An employee relocation policy template

[Company name] provides relocation support to eligible employees whose approved move supports their role. The purpose is to make the agreed services, costs, and responsibilities clear before work begins.

• Policy owner: [team or role].
• Eligible employees and moves: [criteria and approval process].
• Policy effective date and review date: [dates].
• Covered household members: [definition and any limits].
• Required written approval before booking: [owner and process].

For each approved move, the company will issue a written scope stating the services provided, the relevant limits, and any employee contribution. Services not listed in the approved scope require review before a cost is committed.

• Immigration support: [scope, provider, and covered fees].
• Temporary accommodation: [duration, budget, inclusions, and extension approval].
• Home-finding support: [scope and employee responsibilities].
• Household moving and storage: [inventory, limits, and provider scope].
• Travel and local transport: [covered travellers, arrangements, and limits].
• Family or settling-in support: [agreed services and exclusions].

The approved move budget separates coordination fees from housing, travel, moving, and other provider costs. An estimate is used for planning; purchases and service commitments follow the company’s approval process.

• Budget owner and approving role: [names or roles].
• Payment method: [company booking, reimbursement, allowance, or combination].
• Evidence needed for reimbursement: [documents and submission process].
• Exception requests: [owner, information required, and review process].
• Tax or payroll treatment: [confirmed process from the appropriate adviser].

The employer, employee, and appointed providers will agree a move brief and timeline. Each party remains responsible for its assigned decisions and for raising changes that affect other work.

• Employer: [approve scope, confirm worksite and intended start, assign policy owner].
• Employee: [provide accurate information, review options, make agreed household decisions].
• Relocation coordinator: [agreed services, communication, and progress responsibilities].
• Specialist providers: [case-specific advice and services assigned to each provider].
• Preferred communication channel and update rhythm: [details].

If the work start, household circumstances, housing availability, or provider schedule changes, the move owner will review affected costs and decisions before new commitments are made. Any contractual conditions beyond this operational scope require separate professional review.

• Change notification process: [who to contact and what to provide].
• Temporary living extensions: [approval and cost ownership].
• Completion criteria: [services and milestones that close the move].
• Unresolved issues and employee feedback: [review owner and process].
• Policy review and version history: [owner and record location].