Travel Expense Reimbursement: Asking Recruiters The Right Way

Asking a recruiter for reimbursement of travel expenses can be a tricky topic. While some companies do offer reimbursement, it is not always the case and it is important to understand the etiquette around this. If you are travelling for an interview, it is worth asking the recruiter about their travel reimbursement policy to avoid confusion. This can be done via email or phone, and it is best to be direct and provide all the necessary details. It is also important to understand what expenses are typically covered and what is excluded. For example, while airfare, ground transportation, and accommodations are commonly covered, meals and entertainment expenses are usually not. Being informed about the company's policies and exhibiting proper etiquette can show that you can handle business matters fairly.

When to ask for reimbursement

Asking for reimbursement of travel expenses for a job interview can be a tricky situation, but it is generally worth asking about a company's policy. Here are some guidelines on when to ask for reimbursement:

Before the Interview

If you are interviewing for a position in another city or state, it is common for companies to offer travel reimbursement, especially for senior-level positions. If the company has specifically reached out to you or is actively recruiting outside of their geographic area, they may be more inclined to cover expenses. In such cases, it is appropriate to inquire about their travel reimbursement policy. Ask questions like, "I am excited about the opportunity to meet with you. Could you tell me about your company's policy on covering travel expenses for the interview we have scheduled?" This shows your enthusiasm for the role while also seeking clarity on their policy.

During the Interview Process

Sometimes, companies will bring up the topic of travel reimbursement during the preliminary interview stages. If they do not, and you are moving forward in the interview process, it is important to ask about their policy before committing to any travel plans. This will help you understand what expenses you may need to cover yourself and plan your travel accordingly.

After the Interview

If you have already attended the interview and incurred travel expenses, you can still inquire about reimbursement. However, it is generally better to clarify this beforehand to avoid any misunderstandings. If the company has a policy of reimbursing travel expenses, they will typically honour this, but it is best to ask before the interview whenever possible.

When Not to Ask

If the company has explicitly stated that they do not offer travel reimbursement, it is unlikely that they will make an exception. In this case, asking for reimbursement may not be productive. Additionally, if you are interviewing locally and have not incurred significant travel expenses, it may not be necessary to bring up the topic of reimbursement.

Remember, each company's policy on travel reimbursement may vary, and it is always worth politely inquiring about their specific practices. This demonstrates your interest in the role and ensures you have a clear understanding of any financial commitments you may need to make.

How to ask for reimbursement

Asking for reimbursement of travel expenses for a job interview can be a tricky situation, but it is a common and acceptable practice. Here are some steps you can take to approach the topic professionally and effectively:

Before the Interview

If you are planning to relocate and travel to a new city for a job interview, it is important to understand the company's policy on travel reimbursement. Some companies, especially larger organizations, have dedicated travel departments or contracts with travel agents that handle candidate travel arrangements and expenses. These companies typically cover air travel, ground transportation, and accommodation costs for a set number of days. It is worth researching if the company you are interviewing with has such policies in place.

During the Interview Process

When discussing interview dates, be direct about your availability to travel. If the recruiter is the one extending the invitation, they are usually responsible for certain travel expenses. At this point, you can ask about their travel reimbursement policy. For example, you could say, "I am excited about the opportunity to meet with you. What is your company's policy on covering travel expenses for the interview we have scheduled?" This shows your enthusiasm for the role while also clarifying their reimbursement process.

After the Interview

If the company has not mentioned travel reimbursement during the interview process, you can follow up with an email or phone call. Start by providing your name and the details of the interview, including the date, location, and position. Then, inquire about their travel reimbursement policy and express your gratitude for the opportunity. It is important to be mindful of what expenses are typically covered and what is considered inappropriate. For instance, meal expenses, entertainment costs, and alcoholic beverages are generally not covered.

Alternative Options

If traveling for an interview is not feasible due to financial constraints, there are alternative options to consider. You can suggest a remote interview via video chat or a phone interview. Another option is to ask about completing an assessment or project relevant to the position, allowing you to showcase your skills without the need for travel.

Remember, it is always worth asking about travel reimbursement, as it demonstrates your interest in the role and your willingness to engage in open communication. However, be mindful of the company's budget and the scope of their reimbursement policies.

What to include in your email

When asking a recruiter for reimbursement of travel expenses, it's important to be clear and direct in your email. Here's what you should include:

Subject Line

Briefly state the reason for your email in the subject line. For example, " [Company Name] Interview Travel Reimbursement Inquiry." This provides context for the recruiter and helps them understand your request at a glance.

Greeting and Introduction

Begin your email with a professional greeting. Address the recruiter or interviewer by name, such as "Dear [Recruiter's Name]." If you don't know the interviewer's name, consider addressing the company's HR department or researching to find the contact information for a specific employee. After the greeting, introduce yourself by providing your full name and mentioning the specific open position you're applying for.

Interview Details

Mention that you have an upcoming interview and provide the relevant details. Include the date, location, and position you're applying for. This context is important for the recruiter to understand your request and determine the applicable travel reimbursement policies.

Travel Reimbursement Request

Clearly and politely ask about the company's travel reimbursement policy. You can say something like, "I am writing to inquire about your company's policy regarding travel reimbursement for the interview." You may also want to mention that you are excited about the opportunity to meet with them and are seeking clarification on the travel arrangements.

Itemized Expenses

Provide a list of the expenses you are requesting reimbursement for. Be as detailed as possible, including items such as transportation (e.g., flights, ground transportation, parking), accommodation (e.g., hotel costs), and any other relevant expenses. Remember to review the company's reimbursement policies to ensure that your expenses are eligible for reimbursement.

Contact Information and Conclusion

Conclude your email by providing your contact information, such as your phone number and email address. Thank the interviewer for their time and express your enthusiasm for the opportunity. You can also mention that you are looking forward to hearing back from them regarding the travel reimbursement. End the email with a professional closing, such as "Best regards" or "Sincerely," followed by your name.

What expenses are covered

When it comes to travel reimbursement for an interview, companies will often cover expenses such as flights and hotel accommodations. This is particularly true if you are actively relocating to another city or if the company has invited you to travel to interview for a high-level position.

If a company offers travel reimbursement, it is important to know what expenses are covered. The most common expenses covered by companies are flights to and from your location. When scheduling your interview, you can discuss the specific logistics of your travel, such as the airline, dates, and times of your flights.

If you are flying out of state for the interview, you may need to stay in the city for at least a full day. This means you will likely have hotel accommodations, which the company will often cover as part of their travel reimbursement policy.

It is important to note that travel reimbursement policies can vary, and some companies may have different practices. Some companies may only reimburse certain expenses, such as departing and return flights, while others may have a more comprehensive policy that includes additional costs such as accommodations. Therefore, it is always a good idea to ask the company about their specific travel reimbursement policy to understand what expenses are covered.

What expenses are not covered

When it comes to seeking reimbursement for travel expenses incurred during a job interview, it's important to understand that not all expenses are typically covered. Here are some paragraphs detailing what expenses are generally not covered by recruiters:

Food and Meal Expenses: The company's travel reimbursement policy typically does not include your food and meal expenses during the trip. This means that restaurant bills, room service, and other dining costs are usually your responsibility. It's important to plan and budget for these expenses accordingly.

Entertainment and Leisure Activities: If you have free time during your trip and choose to engage in leisure activities, such as visiting tourist attractions, museums, or purchasing souvenirs, these expenses are generally not covered. The company's reimbursement policy is typically focused on essential travel costs rather than entertainment or leisure activities.

Extended Stay or Later Return Flight: When travelling for a job interview, it's important to remember that the company's reimbursement policy usually covers the duration of the interview process. If you decide to extend your stay or return at a later date, the additional travel and accommodation expenses will likely not be covered. It is your responsibility to coordinate your trip based on the company's scheduled itinerary.

Personal Expenses: Any personal expenses incurred during your trip are generally not reimbursable. This includes items such as personal care products, gifts, or other purchases unrelated to the business purpose of your travel. It's important to distinguish between business-related expenses and personal expenses to ensure compliance with the company's reimbursement policy.

Luxury or Extravagant Expenses: When seeking reimbursement, it's important to remember that only ordinary and necessary expenses are typically covered. Luxurious or extravagant expenses, such as upscale accommodation or expensive dining, may not be eligible for reimbursement. It is essential to stay within the spending limits and guidelines provided by the company to ensure your expenses are reasonable and justifiable.

By understanding what expenses are typically not covered, you can effectively plan and manage your travel expenses during a job interview process. Remember to keep detailed records of all your expenses and clarify any uncertainties with the recruiter or company's HR department.

Frequently asked questions