relocation-service-guide-2026-vienna-move-worldwide

Geschwandtner GmbH is your strategic partner for the complete relocation project. As experts in logistics and global mobility, we make sure you and your family arrive or depart safely, efficiently, and stress-free. We provide a 360-degree safety net for your national or global move.

This guide highlights the 10 essential service modules that make Geschwandtner GmbH a leading partner for relocation services.

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Logistics Excellence – Your Stress-Free Start (Global Move Coordination)

As an experienced relocation company, we know that logistics are the foundation of every successful relocation. A flawed transport plan or insufficient customs preparation can delay your start in a new country by weeks. We manage the entire supply chain door to door and use our global network to ensure the highest standards in packing, transport, and storage. The safe and punctual arrival of your household goods is our top priority.

Core Logistics Services (Door-to-Door)

Moving household goods across international borders requires meticulous planning and expert knowledge of global transport routes.

• Strategic transport planning and route analysis:
  • Mode selection: Analysis and selection of the best transport option (sea, air, road) balancing cost, speed, and environmental impact.
  • Schedule optimization: Building a detailed timeline to reduce waiting times at ports and borders.
• Professional packing, dismantling, and reassembly:
  • Specialized packing: Expert dismantling of furniture and seaworthy packing for overseas shipments.
  • Protection for sensitive items: Climate crates and specialist packaging for artwork, pianos, and electronic devices.
  • On-site reassembly: Reassembly of dismantled furniture at the destination by our specialists.
• Transport insurance and risk management:
  • All-risk coverage: Comprehensive all-risk transport insurance covering the full replacement value of your shipment.
  • Inventory list: A detailed, customs-compliant packing list (inventory list) as the basis for customs clearance and insurance claims.

Customs Clearance and Tax Exemption (A Critical Process in Austria)

The duty-free and tax-free import of your household goods as relocation goods is a complex process. Incorrect documentation can lead to high back payments. We ensure full compliance with Austrian regulations.

• Ensuring duty-free import:
  • Relocation-goods status: We ensure your household goods qualify as “relocation goods” (personal belongings owned for at least 6 months).
  • Required customs documents: Preparation and verification of all documents needed for customs exemption.
• The role of the “Meldezettel” for customs:
  • Key requirement: The Meldezettel (proof of residence registration) is mandatory to approve the tax-free import of your household goods in Austria. It serves as proof that you have established residency.
  • Coordination: We closely align Module I (Logistics) with Module IV (Authorities & registration) to ensure this proof is available on time.
• Special cases and permits:
  • Import of special goods: Handling permits for importing weapons, collections, or specific electronic equipment.

Selection and Coordination of External Moving Companies

• Mover selection: We support you in choosing a suitable moving company.
• Quote review: We review and negotiate quotes from 2–3 trusted partners to secure the best terms for you.

Targeted Home Search (Navigating Vienna’s Housing Market Safely)

Vienna’s housing market is known for its complexity, high demand, and specific tenancy regulations. Without deep local knowledge, international newcomers often spend months searching without results. Geschwandtner GmbH acts as your local insider, using its network to find off-market properties that match your profile and have been legally reviewed. Our expertise in Austrian tenancy law protects you from costly contract pitfalls.

Strategic Home Search and Look & See Trips

Finding a home is often the biggest stress factor. Our approach is data-driven and tailored to you.

• Detailed needs assessment (preparation):
  • Requirement profile: Creating a detailed profile that considers your budget, your requirements (size, number of rooms), and lifestyle preferences.
  • District analysis: Advice on preferred residential areas and infrastructure (e.g., Innere Stadt vs. Döbling), including pros and cons.
• Targeted scouting and market expertise:
  • Off-market access: Leveraging our local agent network for properties not publicly listed.
  • Fraud prevention: We verify the credibility of offers and agents.
• Look & See trips:
  • Organization: Planning and conducting efficient, focused viewing tours during your visit.
  • Virtual viewings: Providing high-quality virtual tours for pre-selection from abroad.

Lease Agreement, Legal Security, and Handover

A lease agreement in Austria can be complex, particularly due to the distinction between full and partial applicability of the Tenancy Act (MRG). Incorrect review can lead to back payments or unlawful termination.

• Lease review (Austrian tenancy law):
  • Legal protection: Detailed review by our partners to identify hidden clauses or unfavorable fixed-term conditions.
  • “Bestellerprinzip” (who pays the agent fee): Clarification and compliance with the Bestellerprinzip in effect since 2023.
  • Deposit and key money: Review of the appropriateness of deposit amounts and any additional payments.
• Apartment handover and documentation:
  • Personal support: We accompany you to the handover appointment.
  • Handover protocol: Professional creation of a detailed handover report (condition, meter readings) to protect you from later claims.

Move-In Service and Furnishing

• Furnishing service: Support with furnishing your apartment, from selection to final setup.
• Handover management: Preparing your apartment so you can move in right after arrival in Austria, including an initial grocery purchase.

Immigration & Visa (The Legal Foundation for Your New Start)

A residence permit is the essential prerequisite for living and working in Austria. Austria’s points system, especially for the highly sought-after Red-White-Red Card, requires specialist expertise. Mistakes or incomplete documentation inevitably lead to long waiting times that delay your start of work. We manage the process end-to-end.

Comprehensive Consulting and Strategy Development

Every relocation starts with clarifying residency status. Our expertise ensures a smooth process.

• Visa strategy: Guidance on the best strategy (e.g., secondment vs. local employment) and related tax implications.
• Key residence permits in Austria:
  • Red-White-Red Card: Support for the most important permit for highly qualified professionals, including points calculation and strategy to reach the required minimum score.
  • Special visas: Support for visas for researchers, students, or artists.
  • Family reunification: Coordination of applications for all accompanying family members.

Application and Document Management

Document errors are the main cause of long processing times and rejections. We make sure everything is correct.

• Application preparation: Support with applications for all visas and residence permits.
• Document review and legalization:
  • We prepare documents and verify validity (e.g., passport validity).
  • Handling correct legalization (apostille / diplomatic legalization) of foreign documents.
• Communication with authorities: Handling communication with the immigration authority (MA 35 in Vienna) or Austrian embassies/consulates abroad.

Appointment Management and Support

• Deadline monitoring: Tracking deadlines throughout the process.
• Appointment booking: Booking appointments with the responsible authorities (often a critical bottleneck, especially in Vienna).
• Personal accompaniment: Accompanying you to appointments and providing translation support if needed.

Registration & Authorities (Your Local Anchor in Austria)

After entry, local registration is just as important. Complexity comes from regional offices and the need to transition smoothly into Austria’s social and utilities systems. The Meldezettel is the key document, relevant not only for registration but also for customs purposes. We manage these often confusing first steps for you.

Registration and Essential Documents (Focus: Meldezettel)

The Meldezettel is the key to life in Austria and enables many processes beyond registration.

• Residence registration (Meldezettel):
  • On time: We handle your registration within the legal deadline (within 3 days after moving in).
  • Customs relevance: The Meldezettel is mandatory proof for the tax-free import of household goods (see Module I).
  • Follow-up processes: Without the Meldezettel, opening a bank account, setting up internet, and most administrative steps are not possible.
• Finance and social system:
  • e-card: Support with photo submission and registration with the health insurance provider (ÖGK).
  • Bank account: Coordination and support for opening a local bank account (required for salary payments).

Utilities and Fees Registration

Utility setup in Austria can be complicated and varies by region.

• Utilities registration: Registration for electricity, gas, and water with local providers.
• Best tariffs and on-time activation: Ensuring the best available tariffs and timely activation.
• Telecom: Advice and sign-up for the right internet/mobile provider.
• GIS fee (broadcasting fee): Correct registration or exemption application (an important local detail).

Family Services (Supporting Your Family’s Integration)

A successful move is often measured by how well the family settles in. We know that support for an accompanying partner (spousal support) and fast integration of children into the best schools are key. Our family services go beyond administration and focus on emotional and social integration in Vienna.

Support for Children and Education

Access to the best education options can be decisive.

• Schools and kindergartens:
  • Selection: Support in choosing schools and kindergartens (public system vs. bilingual and international schools).
  • Enrollment: Help with enrollment, required documents, and recognition of foreign certificates if needed.
• Financial support:
  • Assistance with applying for all relevant benefits (e.g., family allowance, childcare allowance).
  • Clarification of eligibility in an international context.

Spousal Support (Support for the Accompanying Partner)

The accompanying partner often needs the most support to settle in and reorient professionally.

• Job search: Support with job search, local application documents, and networking (including use of local HR contacts).
• Language courses: Organization of intensive, high-quality German courses for faster professional and social integration.
• Health: Clarification of the optimal health insurance setup for all family members.

Pets and Special Cases

• Pet relocation: Handling pet registration and EU entry requirements (microchip, rabies vaccination, EU pet passport).
• Local network: Connecting you with local veterinarians and pet care services.

Orientation Before and After Arrival (Local Know-How)

Austria and Vienna have unique cultural and social norms. A lack of cultural understanding can create unnecessary stress. We offer in-depth intercultural training and practical orientation so you adapt faster and avoid culture shock.

Intercultural and Orientation Training

Understanding local culture helps avoid misunderstandings in daily life and at work.

• Cultural preparation:
  • Work culture: Guidance on Austrian work culture (punctuality, hierarchies, communication style).
  • Everyday etiquette: Explaining “Viennese specifics” and social norms.
  • Culture-shock prevention: Training and introductions to minimize culture shock and accelerate integration.

Financial and Practical Orientation

• Cost of living: Realistic assessment of costs for rent, groceries, leisure, and mobility in Vienna.
• Mobility:
  • Explanation of public transport (Wiener Linien) and best ticket options.
  • Advice on car sharing and local mobility solutions.

Car Import & Driver’s License (Your Vehicle in Austria)

Importing a private vehicle is full of pitfalls due to NOVA (standard consumption tax) and required type approval (EU compliance). Even as relocation goods, correct handling is crucial to avoid additional payments and delays in registration. We manage calculations and communication with tax authorities.

The Complete Vehicle Import Process

• Logistics: Organizing safe transport to Austria.
• Customs handling:
  • Tax exemption: Clarifying whether the vehicle can be imported duty-free and NOVA-free as relocation goods.
  • Documentation: Preparing customs declarations and all required paperwork.
• Technical approvals and charges (NOVA):
  • Type approval: Support throughout the type approval process.
  • NOVA calculation: Calculating, handling, and paying NOVA.
  • Registration: Organizing final registration and Austrian license plates.

Driver’s License and Insurance

• License conversion: Support with conversion of a foreign driver’s license (including eye test and medical certificates), respecting the 6-month deadline.
• Insurance: Setting up mandatory liability insurance and optional comprehensive coverage.

Departure & Expatriation (Our Service Continues – Global Outbound)

Leaving Austria (outbound relocation) requires the same precision as arriving. Correct deregistration, timely cancellation of utility contracts, and proper closure of leases are essential to avoid later claims or tax issues. We ensure all administrative and logistical steps are handled seamlessly.

Administrative Deregistration (Offboarding)

• Stakeholders & deadlines: Support with all parties involved in a departure.
• Deregistration of residence: Timely deregistration to ensure tax clarity and enable contract cancellations.
• Contract termination:
  • Termination of lease agreements within notice periods.
  • Deregistration of utilities and insurance policies.

Logistics of the Move Out

• Planning: Detailed planning of the move from Vienna/Austria to any destination worldwide.
• Time-saving support: Handling tasks you can no longer manage due to time constraints (e.g., sale or disposal of furniture).
• End-of-lease cleaning: Organizing professional end cleaning for handover.

Additional Services & Flexibility (Tailored Solutions)

No relocation is the same. Unexpected issues can arise, from repairs in the new home to the need for a specialist tax advisor. Geschwandtner GmbH provides flexibility and a broad network to deliver fast, tailored support.

Tailored Add-On Services

• Temporary housing: Organizing corporate apartments or boarding houses for the first weeks.
• Handyman service: Organizing and coordinating tradespeople for repairs or renovations.
• Legal and tax referrals:
  • Connecting you with experts for cross-border tax matters and double taxation treaties.
  • Referrals to local attorneys (outside of in-house legal services).
• Data protection compliant handling: Secure, confidential management of personal documents.

Technology Support (A Digital Advantage)

• Online tracking: A digital platform for transparent status tracking of all 10 modules at any time.
• 24/7 support: Emergency contact and support in unforeseen situations.

Why Geschwandtner GmbH Is Your Best Partner (The ROI)

The true value of premium relocation services is measured not only in completed paperwork but in the return on investment (ROI): time saved, risks reduced, and the ability for the expatriate to focus immediately on the new role. Geschwandtner GmbH delivers this value by combining logistics core competence with deep immigration know-how.

The Clear Advantages of Geschwandtner GmbH

• Comprehensive (360°): Complete relocation service from logistics to integration and expatriation.
• Local expertise: Deep understanding of Vienna’s housing market and Austrian administration, backed by years of experience.
• Maximum time savings: Saving hundreds of hours in research, waiting times, and appointments.
• Risk reduction: Avoiding expensive mistakes with visa applications, customs, or lease agreements (e.g., incorrect NOVA handling).
• Security: Ensuring a safe and stress-free start in your new country.

Calculating Your Return on Investment (ROI)

• Focus on career: Helping you concentrate on your career and family from day one.
• Cost of mistakes: Delays in starting work (missing permits), fines (incorrect imports), or legal disputes can far exceed service costs.
• Transparency: Clear pricing, package deals, and one dedicated point of contact across all modules.

Start your next chapter with confidence. Contact Geschwandtner GmbH today.

Frequently Asked Questions (FAQ) about Relocation Services

This FAQ answers the most important and most searched questions about relocation and the services provided by Geschwandtner GmbH, giving you maximum transparency and peace of mind.

1. General questions about the service

1.1. What exactly does a “360-degree relocation service” include?

A 360-degree relocation service means we cover all administrative, logistical, and social steps of your move. It starts with logistics (household goods) and immigration (visa), continues through home search, and extends to the integration of your family (school, childcare). We are your single point of contact across all 10 modules, so you can fully focus on your new job or life chapter.

1.2. Why should I use a relocation service instead of doing everything myself?

Using a relocation service saves time, saves money, and minimizes risks. International moves are highly complex due to customs regulations, visa deadlines, and complex tenancy law (as in Austria). A single mistake, for example in the application for the Red-White-Red Card or in the duty-free import of your household goods, can lead to costly delays or significant back payments. We ensure legal certainty and efficiency.

1.3. Does Geschwandtner GmbH also offer outbound relocation (leaving Austria)?

Yes, absolutely. We provide the complete service, both for arrivals (inbound relocation) and for a professional departure (outbound relocation) from Austria. This includes deregistration of your residence, termination of lease and utility contracts, organization of the international move back out, and support with return-related formalities.

2. Questions about visas and bureaucracy (immigration)

2.1. What is the Red-White-Red Card and how can Geschwandtner GmbH help?

The Red-White-Red Card (RWR Card) is the most important residence permit for qualified professionals from third countries (non-EU/EEA countries) who want to work in Austria long term. The application process is based on a points system (qualifications, professional experience, age, German language skills). We support you with:

• Pre-calculating your points in advance.
• Compiling and legalizing/certifying all required documents.
• Booking appointments and accompanying you to the responsible authority (MA 35 in Vienna).

2.2. How long does the visa process take with relocation support?

The timeframe depends heavily on the type of residence permit (e.g., RWR Card or Visa D). While we cannot influence the authorities’ processing times, we speed up the process significantly by ensuring your application is complete and error-free the first time. This helps avoid weeks or even months of follow-up questions and requests for additional documents.

3. Questions about housing and the Meldezettel

3.1. What is the “Meldezettel” and why is it so important?

The Meldezettel is the official confirmation of your registered residence in Austria. It is mandatory and must be issued within three days after moving into your new apartment.

• Customs-related function: It serves as proof of residence and is a key document for the duty-free import of your household goods (relocation goods).
• Administrative function: It is required to open a bank account, register utilities, apply for the e-card, and for many other administrative procedures.

3.2. How does Geschwandtner GmbH help me in Vienna’s competitive housing market?

We provide access to exclusive off-market properties through our network. We also review lease agreements under complex Austrian tenancy law (MRG) and clarify questions about deposits and operating costs. We protect you from unjustified claims and ensure that cost allocation is handled in line with the Bestellerprinzip (who pays the agent fee).

4. Questions about logistics and import

4.1. Can I import my car into Austria tax-free?

Yes, under certain conditions. Your private vehicle can be imported as relocation goods, duty-free and NOVA-free (standard fuel consumption tax), if you can prove you have owned it for at least 12 months and it is intended for your move to Austria. We handle the correct process for type approval and the customs declaration to ensure this tax exemption.

4.2. What is included in the transport insurance?

We generally arrange an all-risk transport insurance policy. This covers the full replacement value of your goods if they are damaged or lost during transport or storage. This gives you financial security in case of unforeseen events along the global transport route.