Skip to main content
Relocation Policy Template

Relocation Policy Template

A structured relocation policy template you can adapt to define who qualifies, what is covered and how approvals work.

A written relocation policy protects both the company and the employee. Without one, every international move to Switzerland gets negotiated case by case, which is slow, inconsistent between departments, and hard to defend if an employee compares their package with a colleague's.

This relocation policy template gives HR and global mobility teams a starting structure: eligibility rules, a benefits framework, an approval process and the documents to reference. Copy the sections below into your own HR system, then adjust the tiers and amounts to your company's budget and headcount. A consultant can also review your draft and adapt it to your specific corporate structure.

Why a written policy matters

A relocation policy sets expectations before an assignment is confirmed, so the employee knows what is covered and the company knows what it is committing to. It also gives HR a consistent basis for approving exceptions, rather than renegotiating terms for every transfer.

For companies moving staff into Switzerland regularly, a policy shortens the time between an offer and a start date, because immigration, housing and schooling questions are answered by the document instead of by email threads.

Keep the policy as a living document. Review it once a year against actual relocation costs and employee feedback, and adjust the tiers if they no longer match your talent segments.

Policy structure: the sections to include

A workable relocation policy for Switzerland is organised around five blocks: who is eligible, what tiers of support exist, what each tier covers, how approvals and exceptions are handled, and which documents govern the assignment. The template below expands each block into copy-ready content.

1. Eligibility criteria

Define which moves the policy applies to before listing benefits, so managers do not assume every transfer qualifies for the top tier.

  • Employment type covered: permanent transfer, fixed-term assignment, or new hire relocating from abroad
  • Minimum contract length or assignment duration required to trigger relocation support
  • Distance threshold: minimum distance between the current residence and the Swiss work location
  • Family status covered: single employee, accompanying spouse or partner, dependent children
  • Seniority or role level, if support is tiered by grade rather than offered uniformly

2. Support tiers

Most companies define two or three tiers rather than a single package, so the budget scales with the seniority or strategic value of the role.

  • Standard tier: core support for individual contributors and first-time international transfers
  • Executive or senior tier: broader support including family services and a higher housing allowance
  • Short-term or project tier: reduced support for assignments under twelve months, often excluding home finding

3. What each tier covers

List benefits by category so an employee can see at a glance what is included, and so HR can price each tier against actual invoices from past moves.

  • Immigration: work permit and residence permit application support, including document preparation
  • Home finding: a defined number of viewing days and support identifying suitable housing
  • Temporary housing: a maximum duration covered while permanent housing is arranged
  • Household goods: shipment or removal of personal effects, with a weight or volume cap
  • Schooling: support identifying and enrolling children in local or international schools
  • Settling-in: administrative registration, banking, and orientation to the local canton
  • Intercultural or language training: for the employee, and where applicable the accompanying partner
  • Departure support: closing out the assignment, including deregistration and return logistics if relevant

4. Approval process and exceptions

A clear approval chain prevents relocation costs from being agreed informally between a hiring manager and a candidate before HR has reviewed the budget impact.

  • Who signs off on the tier assigned to a given move: HR, the hiring manager, or both
  • Who reviews and approves exceptions above the standard tier
  • How costs above policy are tracked and reported internally
  • What happens if the employee leaves the company within an agreed period after relocation (repayment clauses, if used)

5. Reference documents

Link the policy to the practical documents an employee needs during the move, so the policy is not the only source of information.

  • A relocation checklist covering the sequence of steps from offer to settling in
  • A moving budget template so the employee can compare estimated costs against the allowance
  • The employment contract or assignment letter, which should reference the policy rather than duplicate it

Common mistakes when drafting a relocation policy

Companies drafting their first relocation policy for Switzerland tend to repeat a few avoidable errors. Reviewing them before finalising the document saves rework later.

  • Copying a policy written for a different country without adjusting it for Swiss permit categories and cantonal registration rules
  • Leaving benefit amounts undefined, which pushes every case back to a manual negotiation
  • Omitting a clear end date for temporary housing, which leads to open-ended costs
  • Not distinguishing EU/EFTA moves from non-EU moves, even though the immigration steps and timelines differ
  • Forgetting to specify who owns the relationship with external providers such as the immigration or home finding service

Turning this template into a policy that fits your company's headcount, budget and permit mix takes judgement calls a generic document cannot make. A consultant can review your draft and adapt it to your organisation.

Request a pre-assessment

What's Included

  • Eligibility criteria checklist by employment type, family status and seniority
  • A three-tier benefit structure (standard, executive, short-term)
  • A category-by-category list of what to cover in each tier
  • An approval and exception workflow
  • A list of reference documents to attach to the policy
  • Common drafting mistakes to avoid before finalising the policy

Also Worth Reading

Service Switzerland Relocation Resources Service Employee Relocation Switzerland for HR and Global Mobility Teams Service Moving to Switzerland Budget Template Service Relocation Policy Switzerland

Frequently Asked Questions

How long should a relocation policy be?
Most effective policies fit on two to four pages. The goal is a document employees and managers actually read, not an exhaustive legal text. Keep detailed procedures, such as expense claim steps, in a separate operational guide referenced by the policy.
Should the policy differ for EU and non-EU employees?
Yes. EU/EFTA nationals and non-EU nationals follow different permit procedures and timelines in Switzerland, so the immigration section of the policy should address both separately rather than assuming one process applies to every hire.
Do we need a separate policy for each Swiss canton?
Not usually. A single company-wide policy can define benefit tiers and eligibility, while noting that administrative steps such as residence registration vary by canton. Canton-specific detail belongs in the checklist attached to the policy, not in the policy itself.
Can this template be used for both new hires and internal transfers?
Yes, with adjustment. New hires often need broader immigration and home finding support, while internal transfers may already have local knowledge. Many companies apply the same tier structure but scope down the new-hire tier's paperwork support for internal moves.

Ready to move forward?

Talk to a consultant about your situation, with no obligation.

Request a pre-assessment Discover our full relocation offer