Referring a friend for a job is a beneficial action for everyone involved. It can help a friend advance their career, provide your company with a qualified candidate, and enhance your own professional standing. A job referral is a professional endorsement that requires a thoughtful approach, as a well-constructed email demonstrates your judgment and commitment to your company’s success.
Key Steps Before You Write
Before you begin drafting your email, some preparation is necessary. The first step is to speak with your friend directly. Confirm they are interested in you referring them for the position and ask for their explicit permission to do so. During this conversation, request their most up-to-date resume.
Next, dedicate time to thoroughly reviewing the official job description. Compare your friend’s skills, experience, and qualifications against the requirements listed. This helps you confirm they are a strong match for the role and allows you to identify specific strengths to highlight in your email.
Finally, familiarize yourself with your company’s internal referral process. Many organizations have a formal system, which may involve submitting the referral through a specific online portal or notifying Human Resources directly. Understanding these procedures is important, as some companies offer referral bonuses, and following the correct protocol ensures you are eligible if your friend is hired.
What to Include in Your Referral Email
A successful referral email is structured to be clear, professional, and persuasive. The content should be tailored to the specific role and hiring manager, demonstrating a genuine and thoughtful recommendation.
A Clear and Professional Subject Line
The subject line should immediately convey the email’s purpose. It needs to be direct and informative to ensure it gets noticed in a busy inbox.
A strong subject line includes the reason for the email and the candidate’s name. For instance, using “Job Referral: [Friend’s Name] for [Job Title]” is a standard and effective format. An alternative is “Referral for [Job Title] Position: [Friend’s Name],” which also clearly communicates your intent.
A Personalized Opening
Begin your email by addressing the recipient by name, if possible. A personalized greeting like “Dear [Hiring Manager Name],” is more engaging than a generic salutation. If you don’t know the hiring manager’s name, addressing it to the “Hiring Team” is a suitable alternative.
In the opening paragraph, state your purpose directly. Introduce yourself and your current role within the company. Then, clearly state that you are writing to refer your friend for the specific open position.
The Body: Highlighting Your Friend’s Qualifications
Start by briefly explaining your relationship with the person you are referring. Mention how you know them and for how long, whether as a former colleague, a university classmate, or a professional connection in the same industry.
Focus on connecting their abilities directly to the needs of the role. Select two or three of their most relevant qualifications or accomplishments and explain how they align with the job description. Instead of simply listing skills, provide a brief example of how they have successfully applied those skills in the past.
A Strong Closing and Call to Action
Reiterate your confidence in your friend’s ability to contribute to the company. Make it easy for the hiring manager to move forward by providing a clear call to action.
Suggesting the next step, such as, “I have attached their resume for your consideration and believe they would be a valuable addition to the team,” works well. Offer to provide more information if needed and include your own contact details. A simple “Best regards,” followed by your name and job title, provides a polished finish.
Referral Email Template and Example
Using a template can help structure your thoughts and ensure you include all necessary information. The key is to adapt the template to your specific situation, personalizing it with details about your friend and the job.
Template
Subject: Job Referral: [Friend’s Name] for [Job Title]
Dear [Hiring Manager Name],
My name is [Your Name], and I am a [Your Job Title] in the [Your Department]. I am writing to recommend [Friend’s Name] for the [Job Title] position. I have known [Friend’s Name] for [Number] years, having worked together at [Previous Company] and I am confident they would be an excellent match for this role.
During our time together, I was impressed with [Friend’s Name]’s skills in [Specific Skill 1] and [Specific Skill 2]. I recall a project where they successfully [brief example of an accomplishment]. Their experience in [Relevant Experience] aligns with the qualifications you are seeking.
I have attached their resume for your review and believe they would be a great asset to your team. Please feel free to contact me if you have any questions.
Best regards,
[Your Name]
[Your Job Title]
[Your Email Address]
[Your Phone Number]
Example
Subject: Job Referral: Jane Doe for Senior Marketing Analyst
Dear Mr. Smith,
My name is John Davis, and I am a Senior Project Manager in the Technology Department. I am writing to recommend Jane Doe for the Senior Marketing Analyst position. I have known Jane for five years, having worked together at Innovate Inc., and I am confident she would be an excellent match for this role.
During our time together, I was impressed with Jane’s skills in data visualization and campaign analytics. I recall a specific product launch where she successfully identified a key market segment that increased our lead generation by 20%. Her experience in developing data-driven marketing strategies aligns with the qualifications you are seeking.
I have attached her resume for your review and believe she would be a great asset to your team. Please feel free to contact me if you have any questions.
Best regards,
John Davis
Senior Project Manager
john.davis@examplecorp.com
(555) 123-4567
Actions to Take After Sending the Email
A couple of follow-up actions can ensure the process moves smoothly for both your friend and the hiring manager. The first action is to forward a copy of the email you sent to your friend. This keeps them informed and provides them with the context of your recommendation. Knowing what you highlighted about their skills helps them prepare for a potential interview.
After that, it is best to step back and let the hiring process unfold. Avoid sending multiple follow-up emails or messages to the hiring manager, as this can be perceived as pestering. Trust that they will review the information and reach out if interested. Your role was to make the introduction; the rest is up to your friend and the company.
Tips for a Successful Referral
Your professional reputation is linked to the quality of the candidates you recommend. Therefore, it is important to only refer individuals you genuinely believe are a strong fit for the role and the company culture.
Be honest and transparent in your recommendation. While you want to highlight your friend’s strengths, avoid overselling their abilities or exaggerating their accomplishments. A credible referral is grounded in factual evidence of their skills and work ethic. This transparency builds trust with the hiring manager and reinforces your credibility.