Referrals are a goldmine for recruiters, often leading to better hires and faster placements. This post provides five essential email templates to streamline your referral process and boost your candidate pipeline.
From initial requests to follow-ups, these templates cover every stage of referral sourcing. Customize them to fit your company's voice and watch your referral program thrive.
Table of contents
Crafting the Perfect Referral Request: Key Ingredients
Initial Referral Request Email
Referral Follow-Up Email (to Employee)
Referral Outreach Email (to Referred Candidate)
Referral Request for Specific Skills
Referral Reminder Email
Referral Thank You Email (Post-Hire)
Download Sourcing Referred Candidates Email Templates in multiple formats
Wrapping Up
Crafting the Perfect Referral Request: Key Ingredients
Want to unlock the power of employee referrals? A well-crafted email is your secret weapon. Let's break down the essential components that transform a generic request into a magnet for top talent.
Compelling Subject Line: Your subject line is the first impression. Make it clear, concise, and attention-grabbing, hinting at the opportunity and the referral ask.
Personalized Greeting and Context: Start with a warm greeting, addressing the employee by name. Briefly remind them of your company's culture and why referrals are so valued.
Clear Job Description and Requirements: Provide a brief but clear overview of the open position. Highlight the key skills and experience you're seeking; you can even link to the full job description.
Easy Referral Process: Make it incredibly easy for employees to submit referrals. Provide clear instructions and a direct link to the referral form or system, streamlining the process.
Initial Referral Request Email
Looking to tap into your employee network? This email template is designed to be sent to employees, asking them to refer potential candidates for open positions, reminding them of your employee referral program.
Subject: Know someone who'd be a great fit for [Company Name]?
Hi [Employee Name],
Hope you're having a great week!
We're currently looking to fill some exciting roles at [Company Name], and we immediately thought of you and your network. You always seem to know the best people!
Do you know anyone who might be a good fit for [Job Title]? You can check out the job description here: [Link to Job Description].
Our employee referral program offers [Referral Bonus/Incentive] for successful hires, so it's a win-win! Learn more about our referral program here: [Link to Employee Referral Program Page].
Even if they're not a perfect match for this specific role, we're always on the lookout for talented individuals. Feel free to share other relevant profiles with us.
To make it even easier, you can simply forward this email to anyone you think might be interested.
Thanks so much for your help!
Best regards,
[Your Name] [Your Title] [Company Name]
Referral Follow-Up Email (to Employee)
Did an employee submit a referral? Use this template to acknowledge the referral and provide updates on the candidate's application status, thanking them for their contribution to the recruiting strategies.
Subject: Referral Received - [Candidate Name] - [Job Title]
Hi [Employee Name],
Thanks so much for referring [Candidate Name] for the [Job Title] position! We really appreciate you taking the time to think of Adaface and share your network with us. Employee referrals are a super helpful way for us to find great talent!
We've received [Candidate Name]'s application and our team is currently reviewing it. We'll keep you updated on their progress through the hiring process.
In the meantime, feel free to reach out if you have any questions.
Thanks again for your contribution!
Best regards,
The [Your Company Name] Team
Optional additions based on candidate status:
If candidate is moved to interview stage:
Great news! [Candidate Name] is moving forward to the interview stage. We'll be in touch soon to schedule their first interview.
If candidate is rejected:
We wanted to let you know that after careful consideration, we won't be moving forward with [Candidate Name]'s application at this time. The competition was strong, and while [he/she/they] have a lot to offer, their qualifications didn't quite align with the specific requirements of this role. We appreciate you thinking of us and hope you'll continue to refer great candidates in the future!
If candidate is hired:
Fantastic news! [Candidate Name] has accepted our offer and will be joining the team as a [Job Title]! Thank you so much for your referral; you played a big part in helping us find a wonderful new colleague. We may have a referral bonus coming your way - we'll be in touch with more details!
Referral Outreach Email (to Referred Candidate)
Ready to reach out to the referred candidate? This template introduces your company and the open role, inviting them to apply or learn more, ensuring a positive candidate experience.
Subject: [Referrer Name] thought you'd be a great fit at [Company Name]
Hi [Candidate Name],
My name is [Your Name] and I'm a recruiter at [Company Name]. [Referrer Name] (thanks, [Referrer Name]!) suggested I reach out to you because of your experience in [Candidate's Field/Skill].
We're currently looking for a [Job Title] to join our team. Based on your background in [Relevant Skill/Experience], it seems like a role you might be interested in.
[Optional: Briefly mention 1-2 exciting things about the role or company. E.g., "This role offers the opportunity to work on [exciting project] and contribute to [company mission]." or "We're a company that really values [company value] and [another company value]."]
You can find more details about the [Job Title] position here: [Link to Job Description]
Would you be open to a quick chat to discuss this further? If not, no worries at all!
Thanks, and I look forward to hearing from you.
Best regards,
[Your Name] [Your Title] [Company Name] [Link to Company Website]
Referral Request for Specific Skills
Need a candidate with a very particular skillset? This email specifies the skills required for java developer and asks employees to refer anyone they know who fits the bill, to help you with your hiring needs.
Subject: Know a Java Guru? Referral Opportunity at [Company Name]
Hi [Employee Name],
We're on the hunt for a talented Java Developer to join our team, and we were hoping you could help us out! You've got a great network, and we trust your judgment when it comes to identifying skilled individuals.
We're looking for someone with expertise in the following areas:
- Java (obviously!)
- Spring Framework
- RESTful APIs
- Database technologies (e.g., MySQL, PostgreSQL)
- Experience with Agile development methodologies
If you know anyone who fits this description and is looking for a new challenge, please encourage them to apply or send their resume to [Your Email Address] by [Referral Deadline].
As a reminder, we offer a referral bonus of [Referral Bonus Amount] for successful hires! It's a win-win: your friend gets a great job, and you get rewarded for helping us find top talent.
Thanks in advance for your help!
Best regards,
[Your Name] [Your Title] [Company Name]
Referral Reminder Email
Has it been a while since you asked for referrals? Send a reminder to your employees, highlighting open positions and the benefits of the referral program, increasing your recruitment sources.
Subject: Quick Reminder: Refer a Friend & Get Rewarded!
Hi [Employee Name],
Just a friendly nudge! Remember our employee referral program? It's a fantastic way to help us grow our team with talented people like you, and earn some sweet rewards in the process.
We currently have some exciting open positions, including:
- [Job Title 1] - [Link to Job Description]
- [Job Title 2] - [Link to Job Description]
- [Job Title 3] - [Link to Job Description]
(You can find a full list of openings on our careers page: [Link to Careers Page])
Why refer?
- Help a friend: Connect talented people with great opportunities.
- Boost our team: Bring in skilled individuals who can contribute to our success.
- Get rewarded: Earn [Reward, e.g., a bonus, extra vacation day, gift card] for successful referrals!
Referring is easy! Just share the job description with your network and encourage them to apply through our website, mentioning your name in the application.
Have questions about the program? Check out our referral guidelines here: [Link to Referral Guidelines/FAQ]
Thanks for your help in building an amazing team!
Best regards,
[Your Name/Company Name] [Your Title/Department]
Referral Thank You Email (Post-Hire)
A referral led to a successful hire, that's great! Show your appreciation by sending this thank you note to the employee who made the referral, reinforcing the value of their contribution, and make sure you are talent management.
Subject: A Heartfelt Thank You for Your Referral!
Hi [Employee's Name],
I hope this message finds you well. I wanted to take a moment to personally thank you for referring [New Hire's Name] to our team. Your recommendation was spot on, and we're thrilled to have them on board.
Your insight and understanding of our needs made a big difference in finding the right fit. We truly appreciate your support and contribution to our team's success.
As a token of our gratitude, we'd like to offer you [mention any reward or acknowledgment, if applicable].
Thanks once again for being such a valuable part of our team. We look forward to more successful collaborations in the future.
Warm regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Download Sourcing Referred Candidates Email Templates in multiple formats
Wrapping Up
A well-crafted referral program and accompanying email templates can significantly boost your recruiting efforts. Remember to personalize your approach and always acknowledge referrals promptly to maintain a positive candidate experience.
Use these templates as a starting point and tweak them to align with your company's voice and specific needs. Happy hiring!
Sourcing Referred Candidates Email Template FAQs
How can I encourage more employee referrals?
- Clearly communicate open positions and ideal candidate profiles
- Offer incentives for successful referrals
- Make the referral process simple and user-friendly
- Regularly remind employees about the referral program
What should I include in a referral request email?
- Brief description of the open position
- Key skills or qualifications needed
- How to submit a referral
- Any referral incentives
- Deadline for submissions (if applicable)
How soon should I follow up on a referral?
- Thank the referrer within 24-48 hours
- Contact the referred candidate within 3-5 business days
- Update the referrer on the candidate's status within 1-2 weeks
- Keep communication lines open throughout the process
Should I personalize referral outreach emails?
Yes, personalization is key:
- Mention the employee who referred them
- Reference specific skills or experiences that match the role
- Tailor the message to reflect your company culture
- Include a personal touch to stand out from generic outreach
How can I make my referral emails more effective?
- Keep emails concise and to the point
- Use a clear subject line
- Include a specific call-to-action
- Highlight the benefits of joining your company
- Make it easy to respond or take the next step
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