Moving Guide
8-STEP PROCESS
International Moving Guide
Matrix Global Mobility has managed international household moves from its offices in Athens, Sofia, Belgrade, and Zagreb – across SouthEast Europe and between any two countries worldwide through its vetted global partner network – for over three decades.
International Move at a Glance
Steps covered
8 (Planning to Delivery)
Planning lead time
10-12 weeks
Transit methods
Sea · Road · Air
Quality certification
FIDI-FAIM
Overview
International Moving Guide
Moving to another country involves more steps and more variables than a domestic move. Customs regulations, transit times measured in weeks, insurance decisions, and import restrictions all add complexity that most people encounter only once or twice in a lifetime. This guide breaks the international moving process into clear stages – from initial planning through delivery – so you know what to expect, what to ask, and where the common problems occur.
Matrix Global Mobility has managed international household moves from its offices in Athens, Sofia, Belgrade, and Zagreb – across SouthEast Europe and between any two countries worldwide through its vetted global partner network – for over three decades. As a FIDI-FAIM certified and IAM Trusted Moving Company, Matrix applies audited quality standards to every shipment. This guide draws on that operational experience.
Certified Standards
FIDI-FAIM Certified
Industry’s most demanding international moving quality standard, externally audited.
IAM Trusted Moving Company
Verified operational and financial standards across the global moving network.
Planning
Step 1: Start Planning Early
International moves require more lead time than you might expect. A realistic planning timeline:
| Timeframe | Action |
| 10-12 weeks before | Research moving companies, request surveys and estimates |
| 8-10 weeks before | Select your moving company, confirm dates, arrange insurance |
| 6-8 weeks before | Begin sorting belongings – decide what to ship, store, sell, or donate |
| 4-6 weeks before | Gather customs documentation (passport copies, work permits, employment letters) |
| 2-4 weeks before | Confirm packing dates, arrange building access, notify landlord or building management |
| 1-2 weeks before | Final sort – last chance to remove items you do not want to ship |
| Packing days | Professional crew packs |
| Transit period | Sea freight: 2-10 weeks; road freight: 2-10 days; air freight: 3-7 days |
| Delivery day | Customs clearance completed, delivery crew places and unpacks |
Starting early gives you time to compare moving companies properly, gather documentation without stress, and sort your belongings thoughtfully rather than rushing decisions.
Choosing a Mover
Step 2: Choose a Moving Company
Not all international moving companies operate at the same standard.
Key factors to evaluate:
- Certifications matter. FIDI-FAIM certification is the industry’s most rigorous quality standard – it requires annual external audits of operations, staff training, claims handling, and client satisfaction. IAM (International Association of Movers) membership indicates participation in the global moving industry network. Ask specifically about certifications and check that they are current.
- Get a physical or video survey. Any reputable international mover will survey your home before quoting. Estimates based on photographs or verbal descriptions are unreliable. The survey should produce a detailed inventory, volume calculation, and written estimate.
- Compare like with like. Ensure each estimate covers the same scope – packing, transit insurance, customs clearance, destination delivery, and unpacking. Some quotes exclude customs fees, insurance, or destination charges, making the headline price misleadingly low.
- Ask about claims. How the company handles damage claims reveals how they will treat you if something goes wrong. Ask for their claims process, average resolution time, and whether claims handling is managed internally or outsourced.
- Check the supply chain. For international moves, your goods may be handled by partner agents at origin or destination. Ask who the partners are, whether they are certified, and how the moving company maintains quality control over the full journey.
Survey
Step 3: The Pre-Move Survey
The surveyor should provide a written inventory and estimate within a few days. Review both carefully.
The survey is when the moving company assesses what you are shipping and identifies any complications. Make the most of it:
- Show everything – open closets, storage rooms, basements, attics, and garages. Items missed during the survey create volume discrepancies and cost surprises later.
- Identify special items – point out antiques, artwork, pianos, wine collections, fragile electronics, or anything requiring custom crating. These affect both cost and packing time.
- Discuss access – note elevator limitations, narrow staircases, parking restrictions, and building management rules at both origin and destination.
- Ask about exclusions – certain items cannot be shipped internationally: hazardous materials (aerosols, paints, cleaning chemicals), perishable food, live plants, and items restricted by the destination country.
Sorting
Step 4: Sorting and Decluttering
An international move is the most expensive type of move per cubic metre. Every cubic metre of shipment volume affects your cost and transit time. Practical sorting approach:
- Ship – items you need, use regularly, and cannot replace affordably at the destination
- Store – items with sentimental or financial value that you do not need during the assignment but want to keep
- Sell or donate – furniture that does not suit the destination home, electronics that are not compatible with local voltage/standards, and items you have been meaning to get rid of
- Dispose – broken items, expired goods, items not worth the cost of shipping
Reducing shipment volume by even 10-15% can meaningfully lower your moving cost and reduce transit time.
Customs
Step 5: Understanding Customs
Every international move passes through customs at both the origin and destination countries.
What you need to know:
- Documentation. At minimum, customs authorities require a detailed packing list (provided by your moving company), passport copies, and proof of residence or employment in the destination country. Some countries require additional documents – import permits, work contracts, marriage certificates, or specific declaration forms.
- Duty exemptions. Many countries offer customs duty and tax exemptions for personal household goods when you are relocating to establish residence. The exemptions vary: some countries require you to have owned the goods for a minimum period (often 6-12 months), and some have time limits for importing goods after your arrival (often 3-12 months). Your moving company should advise on the specific requirements for your destination.
- Prohibited items. Every country restricts certain imports. Common restrictions include firearms, certain medications, animal products, some food items, and counterfeit goods. Your moving company provides a destination-specific prohibited items list.
- Inspections. Customs authorities may inspect your shipment physically. This is routine in some countries and random in others. Your moving company manages the inspection process, but inspections can add 1-3 days to the delivery timeline.
Insurance
Step 6: Insurance
Transit insurance is not a luxury – it is an essential component of an international move.
Read the insurance terms before your goods are packed. Understand what is covered, what is excluded (wear-and-tear, mechanical derangement, pre-existing damage), and what the claims process requires (photographs, written notification timelines, repair estimates).
Full Replacement Value
Full replacement value coverage insures items at their cost to replace in the destination country. This is the recommended level for most household moves.
Declared Value Coverage
Declared value coverage insures the shipment at a total value you declare, with a per-item liability cap. This costs less but may under-compensate for individual high-value items.
Extended Coverage
Extended coverage adds protection for specific high-value items – artwork, jewellery, antiques, electronics – above standard thresholds.
Packing
Step 7: Packing Day
Professional packing crews typically work through your home in 1-2 days for a standard 3-4 bedroom household.
Review and sign the inventory carefully. Note any items of particular value or concern. This document is the basis for any future insurance claim.
Your responsibilities on packing day:
- Be present or have someone available to answer questions about what to pack and where items should go
- Separate personal documents, medications, valuables, and items you are carrying with you – do not pack these in the shipment
- Set aside cleaning supplies you need after the house is empty
- Ensure children and pets are comfortable and out of the work area
- Keep passports, travel documents, and essential electronics with you
The crew’s responsibilities:
- Wrap, pad, and carton all items systematically
- Number and label every carton with contents summary and destination room
- Complete a detailed packing inventory that you will sign
- Load packed items into the truck or container
Delivery
Step 8: Delivery and Unpacking
When your shipment arrives at the destination, a few things make the difference between a smooth handoff and a stressful one.
When your shipment arrives at the destination:
- Verify the inventory – check cartons against the packing list as they are delivered. Note any missing items, damaged cartons, or signs of water damage immediately on the delivery receipt.
- Direct placement – tell the delivery crew where furniture and cartons go. It is much easier to place items correctly during delivery than to move heavy furniture afterwards.
- Full unpacking – if you have booked unpacking service, the crew removes items from cartons, places them as directed, and takes away all packing materials. This is strongly recommended for families with young children.
- Report damage promptly – most insurance policies require written damage notification within a defined period (often 14-21 days). Photograph any damage immediately and notify your moving company in writing.
Guide
Practical Tips
- Label a “first-night” box– pack bedding, towels, toiletries, phone chargers, basic kitchen items, and children’s essentials for immediate access on arrival
- Photograph electronics setup – take photos of cable connections behind televisions, routers, and audio systems before disconnection
- Keep critical documents with you – passports, birth certificates, school records, medical records, and insurance policies travel with you, not in the shipment
- Update prescriptions – carry a 30-day supply of medications and a letter from your doctor describing prescriptions, in case of customs queries or transit delays
- Voltage and plug standards – check whether your destination country uses different electrical standards; some appliances may need converters or may not be worth shipping
Frequently Asked Questions
How much does an international move cost?
Cost depends on shipment volume, origin and destination, transit method, insurance level, and special handling requirements. The only reliable way to get an accurate estimate is through a pre-move survey. Be cautious of quotes given without a survey.
How long will my shipment take to arrive?
Sea freight: 2-10 weeks depending on the route. Road freight within Europe: 2-10 days. Air freight: 3-7 days. Add 1-5 days for customs clearance at the destination.
Should I pack anything myself?
Professional packing is strongly recommended for international moves. Insurance coverage may be reduced or voided for items you pack yourself (known as “packed by owner” or PBO items), because the condition of the packing cannot be verified.
What cannot be shipped internationally?
Hazardous materials (flammable liquids, aerosols, batteries in some cases), perishable food, live plants, certain medications, and items prohibited by the destination country. Your moving company provides a specific list during the survey.
Is it worth shipping furniture or should I buy new at the destination?
This depends on the quality and value of your furniture, the cost of replacement at the destination, and the length of your stay. High-quality furniture that you own and value is usually worth shipping. Inexpensive or bulky items that can be replaced affordably at the destination may not justify the shipping cost.
What is FIDI-FAIM certification?
FIDI-FAIM is the international moving industry’s most demanding quality certification. It requires annual external audits covering operational procedures, staff training, claims handling, and client satisfaction. Working with a FIDI-FAIM certified mover – such as Matrix Global Mobility – gives you verified assurance of professional standards. Learn more about Matrix’s moving services at International Moving.
How do I prepare my children for an international move?
Involve children in age-appropriate decisions (choosing what toys to ship, decorating their packing boxes), maintain routines as much as possible during the transition, and arrange for children to be cared for away from the house on packing and loading days. At the destination, prioritise unpacking their rooms first.
Get Started
Ready to plan your international move?
Matrix Global Mobility manages door-to-door international moves – pre-move survey, professional packing, customs clearance, transit, delivery, and claims – as a FIDI-FAIM certified operator based in Athens, Sofia, Belgrade, and Zagreb.