How to Write Candidate Sourcing Emails for Referred Candidates (With Templates)

Sourcing Referred Candidates Email Template

2 minutes

November 14, 2024

Written by Hirex

Finding qualified candidates can feel like searching for a needle in a haystack. But it becomes a lot easier with referrals. A referred candidate comes pre-approved by someone within or outside of your organization and makes them a high-value candidate.

When sourcing referred candidates, personalization is vital. A well-written personalized email respects the candidate’s time and builds a strong connection from the start. 🤝

What is a Referred Candidate?

Referred candidates come through someone we know and trust. The good thing about these referrals is that they often lead to great fits. Why? Because the person doing the referring knows both sides of the equation. They've got a sense of your company culture and what you're looking for, plus they know the candidate well.

It's like having an inside eye on potential hires. You're not just getting a resume, you're getting a vote of confidence from someone whose judgment you trust.

The Importance of Personalizing Your Sourcing Email for Referred Candidates

Let's talk about reaching out to those candidates who come through referrals. When you write to them, make it count. Mention who referred them and why you think they could be a great fit according to what you've learned.

Taking the time to write a personal message does two things:

It shows respect for the referrer's opinion and
It tells the candidate you're genuinely interested in them.

This approach tends to get better responses and can really smooth out the hiring process. You're not just filling a position, you're building relationships. A little personal touch goes a long way in turning a referral into a good hire. 📌

Key Elements of a Referred Candidate Sourcing Email Template

To create an effective sourcing email for referred candidates, consider including the following elements 👇:

A catchy subject line that mentions the referrer
A warm greeting that addresses the candidate by name
An introduction that explains how you obtained their contact information
Give a quick summary of who you are and what your company stands for
Share specific reasons why you think the candidate would be a great fit based on their background
Clearly invite them to learn more about the job and the company
Don’t forget to add your contact details and your availability for a chat.

When you write to candidates, think 'short and sweet.' Be professional, but friendly. Your goal? Get them curious enough to want that next conversation.

Types of Referred Candidate Sourcing Emails (with Templates)

Below, we will explore four types of referred candidate sourcing emails, combining explanations and templates for each scenario. These templates provide structure, but remember to personalize them based on the candidate and the context of the referral. 👌

1. Internal Referral Email

Internal referrals are an important recruitment tool. They happen when one of your current employees recommends someone for an open position. These referrals are usually high-quality because your staff understands the company culture and job requirements firsthand. That insider perspective often leads to better-fit candidates.

Subject: |X| Employee Referred You for an Exciting Opportunity

Hello [Candidate Name],

This is [Your Name] reaching out from |X|, where I'm the [Your Title]. [Employee Name] spoke highly of you and suggested you might be a great fit for our [Job Title] opening.

Based on what [Employee Name] shared about your background in [relevant field], I'm really interested in talking with you. We're on the lookout for someone with your kind of expertise, especially in [specific skill]. There's some exciting work happening here, particularly around [mention an aspect of the job or company mission].

I'd love to hop on a quick call this week to tell you more about the role and see if it meets your interests and career goals. Are you free for a chat in the next few days?

Looking forward to connecting.

Best regards, [Your Name] [Your Contact Information]

2. External Referral Email

An external referral is when someone from outside your company recommends a candidate. These candidates usually come from people you've worked with before or contacts in your industry. It's important to clearly explain who made the referral when you pass it along. This helps create the connection and gives the recommendation more weight.

Subject: [Referrer’s Name] Referred You for a Role at |X|

Hi [Candidate Name],

I hope you’re doing well! I’m [Your Name], the [Your Title] at |X|. I wanted to reach out because [Referrer’s Name], a trusted colleague of ours, recommended you for our open [Job Title] position.

They had great things to say about your work in [specific field], especially your experience with [relevant project or skill]. We’re really excited about the idea of someone with your background joining our team.

If you’re interested, I’d love to set up a quick call to chat about the opportunity and hear more about your career goals. Just let me know if you’d be up for it!

Looking forward to hearing from you!

Best regards,

[Your Name]

[Your Contact Information]

3. Employee Referral Program Email

Employee referral programs encourage employees to recommend candidates from their networks. When sending out these emails, highlight the referral program’s incentives and how employees can participate.

Subject: Help Us Grow Our Team – Employee Referral Program

Hi [Employee Name],

We’re excited to announce our Employee Referral Program at |X|! If you know any talented professionals who would be a great addition to our team, we’d love to hear from you. For every successful referral, you’ll receive [mention incentive] as a token of our appreciation.

We are currently hiring for [Job Title] and [Job Title]. If you know anyone who fits the bill, feel free to submit their details or encourage them to apply. Your referrals are crucial to helping us find the best talent while building a stronger team.

Best regards,

[Your Name]

[Your Contact Information]

4. Passive Candidate Referral Email

Passive candidates may not be actively job hunting, but they are open to hearing about opportunities. A softer, more conversational approach works best when reaching out to passive candidates.

Subject: [Referrer’s Name] Suggested We Connect – Potential Opportunity at |X|

Hi [Candidate Name],I hope you’re doing well! I wanted to reach out because [Referrer’s Name] mentioned that you might be interested in exploring new opportunities soon. Even if you’re not actively looking, I think you’d be a great fit for a position at |X| that matches your background in [relevant industry or field].

If you’re up for a quick chat, I’d love to discuss how this role could align with your career goals. Just let me know if you’re interested in talking more!

Looking forward to hearing from you!

Best regards,

[Your Name]

[Your Contact Information]

By following the best practices outlined in this guide, you'll be well-equipped to create effective sourcing emails for referred candidates. The key is to personalize your approach, respect the candidate's time and current situation, and focus on building a meaningful connection that could lead to a successful hire for your organization. ⭐️