Employee Referral Program email template

Why does it matter?

It saves time and is a great opportunity for your organization to gain the best talents because your employees will want to refer team players that they enjoy working with. 

When to send?

When a candidate search is exceptionally difficult, it may be necessary to launch an employee referral program and reach out to passive candidates.

What to include?

It is imperative to include as much information as possible about the role and the person you are looking for. This will help filter unqualified applicants from those whose skills and experience match the job. Also, remember to mention any rewards that the referrer can attain as an incentive for their time.

• The role available
• The job duties (briefly)
• Skills/qualifications required

• The date that the interviews will start

• Salary and benefits offered for the role
• Any reward to the employee for the referral

Template Email

Email Subject Line: [Company Name] is hiring for the position of [Job Title]

Dear [Employee First Name],

You may be aware that we are currently hiring for [Insert Position]. We’d like to ask you, our trusted employees, to help us to fill this role with a great candidate to support the company’s growth!

Should you know anyone who may be interested in the role below, please encourage them to apply directly to the HR department, using your name as a reference.

• The Role: Web Developer
• Min Qualifications: Bachelor’s in Computer Science
• Duties: Helps to develop websites and API’s
• Skills: Must have experience using JavaScript and 2 years experience with HTML
• Salary & Benefits: $X plus Medical/Dental/Life insurance etc + Company laptop and phone

We are hoping to start interviews on [Start Date] through to [Final Date].

As a reminder, if the person you have referred is hired, you will receive [Gifts, e.g. gift card/bottle of wine/cash bonus].

Thank you for taking time out of your busy day to read our email. For any questions or more information about the role, please contact the HR department.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]