, such as consolidating shipments or utilizing eco-friendly modes of transport where feasible.
Offering eco-friendly packing materials, such as recycled or biodegradable options, reduces waste and promotes environmental consciousness.
Providing eco-friendly transportation options, like using hybrid or electric vehicles, helps reduce carbon emissions and supports a greener approach to relocation.
Relocating your Employees to/from Kenya with Nellions™️
Step forward confidently with Nellions Moving and Relocations—Kenya’s leading expert in orchestrating successful international employee relocations.
With over 9 years of industry experience, Nellions has established a reputation as an innovative moving company, dedicated to facilitating smooth transitions for businesses and their employees. Whether you’re welcoming international talents to Kenya’s vibrant cities or bidding farewell to departing team members, Nellions stands ready to deliver an unparalleled relocation experience.
Recognizing the unique challenges and complexities involved in international moves, Nellions has honed its expertise in handling the intricate details that accompany such relocations. From comprehensive logistics management to meticulous documentation and customs clearance, their seasoned professionals ensure that every aspect of the relocation is executed with utmost precision.
Moreover, Nellions boasts an impressive global network of partnerships, ensuring a seamless continuum of service from origin to destination. Our affiliation with renowned industry organizations such as the International Association of Movers (IAM) and the British Association of Removers speaks volumes about their commitment to upholding international standards and best practices.
At Nellions Moving and Relocations, customer satisfaction is paramount. We understand that each relocation is unique and strive to tailor our services to meet the specific needs of both organizations and their employees. With a dedicated point of contact throughout the process, open lines of communication, and a passion for delivering exceptional service, we ensure that your employees experience a smooth, stress-free transition that leaves a positive and lasting impression.
Talk to us about your employee relocation needs.
