How to Write an Employee Referral Email
Writing a professional Employee Referral Email is a key skill in modern business. It allows you to help a talented connection find a great job while also helping your company find a great new team member. Mastering this type of English communication shows your professionalism and strengthens your network. This guide will break down the exact structure, vocabulary, and examples you need to write an effective referral email with confidence.
Table of Contents
Structure of an Employee Referral Email
A well-structured email is easy to read and makes you look professional. Each part of your Employee Referral Email has a specific purpose, from grabbing the reader's attention to providing a clear call to action. A referral, according to the Cambridge Dictionary, is the act of directing someone to a person for help or action, which is exactly what your email does. Let's break down the essential components.
1. The Subject Line
The subject line is the first thing the hiring manager sees, so it must be clear and concise. A good subject line ensures your email gets opened quickly.
- Formula:
Employee Referral: [Candidate’s Name] for [Job Title] - Example:
Employee Referral: Jane Doe for Senior Marketing Manager
2. The Salutation
The greeting sets the professional tone of your email. The formality depends on your relationship with the recipient.
- Formal: Use "Dear [Mr./Ms./Mx. Last Name]," or "Dear [First Name Last Name]," if you don't know the person well.
- Informal: Use "Hi [First Name]," if you have a good working relationship with the recipient.
3. The Body
This is where you make your case for the candidate. Break it into clear paragraphs to improve readability.
- Opening: Start by stating your purpose directly. Mention the job title and the candidate's name. For example: "I am writing to enthusiastically recommend [Candidate's Name] for the [Job Title] position."
- Key Details: In the next paragraph, explain your relationship with the candidate. How long have you known them and in what capacity? Highlight 2-3 of their key qualifications and skills that align with the job description. Mention how they would fit into the company culture.
- The "Ask" or Main Point: Clearly state the action you want the recipient to take. This usually involves reviewing the candidate's resume. For example: "I have attached their resume for your consideration."
- Closing Remarks: End the body with a polite closing statement. For example: "Thank you for your time and consideration. I am confident they would be a great asset to our team."
4. The Closing and Signature
End your email professionally.
- Closing Phrase: Use phrases like "Best regards," "Sincerely," or "All the best,".
- Signature: Include your full name, current job title, and contact information.
More: How to Write a Professional Resignation Email: Template & Tips
Essential Vocabulary
Using the right vocabulary makes your recommendation more powerful. Here are some key phrases for your referral email.
| Vocabulary | Meaning | Example |
|---|---|---|
| Highly recommend | To express a strong belief that someone is good for a role. | "I highly recommend Sarah for this position." |
| Strong candidate | A person who has the right skills and experience for a job. | "Based on her experience, she is a strong candidate." |
| Key qualifications | The most important skills and abilities needed for the job. | "Her key qualifications include project management and data analysis." |
| Proven track record | A history of success and achievement. | "He has a proven track record of increasing sales." |
| Asset to the team | Someone who would be a valuable and useful member of the team. | "With her collaborative spirit, she would be an asset to the team." |
| Company culture | The shared values, beliefs, and practices within an organization. | "His work ethic is a perfect match for our company culture." |
| Exceptional skills | Abilities that are outstanding and much better than average. | "She demonstrated exceptional skills in client communication." |
| Attached for your review | A polite phrase used when sending a document. | "Her resume is attached for your review." |
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Email Example
Here is a template you can adapt.
- Note: Use this template when referring a professional contact, like a former colleague or mentee, for a specific role at your company. It maintains a polite and professional tone.
Subject: Employee Referral: David Chen for Software Engineer
Dear Alex Johnson,
I am writing to enthusiastically recommend David Chen for the Software Engineer position I saw advertised on our internal jobs board. I had the pleasure of working with David at our previous company, Innovate Corp, for over three years, where he was a standout developer on our mobile applications team.
David has a proven track record of developing clean, efficient code and is an expert in both Java and Python. He was instrumental in launching two major app updates that led to a 15% increase in user engagement. His collaborative nature and problem-solving abilities would make him a great asset to the team and a wonderful fit for our company culture.
I have attached his resume for your review and am confident he has the key qualifications you are looking for. Please let me know if you need any more information.
Thank you for your time and consideration.
Best regards,
Samantha Riley Senior Product Manager [email protected]
More: How to Write a Professional Leave Request Email: Guide & Examples
Conclusion
Writing a clear and persuasive Employee Referral Email is an excellent way to practice your professional English writing skills. Remember to follow the structure, use strong vocabulary, and always keep a polite and professional tone. The more you practice, the more confident you will become. Don't be afraid to personalize the templates to fit your own voice and relationship with the candidate and hiring manager. Good luck!