Quick Start: A Simple Timeline for Moving with Children

2 weeks before:
Workflows support consistent billing practices by connecting services, approvals, and documentation to each file. WHR also uses defined review controls to help ensure invoice accuracy and required attachment compliance. Invoices and supporting documents can be made available through the client portal to support transparency and internal auditing.

1 week before:
Pack a first-week essentials kit for each child (favorite comfort item, pajamas, basic supplies, a few familiar snacks), review the neighborhood map together, and plan a simple rhythm for the first few meals and bedtimes

First week after:

• Rebuild routine quickly, do a low-pressure neighborhood walk, and choose one connection activity (a playground visit, a visit to the local library, or a practice with a local team)
• It also helps to name what kids may not have words for yet. Many children feel excited and sad at the same time, and that is normal.  Try simple prompts like, “What are you looking forward to?” and “What are you worried about?” Then follow up with, “What would make the first week easier?” so you can turn feelings into a plan.

Relocating with Toddlers & Nursery/Preschoolers (Approx. Ages: 1–5)

How WHR helps:
We take the pressure off the logistics so you can keep routines steady. From home finding and temporary housing to local childcare and family-friendly neighborhood insights, we help reduce the last-minute scramble (and kids pick up on that calm). And when travel is part of the move, we can help you line up the details that matter with little ones, like bassinet seating and stroller arrangements. We’ll also flag early if you may need to arrange a baby cot separately for temporary housing. 

The takeaway:
Keep the familiar with steady routines, comfort items, and lots of reassurance. When the day-to-day feels stable, the new place starts to feel like home faster.

Relocating with Primary/Grade School-Aged Children (Approx. Ages 6–10)

Relocating with Early Adolescent Children (Approx. Ages 11-13)

Relocating with Teen Children (Approx. Ages 14-18)

Relocating with Children for Long-Term International Assignments

Helping children adjust to life abroad:

• When your move takes you to another country for a long-term assignment, the opportunity can be exciting for the whole family, and it often comes with extra planning that affects children at every age
• Before you go, it helps to outline the first 30 to 60 days, including arrival timing, housing milestones, and how quickly you will need to be ready for school or childcare
• Many countries and school systems require specific documents, immunization records, or translated paperwork, and securing those items early can reduce stress later. It is also smart to ask about language support, curriculum fit, and how records or credits may transfer, especially for older children. Families benefit from confirming how medical coverage will work in the new country, where to find pediatric care, and how to refill ongoing prescriptions, so everyday needs stay predictable even while everything else is new
• Beyond logistics, kids adjust best when they can picture what life will look like on the other side of the move. For younger children, that may mean recreating familiar routines quickly and finding local playgroups or family activities.
• For older kids, it often helps to identify clubs, sports, arts programs, or youth organizations where they can meet peers early. Practical steps, such as learning transportation basics, setting up communication options, and understanding local norms at school and in the community, can help children feel capable and included. Some families also schedule a simple cultural orientation, such as a neighborhood tour and a few key phrases to practice together, so children feel prepared to interact respectfully and confidently.
• With the right guidance and a realistic timeline, parents can focus less on surprises and more on helping their children build confidence in their new surroundings.

How WHR helps:
For global assignments, WHR and our on-the-ground destination partners coordinate the pieces that make family life feel doable (such as neighborhood insights, temporary housing, and school exploration support). We’ll also help you stay ahead of the practical stuff that can slow families down, like paperwork, healthcare navigation, and settling-in resources, so that you can focus on your kids (not the surprises). 

If travel assistance is required, your Relocation Management Company (RMC), like WHR Global, can coordinate with your travel booking company to accommodate family needs, such as bassinet seating and stroller arrangements. And for look-see trips or school tours, we’ll help flag destination-specific safety requirements, for example, child-restraint rules in vehicles that differ by country, so that local partners can plan accordingly. We can also connect your family with cultural training options, including youth-focused sessions for children ages 6 and up, to help everyone settle in more quickly.

The takeaway:
Start earlier than you think you need to. When paperwork, school or childcare plans, healthcare, and first-week routines are mapped out before departure, children of any age can settle in faster and feel more secure in a new country.

Practical Strategies for Relocating with Children 

How WHR Global Supports Relocating Employees and Their Families

Relocating with children takes more than a checklist. It takes a plan that supports school decisions, community connection, and the day-to-day details that help families settle in with confidence. For employers, that kind of family-forward planning can support smoother transitions, stronger assignment acceptance, and fewer last-minute disruptions. 

WHR Global supports relocating employees and their families around the world by coordinating destination research, housing support, school exploration, and settling-in resources. Parents stay informed, timelines stay clear, and kids can step into their new community with confidence. If you are relocating, connect with your mobility counselor early to discuss school or childcare timing, neighborhood priorities, and settling-in support. If you manage a mobility program, consider how family support benefits can reduce employee stress and improve the overall relocation experience for your workforce.

Ready to see what that could look like in your program? Let’s connect for a brief walkthrough and show how partnering with a Relocation Management Company (RMC), like WHR Global, can successfully support the entire family.

Cost Pressure: Air Rates and Fuel Surcharges are Climbing

Cost escalation is not isolated to one lane. WHR is seeing air freight pricing increases in select markets that are multiples of what they were earlier this spring, driven by tight capacity and disruption-related rerouting. In the U.S., van line fuel surcharges are also elevated. WHR’s whitepaper on the rising costs of household goods shipments provides useful background on the structural factors driving these trends.

The U.S. Department of Energy (DOE) ATLAS program published Household Goods fuel surcharge is listed at 34.5% for the current effective period (and can move with weekly diesel pricing). This combination can influence overall move budgets, especially for time-sensitive shipments or peak-season bookings.

WHR’s Move Management Platform: Domestic Fuel Surcharge at a Record High

For U.S. domestic shipments utilizing WHR’s single factor rate (SFR) via the Move Management Platform (MMP), the fuel surcharge is currently at 17%, which is the highest level WHR has ever recorded for this program.

For context, the WHR SFR fuel surcharge held in the 3-4% range throughout all of 2025. It rose to 5% in March 2026, then climbed sharply to 17% in April, which is a level it has maintained into May.

In practical terms, if a WHR SFR transportation charge comes out to $10,000, the fuel surcharge applied on top would be $1,700 at the current rate.

The surcharge is determined by benchmark diesel prices. WHR monitors the average U.S. diesel fuel price on the first Monday of each month, and where that price lands determines the surcharge in place for that period. With diesel prices elevated well above their 2025 levels, mobility teams should incorporate this into any domestic move cost projections that utilize the MMP single-factor rate.

Middle East and Red Sea: Limited Change in Corridor Access

Despite frequent headlines, access conditions in and around the Red Sea/Suez corridor have not materially normalized. While some vessels have recently moved through the Suez Canal, those movements largely reflect ships that were already queued or stranded earlier in the disruption. As of this update, the canal’s broader operating status remains uncertain, and even after a meaningful reopening, supply chains may require up to six months to stabilize as schedules, equipment, and capacity rebalance. Mobility teams managing assignments in the region may find WHR’s overview of international relocation challenges a useful reference as conditions continue to evolve.

How HHG Shipments are Moving Right Now

Most ports in the Middle East region remain operational, and relocations are continuing. However, routing decisions are increasingly shifting toward air and land freight where feasible, which can help maintain movement but often comes with higher costs and longer or less predictable transit times. Understanding the full scope of what goes into a coordinated household goods shipment and storage plan becomes especially relevant when standard ocean routes face disruption.

As a result, employees may see extended delivery windows, and mobility teams may need additional flexibility on required-by dates for temporary living and shipment arrival.

What Mobility Teams Can Do Now

• Start moves earlier than usual. Early initiation increases the likelihood of securing preferred pack/load dates before summer capacity tightens
• Plan for schedule flexibility. Build in buffer time for shipment delivery, especially for lanes impacted by rerouting or modal shifts
• Review budget assumptions. Ensure cost models account for higher fuel surcharges (including the record 17% fuel surcharge) and the possibility of premium routing (air/land) in constrained markets. WHR’s employee relocation cost containment resources can help teams identify where flexibility is possible without compromising the employee experience
• Set employee expectations proactively. Clear guidance on timelines, what’s controllable, and what may change reduces escalations and improves the relocating employee experience. Employees managing move logistics on their own can also find practical guidance at SimpleMove’s guide to saving money on a move, which covers cost strategies that apply even in volatile market conditions

At-a-glance: key takeaways

• Middle East: Most ports remain operational, but transit times are still elevated, and routing often relies more heavily on air and land options
• Freight pricing: Rates continue to trend upward globally, with pronounced spikes in certain air freight lanes
• U.S. fuel: Van line fuel surcharges remain high. DOE’s Household Goods fuel surcharge is currently listed at 34.5% and may continue to fluctuate. The U.S. domestic fuel surcharge has reached a record high of 17%: build this into domestic move cost projections.

How WHR Global Will Support Your Mobility Program

As peak moving season approaches, earlier planning and realistic timeline and budget assumptions will help reduce disruption for both your program team and your relocating employees. Relocation Management Company (RMC), WHR Global, will continue to monitor conditions with our supplier network and share material updates as they emerge. Learn more about WHR’s global mobility services and how our team can support your program through evolving market conditions. Relocating employees can also explore SimpleMove’s relocation services for self-service tools and resources designed to simplify every step of the move experience.

Note: This update is provided for general informational purposes and reflects current conditions reported at the time of writing. Routing, capacity, and pricing can change quickly by lane and provider.

Why Workflows Matter in Global Mobility

A well-designed workflow turns a complex relocation into a managed, visible process. It lowers the risk of missed steps and creates consistency across suppliers and regions.

Most importantly, it supports a smoother experience for the relocating employee while giving program owners visibility, control, and transparency.

• Fewer exceptions and fewer surprises: policy parameters, approvals, and required documents are tracked and surfaced early
• Better visibility: live status, reporting, and stored documentation are available through WHR portals
• Stronger consistency: repeatable steps support service quality across every relocation file
• Faster issue resolution: alerts and escalations help address concerns before they become disruptions

How WHR Workflows Work: CARICS And myWorkOne

CARICS is WHR’s enterprise operating platform, built by WHR for WHR clients. Within CARICS, myWorkOne monitors each relocation for key events and critical dates, then uses smart routing to release tasks and notifications to WHR teams and approved partners. This helps ensure that deliverables, documents, and approvals stay on track across the relocation lifecycle.
Documentation, eForms, and Secure Signatures
Workflows keep paperwork from becoming a bottleneck. Employees can complete eForms online and sign securely using DocuSign®. Signed documents and key correspondence are stored in WHR’s integrated document repository so approved users can quickly find what they need without chasing emails or attachments.

Policy compliance that is built into the process
Relocation programs often have complex rules, caps, and approval requirements. WHR configures your policy parameters into our technology so that expense limits, eligibility rules, and required approvals are monitored and reported. When an exception is needed, workflows can surface it for review, so decisions are documented and consistent.

Benefits for Clients and Program Leaders
Workflows are not only about internal efficiency. They are also about program governance. WHR workflows support transparent oversight through our client portal, where authorized users can access relocation status, reporting, invoices, and stored documentation in one place, 24/7

Client Portal Visibility and Reporting

Clients can complete online authorizations, review real-time reporting, access invoices and supporting documents, and monitor satisfaction and file status updates. Many clients also use the reporting available through the portal to support internal budgeting, auditing, and year-end reconciliation.

• Accurate billing and cleaner compliance
  Workflows support consistent billing practices by connecting services, approvals, and documentation to each file. WHR also uses defined review controls to help ensure invoice accuracy and required attachment compliance. Invoices and supporting documents can be made available through the client portal to support transparency and internal auditing.
• Supplier partner coordination and quality management
  Relocation outcomes depend on strong supplier partner execution. WHR workflows coordinate activities with our supplier partners and support performance management through metric-driven scorecards and satisfaction feedback. When feedback indicates a service risk, the right teams can be alerted quickly so issues are addressed and documented
• Security and privacy by design
  Workflows are only as strong as the safeguards around the data they use. WHR incorporates role-based access and security controls to help protect employee and client information, and we continuously maintain and review our technology environment to support confidentiality and appropriate access.

How WHR Global Workflows Can Improve Your Mobility Program

When relocation workflows are built for real-world mobility, the impact is immediate and measurable. Employees have clearer next steps and faster access to support, while program leaders gain stronger oversight, cleaner compliance, and a more consistent experience across every file. 

Ready to see what that could look like in your program? Let’s connect for a brief walkthrough and show how partnering with a Relocation Management Company (RMC), like WHR Global, can tailor smart workflows to your policies and program goals.

1. Review your current policy (ies)

When was the last time you reviewed your relocation policy? Before you can start deciding how and where to cut costs, it is essential to understand your current program. Some companies have policies that have been in place for years and have become outdated. Take the time to evaluate your current policies to ensure they align with current industry trends, employee expectations, and your company’s culture. At a minimum, your policy document(s) should outline the types of relocation benefits offered, the criteria for each benefit, and any restrictions.

Additionally, invest the time to research service-specific or industry benchmarks and compare your policy benefits against what other organizations of similar size or industry are offering. You may find that some benefits are more robust than necessary, and adjustments can be made without impacting employee satisfaction.

If you are working with a Relocation Management Company (RMC), they can be a great asset in this process.

2. Tailor Relocation Packages for Different Employee Levels

Reevaluating policies can help pinpoint inconsistencies, such as providing the same benefits for all employees regardless of job level or relocation distance, when a tiered approach could be more efficient and cost-effective.

Creating tiered relocation policies for your relocation program involves structuring the program in a way that provides different levels of support depending on factors such as employee job level, role, distance of relocation, and specific needs. Using this approach, you can make strategic adjustments, reduce costs, and maximize your relocation budget.

3. Take Advantage of Available Tax Benefits

While moving expenses are no longer tax-exempt, there are areas where you can still receive certain tax benefits, especially if you are offering a home sale program.

Offering a direct reimbursement on home sale expenses may sound like the easiest option, but with no tax benefit, it may not be the best option for your employee – and it will most likely be more costly if you choose to provide tax assistance on the reimbursement.

A better strategy would be to use the Guaranteed Buyout or Buyer Value Options. Make sure your programs adhere to IRS requirements to benefit from other possible tax savings.

4. Offer a Managed Lump-Sum Relocation Package

Instead of directly covering all moving costs, offer employees a managed lump-sum relocation package. This gives employees the flexibility to manage their move within a set budget and can significantly reduce administrative costs. This is an excellent offering for entry-level employees and intern programs.

5. Get a Handle on Policy Exceptions

Exceptions occur when unexpected events occur during a relocation, impacting the logistics throughout the rest of the process. Reducing the number of exceptions in your relocation program is a key component of cost control. Exceptions can lead to administrative complexity, inconsistent employee experience, and, in some cases, increased costs.

A relocation management company (RMC) plays a crucial role in reducing employee relocation costs by carefully managing policy exceptions. Often, employees request exceptions to standard relocation policies due to unique circumstances or specific needs, which can lead to unpredictable or inflated costs. An RMC can help by evaluating these requests based on established guidelines, ensuring that any exceptions granted are reasonable and align with the company’s overall budget. They also leverage their experience to suggest cost-effective alternatives that still meet employee needs without exceeding the company’s financial limits. By streamlining exception approvals, enforcing policy consistency, and offering cost-efficient solutions, an RMC minimizes the financial impact of policy exceptions while still maintaining employee satisfaction and compliance.

6. Engage a Relocation Management Company

A relocation management company (RMC) can be an invaluable partner in reducing costs while maintaining a smooth relocation experience. These companies specialize in negotiating discounts with moving vendors, temporary housing providers, and relocation service providers, leveraging their extensive network to secure better rates. Additionally, RMCs can implement streamlined processes and technologies to reduce administrative costs and ensure compliance with relocation policies. They also provide valuable insights into tax-efficient structures for relocation benefits, helping both the company and employee save on taxes. By managing the entire process, from moving logistics to home search and settling-in services, an RMC helps companies cut out inefficiencies and avoid unnecessary expenditures.

7. Monitor & Adjust the Policy Over Time

After the tiered relocation program is implemented, regularly evaluate its effectiveness. Collect feedback from employees and relocation managers to see if the tiers are meeting both cost control goals and employee satisfaction.  Be open to adjusting the tiers as needed – this may involve introducing new benefits, adjusting financial support, or revising eligibility criteria based on changing business needs or market conditions.

How WHR Global Helps You Control Costs and Improve Relocation Success

By partnering closely with organizations, we help evaluate program performance, forecast potential costs, and recommend strategic adjustments that protect budgets and uphold policy compliance. Reducing relocation costs while maintaining a positive employee experience requires a thoughtful, well‑planned approach.

Partnering with a Relocation Management Company (RMC), like WHR Global, further amplifies these savings through vendor negotiation, streamlined processes, and tax‑efficient planning. Companies can meaningfully lower expenses through strategies such as policy reviews, lump‑sum options, virtual solutions, corporate discounts, and targeted relocation benefits.

With the right strategy and support in place, we help organizations deliver a competitive, employee‑centric relocation program while keeping costs firmly under control.