Email template · Sourcing and outreach
Referred candidate outreach email
In short
An email to a referred candidate is the first message a recruiter sends to someone an employee has recommended. It names the referrer, explains the role briefly and asks for a short call or an application. Referred candidates reply at much higher rates than cold prospects, so the message should be short, personal and quick.
When to send it: Within one business day of receiving the referral, while the referrer's conversation with the candidate is still fresh. Tell the referrer you've reached out so they can nudge the candidate if needed.
Referred candidate outreach email: 3 versions
Standard referral outreach
Subject[Referrer Name] suggested I reach out
Hi [First Name], [Referrer Name] on our [Team] team passed along your name and said you'd be a great fit for a [Job Title] role we're hiring for. [He / She / They] mentioned your work on [specific thing the referrer shared]. The short version: [one sentence on the role, e.g. you'd lead a team of 12 agents on our healthcare support line]. It's [location / remote / hybrid], and the pay range is [Pay Range]. Would you be open to a 15-minute call this week? Here's my calendar: [Scheduling Link]. If now isn't a good time, just let me know and I'll keep you in mind. [Your Name] [Title], [Company]
Passive candidate, not actively looking
SubjectA note via [Referrer Name]
Hi [First Name], [Referrer Name] and I were talking about who the best [skill / function] people [he / she / they] has worked with, and your name came up first. I'm not assuming you're looking. We're building out [team or project] and I'd value 15 minutes to tell you what we're doing and hear what would make a move worth considering for you, now or later. Would [Day] or [Day] work for a quick call? [Your Name] [Title], [Company]
Hourly or high-volume role
Subject[Referrer First Name] referred you for [Job Title]
Hi [First Name], [Referrer Name] referred you for a [Job Title] position at our [Location] site. It pays $[Hourly Rate] an hour, [shift details], and the next training class starts [Class Start Date]. Applying takes about 10 minutes: [Application Link]. Mention [Referrer First Name] when you apply so we can link your application. Questions? Reply here or text me at [Phone Number]. [Your Name] [Company] Recruiting
Subject line ideas
- [Referrer Name] suggested I reach out
- A note via [Referrer Name]
- [Referrer First Name] referred you for [Job Title]
- [Referrer Name] thinks you'd be great for this role
- Introduction from [Referrer Name] at [Company]
- Quick chat about [Job Title]? ([Referrer Name] sent me)
- Following up on [Referrer Name]'s referral
SMS and WhatsApp version
Hi [First Name], this is [Your Name], a recruiter at [Company]. [Referrer Name] referred you for our [Job Title] role ($[Hourly Rate]/hr, [Location]). Interested? Apply here: [Application Link] or reply and I'll call you.
Placeholders to replace: [First Name], [Referrer Name], [Referrer First Name], [Team], [Job Title], [Pay Range], [Hourly Rate], [Location], [Class Start Date], [Scheduling Link], [Application Link], [Phone Number], [Your Name], [Title], [Company]
Why the referrer's name belongs in the subject line
The referrer is the reason this person will open your email. A cold InMail from a stranger competes with dozens of others; a message that starts with a former colleague's name gets read. Put the name in the subject line and the first sentence, and add one detail the referrer told you about the candidate, so it's obvious you didn't scrape their profile.
Ask the referrer before you use their name if your referral form doesn't already say you will. Most employees expect it, but a few refer people quietly, for example a friend who hasn't told their current employer they're looking. If the referrer has already sent an introduction, reply to that thread instead of starting a new one. Our employee referral request email shows how to ask employees for names and the context you need to write a strong first message.
Speed and follow-up
Referrals go stale fast. The referrer usually told the candidate "a recruiter will reach out," and if a week passes, both people lose confidence in the process. A one-business-day standard is reasonable for most teams. For hourly hiring, where referred candidates often have other offers within days, aim for the same day and send a text alongside the email.
If there's no reply, follow up twice: once after three or four days with a shorter note, and once a week later. Then close the loop with the referrer and tell them you couldn't connect. Use the same cadence as your general recruiter outreach email, but keep the referrer's name in every message. Saved referral templates make it easy for every recruiter to send the first message the same day.
What not to say
- Don't promise an interview or a job. A referral gets a careful look, not a shortcut. If the candidate turns out not to meet a basic requirement, you'll have to walk back a promise and the referrer will hear about it.
- Don't mention the referral bonus. It's between you and the employee, and some candidates find it off-putting to learn their friend gets paid if they're hired.
- Don't share what the referrer said about the candidate's weaknesses or current situation, even if it was meant kindly.
- Don't copy the job description. Two sentences on the role, the pay range and the location is enough for a first message.
If the candidate isn't a fit, tell them personally and tell the referrer you've done so, without sharing the details of the assessment.
Fairness and referral programs
Referrals tend to mirror the networks of your current workforce. If your staff is not diverse, a hiring process that leans heavily on referrals can reinforce that, and in a large program it can show up as disparate impact. Treat referred candidates through the same screening and scoring as everyone else, track referral hires by source in your ATS, and keep referrals as one channel among several. That way the speed advantage of referrals doesn't turn into an unfair advantage. See the employee referral program entry for how strong programs are structured.
Frequently asked questions
How do you write an email to a referred candidate?
Name the referrer in the subject line and first sentence, mention one specific thing they told you about the candidate, describe the role in two sentences with pay and location, and ask for a short call with a scheduling link.
How soon should I contact a referral candidate?
Within one business day. For hourly or high-volume roles, the same day is better, ideally by text and email together.
Should I tell the candidate who referred them?
Yes, in most cases, since it's the main reason they'll respond. Check with the referrer first if the referral was made confidentially.
What subject line works for a 'you were referred by' email?
Short and personal: "[Referrer Name] suggested I reach out" or "[Referrer Name] referred you for [Job Title]." Avoid generic subject lines that look like mass outreach.
Do referred candidates skip any steps in the hiring process?
They shouldn't. Referrals can get a faster first contact and a careful review, but the same screening and interview standards should apply to everyone to keep the process fair.
What if a referred candidate doesn't respond?
Send two short follow-ups over about ten days, then let the referrer know you couldn't connect. They can often get a reply where you can't.