How to Become an Expat-Friendly Service: A Provider Guide
A service is expat-friendly when a newcomer can reach you in English, handle the basics online, and identify and pay with documents from abroad. Writing “English spoken” on your website is not enough, because newcomers cannot check it. This guide shows you how to turn each of the three points of the MigrateSpace Expat-Friendly Score into something clear and visible. It ends with a short self-check and a free way to list your service. The examples come from Germany, but the ideas apply across Europe.
Why newcomers choose differently
People who move to a new country often deal with many tasks at once. They look for a bank, a doctor, an insurer, a tax adviser and a home. They do this in a language they may not know well, with letters in a different language and appointments that are hard to get.
Official government portals try to help. Your Europe, the EU’s official portal, explains rights and formalities for people who live in another EU country. Make it in Germany, the German Federal Government’s portal for skilled workers from abroad, offers guidance in English and other languages. Newcomers can read this kind of guidance in English before they arrive.
When a newcomer then searches for your service, they look for signs that it will work for them. They want to know three things. Can I talk to you? Can I do this without many visits? Will you accept my documents and my card? If your website answers these questions, you remove a lot of worry before the first contact.
Many providers already do much of this and never say it. The fix is often to write down what you already do.
Check 1: English you can rely on
“English spoken” can mean very different things. One office has a clerk who speaks fluent English. Another has one person at the front desk who knows a few words. Newcomers cannot tell the difference from a website.
Say who speaks English, and when
Name the languages and the people. For example: “Dr. Weber and the reception team speak English from Monday to Friday, 9:00 to 16:00.” If English is only available at certain times, say so. This helps the newcomer plan and avoids a bad surprise.
Put the key facts in writing
Many people understand written English better than spoken English, especially on the phone. Offer the most important information in English in writing: prices or fee ranges, what to bring, how the process works, and how to cancel. A confirmation email in English is a strong sign of care.
Also check your forms. If a client must sign a form in a local language, add a short English summary or an English version when you can. Say clearly that the local-language version may be the legal one, so that nobody is confused.
Check 2: Digital and self-serve options
Newcomers often cannot visit an office during working hours. They may be at work, or they may live far away, or they may not yet know the city. Digital options save them time and help you too.
Make the first step easy
Online booking is the clearest example. A booking form in English, with a confirmation message, removes the need for a phone call in a second language. If you cannot offer online booking, offer a simple contact form or an email address that is read daily.
Let clients send documents without a visit
Say which documents you accept by email or upload, and in which formats. Explain how you protect personal data in plain words. Offer video calls when they are suitable for your service. For some services, such as a first medical visit, an in-person meeting is needed. Say so, and explain what can be done online before and after.
Show your current opening hours
Out-of-date opening hours and closed offices are among the biggest frustrations for newcomers. Keep your hours, holiday closures and contact details current. A date such as “Updated 30 October 2026” builds trust.
Check 3: International ID and payment
The third point is often the one that stops a newcomer completely. A person who has just arrived may not have a local ID card, a local tax number or a local bank card yet. They may have a passport, a foreign national ID card, a residence document and a card from a bank in another country.
List the documents you accept
Make a short list on your website: “We accept a passport, a national ID card, or a residence document.” Explain what else you need and why. If you must see a particular document by law or by contract, say which one. Where you are not sure what is required, point to the official source or tell clients to ask the authority. Do not guess.
List the ways to pay
Say which payment methods work for a person who is new: international bank transfer, cards from other countries, or an online payment link. If you only accept cash or a local bank debit card, say that too, so the client can prepare. Clear information about prices and payment timing prevents stress.
What to check: a short self-check
Answer yes or no to each question. Every “no” is a chance to improve.
- Can a new client find a named person or team who speaks English, with times?
- Is the most important information also available in English in writing?
- Can a new client book or ask a question online, in English?
- Can a client send documents without visiting?
- Are your opening hours and contact details current?
- Does your website list the ID documents you accept?
- Does your website list the payment methods you accept, including foreign cards or transfers?
- Do your prices and process steps appear before the first contact?
You do not need to answer yes to everything on the first day. Pick one change and do it this week.
What a complete profile contains
When you list your service on MigrateSpace, a complete profile helps newcomers compare you with other providers. Prepare these items:
- Your service name, category and location.
- A short description in plain English.
- The languages you offer, and when.
- How to book or contact you, and your opening hours.
- Which documents and payment methods you accept.
- Your website and a contact email.
- Your social handles.
- Your products and prices
Each service on MigrateSpace is shown with the Expat-Friendly Score. The score has three points: English spoken as a minimum, digital or self-serve options, and international IDs and payments accepted. The more of these points you can show clearly, the easier it is for a newcomer to understand what to expect.
How to get listed
It is free to list now. Fill in the get-listed form with your service details. Have the items above ready, so the form takes only a few minutes. Newcomers can then find you in the matching category, for example, Wellness. Healthcare, Banking & Finance, or Visa & Immigration.
This article is general information. It is not legal advice. If your profession has rules about advertising or about what you must tell clients, follow those rules.
