Your employees can often be your best recruiters, which is important for any growing business. Employees can connect qualified candidates to your company if they are kept informed of your hiring needs. To make sure your employees are aware of your referral program, send out referral emails. It’s vital that your email is informative, helpful, and descriptive. You are more likely to hire qualified candidates if you write better employee referral emails.

If you have no idea where to start then you can this article will guide you.

Subjects for “Employee Referral Email”

The time available to answer queries is limited for business managers because of their busy schedules. Those who receive emails with ambiguous subject lines or something that doesn’t catch their attention are likely to skip them. Referral email subject lines must catch readers’ eyes and clearly explain your intentions. The subject line should always include the name of the person who referred you.

  • Referral from {Name}: {Name of the person}, candidate for {Position}
  • Following up on the {Position} – {Name}
  • We are Hiring! Do you know a great {insert job title}
  • Refer a {Job Title}, Earn a Bonus
  • Refer a {Job Title}, Get Extra PTO
  • $300 Bonus to Help Us Find a {Job Title}

1. Employee Referral Program Announcement Sample

Dear {Name},

As you all already know, we are constantly growing. For that reason, we are in a constant need for talented people like you! Since we know that, in your network, you have some great people you hang out with, we wanted to engage you in our recruiting process.

We know that you, our current employees, know best who our ideal candidates are. Because of that, we truly believe that you, acting as recruiters, can bring our Talent Acquisition strategy to the next level.

For you to better understand how the process will work, here are a few details I will include in every referral request:

Reasons why referrals are important for you
How employees should refer candidates
What information about referrals do we need
How long does the process take
How does the bonus/reward program work

I will be asking you to refer your friends, but I also encourage you to regularly visit our careers page to check for any new job opening we may have.

If you have any further questions about our Employee Referral Program, please don't hesitate to ask.
Thank you all in advance for you help!

Yours Sincerely,
{Sender Details} 

2. Employee Referral Email to Employees

Dear {Name},

As you already know, we are constantly growing. Consequently, we are in a constant need for talented people like you. 

We are currently looking for a person who would be a good fit for our {position} open position. If you know someone who would be a good fit for this position and for our company's culture, please send them our way :)

In order to refer someone, I just need you all to answer a few questions: 

Person's name and last time?
How do you know the person?
What position do you think this person would be a good fit for?
What is the person's expertise and most valuable skills for our company?
Why do you think this person would be a good fit for us?
I am sure some of you have at least one person in your network who would be a great addition to our team!

Also, I encourage you all to, from time to time, check our career page for any new job openings we may have. Here is the link to our career site: {insert link}. If you ever have someone on mind you would like to refer, please don't hesitate to do so.

If you have any questions about our referral process, please ask me at any time!

Thank you all for your help!

Yours Sincerely,
{Sender Details} 

3. Employee Referral Email Reply

Dear {Name},

This email is to thank you for referring a candidate(s) for {position}. 

As you know, referrals are one of our best sources of new hires, and your effort is extremely valuable to us. We will let you know about the status of your referred candidate(s). 

Thanks once again,

Yours Sincerely,
{Sender Details} 

4. Employee Referral Email to HR Sample

Dear {Name},

As I discussed with you in telephone I would like to refer {Name of the person} for the position of {Job title}. 

I have known him/her for the last 2 years since my college days, I hope he/she has the required skills and qualifications that you are looking for.

Please find the attached resume of him/her and kindly consider if he/she is suitable for the job.

Thanking you.

Yours Sincerely,
{Sender Details} 

5. Sample Email Announcement for Employee Referral Bonus Program

Dear {Name},

We are always looking to grow our talented team, so we’re excited to announce our Employee Referral Bonus Program. Refer qualified candidates to our open roles, and we will offer you {add specific rewards for referrers, e.g. “a discount for X”, “$ X bonus per hire” or “ an additional PTO day.”}

In order to be eligible for the referral bonus, you need to {add specific criteria, e.g. “be working in our company for X months” or “refer a candidate who hasn’t previously applied for a role in our company.”}

If you know someone who’s a good fit for our company, send them our way {Be as clear as possible about the employee referral process, e.g. contact the HR department via email or add the candidate’s details to the company’s ATS.}

For more details about the employee referral bonus program, please contact {add the appropriate person’s name and contact details, e.g. recruiter’s name with a link to their email}. And don’t forget to check our careers page {add link} regularly for new openings!

Thank you,

Kind Regards,
{Sender Details} 

6. Employee Referral Email Referring a Friend for a Job

Dear {Name},

I hope you’re doing well. I wanted to reach out and ask if there is an vacancy in your organisation? I have a friend {name} who’s looking for a new opportunity and I thought of you.

{name} is a hard-working individual with great communication skills and extensive experience in the field. They would be an asset to your company. If you have any openings, please let me know!

Thank you for your time.

Kind Regards,
{Sender Details} 

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO
  • Date/Time – 15 October 2021

Tips for writing “Employee Referral Email”

  • Please accept my thanks for reading
    Whenever you send out a referral email, thank your readers for taking the time to read it. Your email will also be more likely to be replied to by the reader.
  • Keep it short
    You will ensure that all the facts are conveyed if you compose a concise, well-planned email. It is best to avoid long-winded emails that detail your job history or your reasons for searching for a job.
  • Incentives should be detailed
    You should mention any bonuses and rewards you plan to offer in the email if you’re introducing an employee referral program. If there are any criteria for referrals that qualify, include them.
  • Make sure the referral email you send is proofread
    If you want to send an email, make sure to check it before sending it.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your email meets with a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.