Accepting a job that requires a move involves significant costs, but many companies offer relocation packages to help. Professionally negotiating for assistance can turn a costly move into a manageable one. This discussion is a standard part of the hiring process for roles requiring a geographic change.
Determine the Right Time to Ask
The timing of your request for relocation assistance is an important factor in the negotiation process. The most advantageous moment to bring up the topic is after you have received a formal, written job offer but before you have officially accepted it. At this stage, the company has clearly signaled its interest in hiring you. This gives you the most leverage for negotiation, as they are invested in bringing you on board.
Asking for relocation support too early, such as during initial interviews, can be perceived as premature. At that point, the conversation is focused on your skills and qualifications, and discussing compensation can be a distraction. Conversely, waiting until after you have accepted the offer puts you in a weaker position, as the terms of your employment have been agreed upon. Reopening negotiations for additional benefits is difficult and can be viewed unfavorably.
For current employees asked by their company to move for an internal transfer, the situation is slightly different. The conversation about relocation support should happen as soon as the potential move is proposed and before you agree to it. This ensures that the assistance package is part of the overall agreement for your new role, not an afterthought.
Research and Prepare Your Request
Before you can effectively ask for assistance, you must understand what financial support you need. This requires thorough research into the specific costs you will incur during your move. A well-prepared request backed by clear data is far more compelling than a vague ask for help, and it demonstrates professionalism.
Calculate the tangible expenses involved by getting quotes from at least two or three reputable moving companies for transporting your household goods. Next, factor in your travel expenses, such as flights for your family or the cost of gas, meals, and lodging for a long-distance drive. These figures will form the foundation of your request.
Beyond immediate moving day costs, consider ancillary expenses. Summing up these specific, researched costs will give you a clear financial target for your request. These can include:
- A house-hunting trip prior to the move.
- Costs associated with breaking a lease or selling your home.
- Temporary housing if your new home is not immediately available.
- Fees for setting up new utilities, transferring your driver’s license, and vehicle registration.
Understand Common Relocation Packages
Companies structure relocation assistance in several ways, and understanding these approaches helps you frame your request and negotiate. The package offered can vary by company policy, industry, and your position level. Familiarizing yourself with these options provides context for what you can expect.
A frequent method is a lump-sum payment. With this option, the company provides a single, fixed amount of cash for you to use at your discretion to cover all moving-related expenses. This offers maximum flexibility but requires you to manage the budget. This type of payment is often considered taxable income.
Another common structure is reimbursement for expenses. In this scenario, you pay for moving costs upfront and submit receipts to the company for repayment. This method requires you to have enough cash on hand to cover initial costs. A third option is direct billing, where the company works with a third-party relocation firm that pays approved vendors directly on your behalf, minimizing your out-of-pocket expenses.
How to Make the Formal Request
Once you have your research complete, you can make the formal request. This communication should be handled professionally to maintain the positive momentum of the job offer. The goal is to present your need for assistance as a logical component of accepting a role in a new city, not as a demanding ultimatum.
It is best to make the request in writing, via email, to create a clear record of the conversation. The tone of your email should be enthusiastic and appreciative. Start by reiterating your excitement about the opportunity and your interest in joining the team to frame the subsequent request in a positive light.
After expressing your enthusiasm, transition to the topic of relocation. State clearly that since the role requires a move, you would like to discuss relocation assistance. You can then reference the research you conducted, mentioning that you have estimated the costs. Stating that you have a specific figure in mind shows you have done your due diligence, but you don’t need to present an itemized list in the initial email. Politely ask about the company’s policy or what level of support they might provide.
Navigating the Negotiation
After you submit your request, the company will respond, initiating the negotiation phase. They might approve your request, decline it, or present a counter-offer. Your ability to navigate this conversation flexibly and professionally is important. Treat it as a collaborative discussion aimed at finding a mutually beneficial solution.
If the company agrees or offers a standard package, review the details to ensure it meets your needs. If the offer is less than you anticipated, you can negotiate. Use your research to justify why you need additional support in a specific area, explaining how it will help you become a focused employee more quickly.
Should the company initially decline your request, the conversation is not necessarily over. You can inquire if there are other forms of non-monetary support available. For instance, they might be unable to offer a lump-sum payment but could provide temporary corporate housing or connect you with their preferred real estate agents. Being open to alternative solutions shows flexibility.
Finalize the Agreement
Once you and the employer have reached a verbal agreement, it is necessary to have the terms documented in writing. A verbal promise is not a guarantee, and a formal record protects both you and the company from misunderstandings. This formalizes the deal and makes it an official part of your employment terms.
The agreement should be an addendum to your offer letter or a separate, signed document. Before signing, review it to ensure it clearly outlines the specific assistance provided, such as a lump-sum amount, reimbursable expenses, or directly billed services. Note any deadlines for submitting receipts if you are on a reimbursement plan.
Be aware of any conditions attached to the assistance, such as a “clawback clause.” This provision states that if you voluntarily leave the company within a specified period, you must repay all or a portion of the relocation funds. Understanding all terms is necessary before you commit to the move.