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Finding qualified candidates is a massive part of any recruiter's job, but it can also become a disproportionately significant time sink.
One way to find great applicants efficiently is to ask your current team for recommendations. Your existing employees understand the organization’s objectives and what it takes to be the right cultural fit; they may also know the role's demands and the skills it requires. With that knowledge, your team members can spot a well-suited candidate for the environment and the work.
But how do you request referrals, and what should you tell employees that you need? This guide breaks down everything you need to know about writing these messages and includes employee referral program email samples you can use when tapping into existing teams’ networks.
What is an employee referral email?
An employee referral email is a message companies send to employees asking them to refer qualified candidates for open roles. This email encourages referrals to speed hiring, improve fit, and boost retention. Referrals increase retention because candidates recommended by people inside the company are often a stronger fit from the outset.
Employee referrals also motivate employees to recommend high-quality talent for job openings, since they benefit from any successful hires. Companies offer perks like cash bonuses, extra paid time off, gift cards, or public recognition to reward employees whose referrals get hired, which keeps the pipeline of quality candidates flowing.
What to include in a referral email
When writing a referral email—at baseline—include key information such as the purpose of the email, the details of the role you’re hiring for, any incentives (such as a referral bonus), instructions on how to refer, and a thank you. Here’s more on what to cover in these messages.
Role and candidate details
Specify what employees need to know about any open roles:
Job title
A brief description of the role
The key qualifications
A link to the application
Best-fit skills criteria
Rules, process, and transparency
Include key information about the referral process, including any submission steps employees should follow and eligibility guardrails. For example, your company may have non-compete clauses with employees to protect similar companies from gaining their intellectual property. These agreements limit whether someone can be hired from or move to a competing company, so include this detail in referral emails so that your employees avoid recommending ineligible applicants.
An employee referral program email is also a great place to mention the perk the referrer will receive and expectations for referral-status updates. Some companies link incentives to hiring fit, meaning a referred hire must work for the company for a certain period before the referrer receives their perk. Tying the perk to retention encourages employees to refer people they believe will succeed and stay, improving the overall quality of referrals.
Employee referral email template types
Referral emails vary by audience and timing; a company-wide call for a new opening reads differently from a targeted ask to one employee, or a status update after a referral comes in. The templates below are grouped by those situations.
Broadcast and targeted request templates
Company-wide launches or specific-opening requests can use the same high-level templates.
Subject line: Seeking Referrals for Current Open Roles
Hello [recipient],
We’re currently going through an exciting growth period, and we have many open roles that reflect that. If you have any connections in your network that would be a good fit for [company], we encourage you to refer them via [platform/process]. And as if helping the team wasn’t motivation enough, we’re delighted to share that you’re eligible to receive a bonus if your referral is hired.
Feel free to reach out to me or [recruiters/HR team members] if you have questions about what makes a candidate a good fit or specifics of the job descriptions.
Thank you in advance for helping us build the strongest team possible.
[Your name]
Subject line: Seeking Referrals for [Specialized Position]
Hello [recipient],
We’re writing to share that we’re seeking referrals for a new [position], and we want your help. As part of our excellent workforce, we’d bet you have a strong network, and we’d love to tap into it to grow our team.
A qualified candidate for [position] needs 3-5 years of experience and [technical skills].
How it works: Please [explain referral process]. Our recruiters will contact all referrals, even if they choose not to move forward.
Thank you for helping make our team as talented as possible.
Warmly,
[Your name]
Post-referral and employee-to-candidate templates
These templates acknowledge and update employees on the status of their referrals, including bonus confirmations and application follow-ups.
Subject line: You’ve been referred for a position at [company]
Hello [candidate],
I’m reaching out today because [referrer] has recommended you for [position] at [company].
I’d like to schedule an initial screening call to better understand what you’re looking for in your next job and what attracts you to [company]. Please use [scheduling tool] to book an initial call, and we can start the interview process.
Looking forward to chatting,
[Your name]
Referral bonus and program emails
Program launch and reminder emails
Subject line: Company-wide referral bonus program launches today
Hello team,
We’re delighted to announce that [company] is rolling out an employee referral program that gives bonuses for successful hires.
How it works: If you have a colleague or connection who would be a good fit for an open role at [company], please refer them by [explain referral process]. Your referral should include a LinkedIn profile and resume to help hiring managers assess candidates.
How you receive your bonus: Once your referred employee passes the 6-month mark of their employment with [company name], you’ll receive a bonus of [bonus amount] with your next paycheck.
The bonus applies to any open role, regardless of whether you’re recommending someone for a position on your team or in another department.
Please reach out to [recruiters/HR team members] with any questions.
Best,
[Your name]
Referral bonus emails
Subject line: Receiving your referral bonus
Hello [team member],
Congratulations! Your referral, [referral name], is settling in nicely at [company]. Their 6-month milestone is coming up, and you can expect your referral bonus to be included with your upcoming paycheck.
Thank you so much for taking the time to refer someone to our team. Employees like you help ensure [company name] is building the strongest team possible.
Best regards,
[Your name]
How to write a custom referral email
Some referral emails go company-wide, while others target specific roles or departments for the best exposure.
For example, requests for highly technical roles like machine-learning engineers might be best directed to engineering and development teams, who are more likely to have a network of qualified connections, whether through educational opportunities or past employment. More general positions that have less specialized backgrounds, like account managers, might be better suited to a company-wide ask.
Core customization choices
Make sure that emails cover the role, skill match, submission path, incentive, and a clear subject line. Emphasize skills, not culture, to reduce bias in the referring and hiring process.
Fit within the referral program
Referral emails should be part of a targeted recruiting campaign. Recruiters should schedule them to match an ongoing referral cadence across communication channels, including email, intranet, or Slack, so that any referrals are received in a timely manner.
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