How to Write a Referral Email:
1. Create a strong subject line.
Business Managers have busy schedules and limited time to answer queries. If an email arrives with an ambiguous subject line or something that does not grab their attention, they will most likely give it a skip.
Your referral email should have a strong, attention-grabbing subject line that clearly outlines your intentions. As such, it is always good to mention the name of the person who referred you in the subject line.
2. Format the email as a business letter.
As a job seeker, it is important to create a good first impression. A reference email is a business communication and should be formatted accordingly. One way to promote a sense of professionalism is to set out your email as a business letter. Be sure to include your contact information in the email body.
3. Emphasize your mutual acquaintance.
Business managers are more likely to review your resume if they are familiar with the person who referred you. Mentioning your mutual acquaintance will get your reader's attention and possibly a reply to your mail.
4. Get straight to the point.
If someone has taken the time to read your email, they will want to know the facts straight away. After mentioning how you came to their attention, state the reason for your email in the first few sentences. If you are seeking a job, don't beat around the bush. State your desires clearly.
5. Be concise.
Creating a concise, well-planned email will ensure your mail gets read and that all the facts are delivered. Avoid creating long-winded emails with extensive information about your employment history or why you are searching for a job.
6. Be sure to attach your resume.
If you are looking for an available job, always remember to attach your resume to your reference email. Even if you are seeking advice or references, the reader may want to review your employment history before imparting advice.
7. Thank the reader.
Your referral email should always include a line thanking the reader for their time and consideration. This also encourages the reader to reply to your mail.
Referral Email Template: (Text Version)
Your first and last name:
Your contact number:
Dear Ms/Mr. [insert name]
My colleague [insert name] recommended I contact you to find out if you had any recommendations regarding employment in the [insert industry name]. I am currently employed at [insert company name] as an [insert job title] and have been with the company for [insert number months/years].
I have attached my resume and would appreciate it if you could review it at your earliest convenience. I would be grateful for any advice or referrals regarding my employment search.
Thank you for your consideration. I look forward to hearing from you.
Referral Program Emails for Employers:
A referral program email, also known as a refer-a-friend email, is a recruiting tool used by businesses to source qualified candidates for an available role. The email encourages employees and business associates to refer colleagues who may be suitable for the role.
What Should Be Included in a Referal Program Email:
- A strong email subject line announcing that you are seeking a qualified [insert job title].
- Start the email by announcing the exciting news of an open position in [x] department.
- List the responsibilities and job requirements.
- Mention that this person should have [x] qualifications and experience.
- End the mail by mentioning ways employees can refer candidates if they know of someone who would be a good fit.
- Thank the staff and put your signature in the mail.
Employee Referral Program Email Template: (Text Version)
Subject line: We are Hiring! Do you know a great [insert job title]?
To All Staff
[Insert company name] is excited to announce that we are looking for a [insert job title] to work in our [insert department name].
This person will be responsible for [insert responsibilities, e.g. ‘Assisting the sales manager with the acquisition of new contracts.’] We are looking for a [Insert a short list of requirements e.g. ‘someone with extensive sales experience, and a passion for the tech industry.’]
If you know someone who you think would be an excellent fit for this role, please could you refer them by [insert reference method e.g. emailing the hiring manager, HR, or recruitment team] their details and resume.
Simple Ways to Make Your Employee Referral Program Effective:
- Attach it to employee referral emails.
- Ask your marketing department to promote your program.
- Educate your HR staff on its value.
- Ensure the template is simple and clear.
- Offer your staff bonuses or a commission for referring talent.
- Highlight your program's success to promote employee interest.
- Tap into your ATS's employee referral technology.