This email template is designed for HR professionals to reach out to candidates who have been referred by current employees. Establishing a connection through a mutual acquaintance can significantly enhance the candidate’s interest and engagement with your company. Use this template to initiate a conversation with referred candidates and gauge their interest in an open position.
Template Email
Email subject line: Exciting Job Opportunity: [Job Title] Referred by [Employee Name]
Dear [Candidate’s Name],
I hope this message finds you well! My name is [Your Name], and I am a [Your Job Title] at [Company Name]. We are currently on the lookout for talented individuals to join our team, and your name came up during a recent discussion with [Employee Name], who mentioned that you would be a fantastic fit for the [Job Title] position.
After reviewing your [LinkedIn profile/portfolio], I was particularly impressed by [specific detail about their background or experience that caught your attention]. Your skills in [mention relevant skills or experiences] align beautifully with our team’s needs.
We believe that someone with your experience would thrive here, especially alongside someone as valued as [Employee Name]. I would love the opportunity to learn more about you and discuss how you could contribute to our team.
If you are interested in exploring this opportunity further, would you be available for a brief call? I’m happy to work around your schedule and propose [Your Preferred Date and Time] as a starting point. Please let me know what works best for you.
Thank you for considering this opportunity! Feel free to reach out if you have any questions in the meantime. Looking forward to your response!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Sending emails to referred candidates leverages the existing relationship between the employee and the candidate, making the outreach feel more personal and trustworthy. This connection often results in higher engagement from candidates, increasing the likelihood that they will respond positively to your invitation to discuss the role.
When to send?
Send this email as soon as you identify a candidate who appears to be a good fit for the role based on their qualifications and experience. Prompt communication not only shows your interest in them but also helps you move quickly in your hiring process, ensuring that you don’t lose out on top talent.
What to include?
- A clear mention of the employee who referred the candidate
- A question asking whether the candidate would be interested in the role
- A brief explanation of the role and its relevance
- A request to schedule a call to discuss further
Best Practices
- Personalize the email by mentioning specific details about the candidate’s background or skills.
- Keep the tone conversational and engaging to build rapport.
- Be clear about the next steps and suggest specific times for a call.
- Follow up if you don’t hear back within a week to maintain momentum.
Common Mistakes to Avoid
- Failing to mention the referring employee, which can diminish the personal connection.
- Being vague about the job role or expectations.
- Not customizing the email for each candidate, which can come across as impersonal.
- Forgetting to proofread for typos or errors, which can undermine professionalism.
