Referral programs are one of the most effective ways to hire and retain new talent. In fact, data shows that 30-50% of the best hires come from referrals. Plus, 70% of referred candidates tend to stay longer than those from other sources.
Referrals from employees work well because people do better when they know and trust their team members.
However, engaging employees for referrals requires balanced communication that is both professional and approachable. This is where well-structured employee referral email templates come in.
We’ve compiled our top 4 employee referral templates to help you streamline the process and attract great talents.
4 Employee referral email templates
Employee referral email templates are pre-written emails that simplify the process of asking current employees to recommend candidates for open jobs. These templates make the referral process easier and faster, so employees know exactly what to do and how to refer someone.
Referrals are a great way to find strong candidates because employees usually refer people who fit the company well. This approach also saves time and money, as it speeds up the hiring process and increases the chances of finding qualified candidates.
A well-structured employee referral email template includes:
- Clear subject line.
- Introduction to the referral program
- Position details
- Link to the job description
- Incentives and rewards
- Referral process instructions
- Call to action
- Contact information
Here are some templates to help inspire you when asking for your next employee referrals:
1. Employee referral program email template
After launching a referral program, an employee referral email template is a quick and effective way to introduce it to your team.
The email should follow your employee referral program policy and explain how the system works, what incentives are offered, and how they can participate by referring people from their network.
Here’s an example:
| Email Subject Line: Help Us Find Top Talent Hi [Name of the person], We’re excited to announce the launch of our new Employee Referral Program! As a valued member of our team, you know what it takes to succeed at [Company Name], and our recruiting team would love your help in attracting more great talent. Here’s how the program works: 1. How to Refer: If you know someone who would be a great fit for one of our open positions, simply refer them by [explain the process: filling out a form, sending an email, etc.]. 2. What’s in It for You: For each successful referral, you’ll receive a referral bonus of [Bonus Amount] after the new hire completes [X months] of employment. It’s our way of thanking you for helping us build a stronger team. 3. Open Positions: We’re currently looking to fill the following roles: [Job Title 1] – [Brief job requirements description] [Job Title 2] – [Brief description] [Link to Job Posting] If you have any questions or need more information, don’t hesitate to reach out to [Contact Person or HR Department]. We truly appreciate your referrals and look forward to building an even stronger team together! Best regards, [Your Name] [Your Title] [Department Name] |
2. Employee referral bonus email template
Sending this email allows you to highlight the referral rewards employees can earn for referring candidates. Unlike other emails that introduce the overall referral program, this one focuses on the bonus incentives.
It’s meant to directly motivate employees by showing them exactly how they can benefit from referring someone.
It can look like this:
| Email Subject Line: Earn a Bonus for Referring Top Talent! Hi [Name of the person], We know you have great connections, and we want to reward you for referring them to us! With our Employee Referral Bonus Program, you’ll receive a bonus when your referral is hired. Here’s how it works: 1. Bonus Amount: You’ll earn [Bonus Amount] once your referral completes [X months] with us. 2. How to Refer: Simply refer candidates by [explain steps, like filling out a form or emailing HR]. 3. Open Positions: We’re currently hiring for: [Job Title 1] – [Brief description] [Job Title 2] – [Brief description] [Link to Job Posting] Thank you for your help! Best, [Your Name] [Your Title] [Department Name] |
3. Internal referral email template
Sending a clear internal referral email can be very effective in encouraging employees to refer colleagues for new roles.
This email shows your commitment to growth within the company. It encourages employees to recommend their colleagues for open roles.
Here is an example of an internal referral email template:
| Email Subject Line: Help Us Fill Positions from Within Hi [Name of the person], We believe the best talent is already part of our team. That’s why we’re launching our Internal Referral Program. If you know a colleague who would be a great fit for an open position, refer them! Here’s how: 1. How to Refer: Simply [explain process: fill out a form, email HR, etc.]. 2. Open Positions: [Job Title 1] – [Brief description] [Job Title 2] – [Brief description] [Link to Career Page] Your referral can help strengthen our team and give your colleague new opportunities. Thanks for your help! Best, [Your Name] [Your Title] [Department Name] |
4. Job referral email template
You can use this template when seeking referrals for particular vacancies in your organization. It’s more targeted than a general referral email, as it focuses on filling key roles with qualified candidates from within employees’ networks.
This template makes it easier for employees to quickly and easily refer ideal candidates who are a good fit for those specific job openings.
See a job referral sample email below:
| Email Subject Line: Recommend Someone for Our Open [Job Title] Position! Hello [Name of the person], We’re currently looking to fill the important role of [Job Title] here at [Company Name], and we’d love your help in finding the right person. If you know anyone from your external network, a colleague, friend, or family member, who fits the role, please refer them. About the Position: We are seeking a [brief description of the role and key qualifications]. This is an excellent opportunity for someone with [specific skills or experience].How to Refer: Simply [explain the referral process, like submitting through a form or emailing HR]. If your referral leads to a hire, you could be eligible for a referral bonus as a thank-you for helping us find top talent. Thank you for your support in helping us grow our team! Best regards, [Your Name] [Your Title] [Department Name] |
How do you write a custom employee referral email?
Writing a custom referral request to your employees is easier than it may seem. A few key details can help you create a clear and direct email referral to land you candidates who could become valuable team members.
Here are some tips to help you when asking for employee referrals:
- Start with a clear subject line. Use a concise subject line that instantly communicates the purpose of the email.
- Address your employees directly. Begin the email by addressing your team in a friendly and direct manner. Show appreciation for their role in helping the company grow and emphasize the importance of referrals.
- Mention the specific role you’re hiring for. Be specific about the job opportunity. Provide the job title, a brief description, critical qualifications required, and the job application details. This helps employees know exactly who to refer.
- Explain the referral process. Make it easy for employees to participate by clearly outlining how they can submit their referrals. Whether it’s through a form or an email to the hiring manager, include step-by-step instructions.
- Highlight any referral incentives. If you offer a referral bonus or other incentives, mention it early in the email. A clear incentive can motivate employees to refer more candidates.
- Keep it short and focused. Avoid unnecessary details or lengthy explanations. Focus on the key points: the open role, the referral process, and any rewards. The simpler the email, the better its deliverability and the more likely employees will take action.
- End with a call to action. Close the email by thanking your employees and encouraging them to refer someone soon.
Wrapping up
A good employee referral program uses one of the best sources for hiring — your employees. When the process is simple, and the rewards are clear, employees are eager to help find talent that fits your company’s values.
This method improves your hiring, boosts company culture, and creates a team that cares about your company’s success.