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A headquarters move is both an employment decision and a household decision. Before agreeing, refusing, resigning or moving, get the effective date, new worksite, required attendance, commute arrangements, relocation benefits and consequences of declining in writing. Then read your contract, calculate the real door-to-door and family impact, negotiate practical alternatives and obtain local employment-law or tax advice if the move could affect redundancy, immigration, licensing or tax status.
Start by turning the announcement into written facts
Announcements often describe a strategic move without answering the questions that determine your obligations. Send a short written request to human resources or your manager and ask for the following items:
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- The complete address of the new headquarters and any interim sites.
- The opening date, the date your current site closes and the transition timetable.
- How many days per week employees must attend, the core hours and whether attendance is measured by day, hours or specific meetings.
- Rules for remote work, travel between sites, parking, public transport, shuttles, mileage and commuting during construction or phased occupancy.
- The deadline for accepting, declining or requesting an exception.
- The relocation package, eligibility rules, payment process, tax treatment and any repayment or clawback period.
- What the company says will happen if an employee cannot or will not work at the new location, including transfer, redundancy, severance or dismissal procedures.
Ask for the answer in an email, policy document or signed variation rather than relying on a presentation or verbal assurance. Keep the announcement, attachments and every later clarification in a personal employment file that you are allowed to maintain.
Check whether your contract lets the employer change your workplace
Find the clause that identifies your normal workplace and read it with any mobility, transfer, flexibility, remote-work or business-relocation policy. Also check notice provisions, collective agreements, redundancy wording and repayment clauses for prior relocation assistance.
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Mobility clauses
A mobility clause may allow a move within a defined area, or it may give the employer broader discretion. Its wording, the distance involved, how long it has existed and how reasonably it is exercised all matter. GOV.UK employment guidance (2026) advises employees to check their contract for a mobility clause when a business changes location. It also states that employees without such a clause can choose whether to move. That is a UK guidance position, not a universal rule.
Reasonableness and refusal
Even where a clause exists, an employer normally must use it consistently with the contract and applicable law. Factors can include the distance, transport options, working hours, disability or health needs, childcare, the notice given and whether the move was foreseeable when you accepted the job. An unreasonable refusal can affect redundancy rights in some circumstances; compensation for relocation is generally not automatic unless a contract, collective agreement or statute provides it.
Other documents that can change the result
- A remote-work addendum may define a home office as the contractual workplace, or may reserve a right to require attendance.
- A collective bargaining agreement can set consultation, notice, transfer-distance or severance rules that differ from an individual contract.
- An immigration or professional-licensing condition may limit where you can work, even if the contract appears flexible.
- A relocation agreement may require repayment if you leave within a specified period; check whether the trigger is resignation, dismissal or refusal of a particular assignment.
Do not assume that a long-standing commute to the old office proves the new commute is acceptable, and do not assume that an informal hybrid pattern permanently changes the written contract. Ask an employment lawyer or union representative to apply the documents to your jurisdiction and facts before making an unconditional refusal.
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Compare the current arrangement with the proposed one using the same assumptions. Record door-to-door time, not only the advertised train or driving time.
| Impact | What to calculate | Evidence to keep |
|---|---|---|
| Time | Door-to-door minutes each way, transfers, reliability, required arrival time and expected overtime or late departures. | Route plans for peak periods, trial journeys and the employer’s attendance schedule. |
| Transport | Fares, fuel, tolls, parking, vehicle wear, tickets for required inter-site travel and the cost of a second vehicle if unavoidable. | Current tariffs, parking quotes, mileage logs and receipts. |
| Care | Extra childcare, elder-care, school transport, meal or overnight costs caused by earlier departures or later returns. | Provider schedules, contracts and written cost estimates. |
| Housing | Rent or mortgage difference, deposits, broker fees, lease-break charges, temporary accommodation and utility changes if relocation is considered. | Comparable listings, landlord terms and documented fees. |
| Health and access | Physical demands, accessible transport, fatigue, medical appointments and adjustments needed at the new site. | Occupational-health advice and an adjustment request, without disclosing unnecessary medical detail. |
| Tax and borders | Residence, payroll, social-insurance and immigration consequences if the move crosses a city, state, province or national boundary. | Written advice from a qualified local adviser and the employer’s payroll team. |
Multiply the additional daily cost and time by the required attendance days and by a realistic number of working weeks. A nominally short distance can be unworkable when the schedule starts before public transport runs or when parking is unavailable. Conversely, a longer route may be manageable with a shuttle, flexible hours or fewer attendance days.
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Ask what the relocation package actually covers
Request a written schedule of benefits, eligibility dates, reimbursement limits, approved vendors, receipts and payment timing. Typical items to ask about include:
- Professional packing, shipment and storage of household goods.
- House-hunting travel, lodging and meals for the employee and eligible family members.
- Temporary accommodation while a home is sold or leased.
- Lease-break charges, deposits, broker or agent fees and closing costs where permitted.
- Moving leave, paid travel time, transport to the new office and parking or public-transit support.
- School-search, visa, licensing or language assistance when a move crosses a jurisdiction.
- Tax advice and a tax gross-up, if the employer will compensate for taxable benefits.
- The deadline for incurring costs, documentation standards, currency conversion rules and the procedure for disputed claims.
Do not treat a headline allowance as cash in hand. Ask whether it is a reimbursement, a capped lump sum, a taxable benefit or a one-time payment, and whether you must repay it if you leave. Have the company state who qualifies as a household member and whether the package applies to an employee who commutes rather than relocates.
Know the tax rules are local and fact-specific
Relocation payments can be taxable wages, exempt reimbursements or a mixture. The answer depends on the country, state or province, the type of expense, distance, timing and documentation. Obtain written payroll guidance before accepting a lump sum.
United States examples
Internal Revenue Code §217, as in force for 2026, uses a 50-mile farther-distance condition for the moving-expense deduction rules cited there and requires a full-time work test. The same provision lists work-duration conditions of 39 weeks in the first 12 months or 78 weeks over 24 months. These are statutory conditions in a specific U.S. tax provision, not a promise that an employer must pay moving costs or that every employee can claim a deduction. Federal, state and local treatment can differ, and employer-paid moving benefits may be included in taxable wages.
United Kingdom example
HM Revenue & Customs guidance for 2026 says qualifying relocation costs up to £8,000 can be exempt from reporting and tax or National Insurance when the stated conditions are met. The limit applies to qualifying costs and conditions; it is not an automatic £8,000 cash allowance. Ask payroll which expenses qualify and what happens to amounts above the limit.
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Canada and other jurisdictions
Canadian rules and those in other countries use different definitions, thresholds and reporting requirements. A cross-border move can create residence, payroll withholding, social-insurance, immigration and professional-licensing issues at the same time. Get country- and subnational-level advice before signing a lease, shipping property or changing your tax address.
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Present alternatives as a written proposal with dates, attendance numbers and a review point. Options can include:
- A hybrid schedule tied to measurable work outcomes.
- Flexible start and finish times that avoid the worst transport period.
- A phased increase in attendance while the new site opens.
- Assignment to a nearer office or a satellite workspace.
- An employer shuttle, parking subsidy, public-transport pass or commute allowance.
- Fixed remote days that protect childcare, elder-care or medical commitments.
- A temporary arrangement while a household move is completed.
For each option, state the total weekly time and cost, the days you can attend, the proposed start date and how performance will be measured. Ask the employer to accept, reject or counter-propose in writing. A verbal “we can be flexible” is not a durable arrangement.
Understand notice, travel time and severance questions
There is no single notice period for every headquarters move. The contract, collective agreement and local employment law may require consultation or notice, but a business can sometimes announce a future move months before employees receive individual terms. Ask for the exact date on which your contractual workplace changes and whether the company regards the move as a transfer, a redundancy situation or an ordinary managerial instruction.
Do not assume every minute spent travelling is paid working time. The U.S. Department of Labor Wage and Hour Division has explained that travel-time treatment depends on the facts, especially when an employee works at home and travels during the workday. Ordinary commuting is often treated differently from travel between work sites, but state law, collective agreements and the employer’s policy can change the result. Obtain a written classification for travel to the new headquarters, required training, inter-site trips and travel during scheduled hours.
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Similarly, refusing a move does not automatically create a right to severance. In the UK, GOV.UK guidance says an unreasonable refusal may affect redundancy pay, while compensation is generally not required unless the contract says so. Other jurisdictions may reach a different result. Before declining, ask an adviser to assess whether the proposed change is a lawful instruction, a redundancy, a constructive dismissal risk or a resignation-triggering refusal.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Use a decision table before you commit
Score the employer’s proposal and each alternative against the same criteria. Keep the evidence beside every score rather than relying on a general impression.
| Criterion | Questions to answer | Why it matters |
|---|---|---|
| Weekly time | How many additional hours are required, including parking and transfers? | Shows the recurring burden that a one-time payment may not solve. |
| Out-of-pocket cost | What is the annual transport, care and housing increase after tax? | Separates a sustainable arrangement from an attractive headline allowance. |
| Enforceability | Does the contract clearly authorize the location and attendance pattern? | Indicates whether refusal could be treated as misconduct or redundancy. |
| Severance exposure | What happens if you decline, and what notice or consultation applies? | Prevents an accidental waiver of rights. |
| Tax treatment | Which payments are taxable, exempt, reimbursed or subject to gross-up? | Reveals the net value of the package. |
| Family and health | Can care, accessibility and medical needs be met on every required day? | Identifies adjustments that should be requested early. |
| Certainty | Is the promise in a signed document with a duration and review date? | Distinguishes an enforceable term from an informal assurance. |
Protect your position while discussions continue
- Save the announcement, contract, policies, addenda, collective agreement and all cost calculations.
- Keep a dated log of meetings, participants, proposals and unanswered questions.
- Ask for reasonable time to review a new agreement; do not sign under pressure without understanding clawbacks or waivers.
- Continue complying with existing attendance instructions unless doing so would create an immediate safety, legal or medical problem; raise objections in writing.
- Request disability, family-care or other legally protected adjustments through the employer’s stated process.
- Contact a union, employment lawyer, tax adviser or immigration professional before an unconditional refusal, resignation, lease commitment or international move.
- Check whether accepting relocation money changes your severance, repayment or eligibility position.
If the move threatens your immigration status, regulated licence, health or ability to provide essential care, say so promptly and identify the specific remedy you need. If negotiations fail, ask the employer to state its final position, effective date and consequences in writing. That record is critical whether you ultimately transfer, remain remote, seek another role or challenge the decision.
Common questions employees ask
Can my employer make me move?
Only the governing contract, workplace law and facts can answer that. A clear, reasonable mobility clause may permit a move within its limits; without one, the employer may need your agreement or a lawful redundancy process. Get local advice before refusing.
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Do I have to commute to the new headquarters?
Check the contractual workplace, remote-work terms and attendance instruction. A new commute can be enforceable in some circumstances and unreasonable in others. Compare the actual route, schedule and personal impact, then request a written exception or adjustment if needed.
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What relocation expenses should the company pay?
There is no universal package. Ask for moving, storage, house-hunting, temporary housing, deposits, lease-break costs, paid leave, transport and tax treatment, with caps and repayment terms documented.
Can I refuse and still receive severance?
Possibly, but refusal can affect redundancy or severance rights where the move is considered reasonable. The result depends on jurisdiction, contract, distance, notice and circumstances; obtain advice before giving a final answer.
Is a relocation package taxable?
Often some or all of it is. For example, HMRC’s 2026 guidance allows qualifying UK relocation costs up to £8,000 to be exempt when conditions are met, while U.S. rules use different tests. Ask payroll for a written calculation.
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How much notice must the employer give?
The answer depends on your contract, collective agreement and local law. Ask when the workplace legally changes, what consultation applies and whether the company is treating the move as a transfer or redundancy.
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