As an expat, adjusting to a new country involves more than just cultural adaptation—it often means navigating the local ways of managing everyday tasks, which can range dramatically from digital processes to traditional paper-based methods. This article explores the distinct challenges expats face when adapting to these systems, offering insights and tips on how to efficiently handle everything from opening a bank account to securing healthcare.
Julia returned to China in 2019 and tried to buy a train ticket. She handed several 100-yuan notes to the ticket seller and was met with a look of utter misunderstanding. “Do you have WeChat Pay?”, the cashier asked. Julia did have the popular chat app installed on her phone but had no idea that since her time away from China, WeChat Pay has completely replaced cash transactions in the country, from personal banking to simple daily exchanges. And seeing a 100-yuan note handed to her was a real “blast from the past” for the unprepared train station cashier.
Julia's situation is not unique. A lot of expats are faced with a very different approach to “doing things” when they arrive in a new country. One of the most frequent and important differences often has to do with doing things online vs doing them on paper. This is often exacerbated by the fact that these variations often affect key areas of an expat's life: applying for residency, opening a bank account, purchasing health insurance, scheduling an appointment with a doctor, and more.
When countries do things on paper: how to adapt
In some countries, many official processes are still rooted in paper. For expats, this typically means that they will need to deal with large amounts of unfamiliar paperwork, most likely in a foreign language, and quite often with limited options for translation.
Let's take Germany, for example. Many Reddit threads discuss the country's "stubborn" reliance on traditional paperwork. While some complain that many governmental procedures could be made simpler with a digital shift, others see paper archives as a more secure and less intrusive way of handling personal data.
A similar situation can be observed in France. French bureaucracy is notorious for relying on paper documents. And if you are an expat in France, you will most likely find yourself needing multiple copies of the same document, often notarized. This takes time, and quite a bit of patience – especially if you don't speak French.
Quite surprisingly, Japan also maintains a paper-based bureaucracy – especially when it comes to immigration and healthcare. This comes as unexpected to a lot of expats who have come to associate Asia in general and Japan in particular with all things high-tech. However, when it comes to paperwork, Japan is very much in favor of paper. Many government forms still need to be completed by hand – especially when it comes to immigration and healthcare. Plus, a lot of documents require official stamps called "hanko" instead of signatures.
This mix of modern and traditional was what surprised Ivan, who moved to Japan on a student program. "When I first arrived in Japan, I spent a week touring self-service 7/11s and ramen vending machines – I even stopped by a robot exhibition. However, when it came to finalizing the paperwork for my student visa, I had to fill in a lot of papers, which were actual papers. Honestly, I expected all of this to be done online or through some semi-automated iPhone application. But Japan is full of surprises."
India is another interesting case. Despite the country's government's strong push for digitization, many official processes are still tied to paper documentation. As it often is, this is especially true for visa applications, registering real estate, opening bank accounts, and other official situations that most expats will have to deal with on arrival. And they may easily get overwhelmed by the sheer volume of the forms and papers they'll need – as a lot of these will be needed in both digital and paper formats.
So, what do you do when you have to deal with a lot of paper in a foreign country and in a language that you do not understand?
First, get ready to translate things. Dealing with papers in a foreign language can be overwhelming. Even if an English translation is provided on the paper itself, it can sometimes be of poor quality and confusing. Google Translate's camera feature can be a real lifesaver here – especially if you need a quick and urgent translation for something. However, when dealing with serious paperwork, it's always best to hire a professional translator who will not only help you with the language – but also with the nuances of the paperwork itself.
Second, get help from local expat communities and forums. Many expats have had to deal with what you are dealing with right now – and they would be happy to help you with practical advice. Check out local Facebook groups and expat forums.
In some countries, you will find specialized agencies or freelance consultants who assist expats with paperwork for a fee. You can think of them as personal paperwork guides - and you can typically find them online or via the expat network.
Research is key. It can save you loads of time and legwork. Look into exactly what documents you need, where to get them, and the facilities that can provide them. Look up the nearest notary offices as well, as you will most likely need them for notarized translations.
Paperwork in some countries can take more time than you may expect. This is when you will need patience, but you will also need to be organized. It's always better to start your paperwork as early as possible so that you will have plenty of time to gather the necessary documents or repeat a few steps.
When countries do things digitally: How to adapt
While some countries stick to paper, others go all digital. In most cases, this makes things easier for expats. But it can also present a unique set of challenges. While everything may seem easier at first glance, sometimes navigating a digital landscape may require knowledge of the language as well as local tech nuances.
Estonia is often referred to as the “Silicon Valley of Europe." This is because the country is strongly committed to all things digital—and its residents can even vote online. However, this tech-friendly mindset means that expats need to be comfortable with putting their entire lives online.
Elena moved to Estonia on a digital nomad visa, launched relatively recently – in August of 2020. "When I moved to Estonia on a digital nomad visa, I was already familiar with how things worked, and I was happy to do many of my papers online. But when it came to signing up for a digital ID and theт connecting it to all these government services, I will admit I needed to ask for help to figure it all out. It felt like a separate stage of my relocation: getting to know the country digitally."
Similarly, South Korea is also a hyper-connected society. Here, you will find digital solutions for almost anything – from buying public transport tickets to viewing your medical records. But while having so much information available online is definitely convenient – it may be a bit overwhelming to navigate — especially for those new to the concept.
So, how can you get used to doing things digitally quicker?
As always, start with research. Look into the platforms used for paperwork in your new destination and try them out before you arrive. You can download the needed apps, set up accounts, and explore how they work.
Look into data protection policies. For instance, digital data is protected by the General Data Protection Regulation (GDPR) in the EU, and in the US and Canada, it's the CAN-SPAM Act. Make sure to always use secure networks and strong passwords, and consider using a VPN to protect your data online.
Plan for tech hiccups. As efficient as digital platforms may be, sometimes things just won't work. This could be due to glitches or simply your unfamiliarity with the system. Whatever the reason may be, it's best to plan for delays and start getting things ready as early as you can.
So, as we've learnt today, there are always nuances when getting paperwork done abroad - be it on paper or online. The key here is preparation: the more you know before the paperwork is due, the better the chances that the whole process will be smoother.
