Recruiters often rely on referrals to find top talent. Creating effective outreach emails is crucial for engaging referred candidates and enhancing your candidate experience.
In this post, we provide templates for every stage of the referral process. From initial contact to post-interview follow-up, these templates will help you communicate clearly and professionally.
Table of contents
Crafting a Personalized and Engaging Outreach Email
Initial Outreach to Referred Candidate (Before Application)
Follow-up After Referral Submission (Application Received)
Scheduling an Initial Call/Screening
Post-Screening: Moving Forward to the Next Stage
Post-Interview Follow-up (Regardless of Outcome)
Reaching Out to Passive Candidates (Referred but Not Actively Looking)
Download Outreach Email Template to Candidates via Employee Referrals in multiple formats
Wrapping up
Crafting a Personalized and Engaging Outreach Email
Personalization is key when reaching out to candidates through employee referrals. A well-crafted email can significantly increase your chances of getting a response and moving the candidate forward in the hiring process.
Start with a warm greeting that mentions the referring employee. This immediately establishes a connection and gives context to your outreach.
Briefly introduce yourself and your company. Keep it concise but include a unique selling point about your organization or the role you're recruiting for.
Explain why you're reaching out and how the candidate's background aligns with the position. Be specific about what caught your attention in their profile or what the referring employee mentioned about them.
Include a clear call-to-action. Whether it's scheduling a call or reviewing the job description, make the next step easy and obvious for the candidate.
Close with a friendly, open-ended invitation to connect. Leave the door open for further communication, even if they're not currently interested in the role.
Initial Outreach to Referred Candidate (Before Application)
Employee referrals are a goldmine, often leading to better hires and a smoother candidate experience. This template helps you make a great first impression even before they officially apply.
Subject: Exciting Opportunity at [Company Name] - Referred by [Referrer's Name]
Hi [Candidate's Name],
I hope this message finds you well. My name is [Your Name] and I am a recruiter at [Company Name]. [Referrer's Name], who you know from [Connection Context], spoke highly of you and suggested you might be a great fit for our team.
We have an exciting opportunity for the [Job Title] role that we believe matches your skills and interests. We think you could bring a lot to our team, and we'd love to discuss this opportunity with you.
Would you be available for a quick chat this week? Please let me know your availability, and we can set up a time that works for you.
Looking forward to hearing from you.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Follow-up After Referral Submission (Application Received)
Once the referred candidate has submitted their application, it's important to acknowledge their effort and the employee's referral. This template confirms receipt and outlines the next steps in the hiring process.
Subject: Application Received - [Candidate Name] (Referred by [Employee Name])
Hi [Candidate Name],
Great news! We received your application for the [Job Title] position, and we appreciate you taking the time to apply. We especially want to thank [Employee Name] for referring you – we value employee referrals!
Here's what you can expect next:
- Our team will carefully review your application.
- If your qualifications align with the role, we'll reach out to schedule an initial screening call.
- We aim to complete the review process within [ timeframe, e.g., one week].
In the meantime, feel free to explore our website to learn more about Adaface and our culture:
[Link to Adaface Website]
Thanks again for your interest in [Company Name]. We're excited to see what you bring to the table!
Best regards,
[Your Name] [Your Title] Adaface
Scheduling an Initial Call/Screening
This template is used to invite the referred candidate for an initial call or screening. It should highlight the employee who referred them and express excitement about learning more about their background.
Subject: Initial Call Invitation - [Your Company] & [Referring Employee Name]
Hi [Candidate Name],
My name is [Your Name] and I'm a recruiter at [Your Company]. I'm reaching out because [Referring Employee Name] recommended you for a role here, and your background really caught my eye!
[Referring Employee Name] mentioned [mention something specific the referrer said about the candidate - e.g., your experience in project management, your passion for AI, etc.].
I'd love to schedule a brief introductory call to learn more about your experience and discuss potential opportunities at [Your Company]. Would you be available for a quick chat sometime next week?
Please let me know what time works best for you. You can also use this link to directly book a time on my calendar: [Link to your Calendly/scheduling tool]
Looking forward to connecting!
Best regards,
[Your Name] [Your Title] [Your Company] [Your Contact Information]
Post-Screening: Moving Forward to the Next Stage
If the initial screening goes well, use this template to inform the candidate that they're moving forward in the selection process. Clearly outline the next steps and provide any necessary preparation materials.
Subject: Next Steps: Your Application for [Job Title] at [Company Name]
Hi [Candidate Name],
Great news! We enjoyed learning more about your background and experience during our initial screening.
We're happy to let you know that you're moving forward to the next stage of the selection process for the [Job Title] position.
Here's what you can expect next:
- [Next Step]: [Brief description of the next step, e.g., A technical interview with our engineering team.]
- Date & Time: [Specific date and time, or instructions on how to schedule]
- Location: [Where the next step will take place, e.g., Zoom meeting, In-person at [Address]]
- Preparation: [Any materials or information the candidate should review beforehand, e.g., Please review the attached document outlining our core values.]
[Optional: If applicable, add a sentence or two about who they will be meeting with and their role.]
If you have any questions before then, please don't hesitate to ask.
We look forward to our next conversation!
Best regards,
[Your Name] [Your Title] [Company Name]
Post-Interview Follow-up (Regardless of Outcome)
Always follow up after an interview, whether you're moving forward with the candidate or not. This template maintains a positive relationship and leaves the door open for future opportunities, while still respecting their time.
Subject: Thank You for Your Time
Hi [Candidate's Name],
I hope this message finds you well. I wanted to express my gratitude for taking the time to interview with us for the [Job Title] position. It was a pleasure to learn more about your skills and experiences.
We are currently in the process of reviewing all candidates and will be making a decision soon. Regardless of the outcome, I wanted to let you know that we were impressed with your qualifications and enthusiasm.
- If you are moving forward: We are excited to move to the next steps and will be in touch shortly with more details.
- If not moving forward: Unfortunately, we have decided to move forward with another candidate. However, we were truly impressed by your profile and would love to keep your resume on file for future opportunities.
Thank you once again for your interest in joining our team. Wishing you all the best in your job search.
Warm regards,
[Your Name] [Your Job Title] [Your Company] [Contact Information]
Reaching Out to Passive Candidates (Referred but Not Actively Looking)
Sometimes, the best candidates aren't actively seeking new opportunities. This template is designed to pique the interest of referred candidates who are currently employed, highlighting the benefits of your company and the potential for career growth, like talent management.
Subject: [Employee Name] thought you might be a great fit for [Company Name]
Hi [Candidate Name],
My name is [Your Name] and I'm a recruiter at [Company Name]. [Employee Name] (who I believe you know from [Mutual Connection/Company]) suggested I reach out to you.
[Employee Name] mentioned your expertise in [Candidate's Skill/Area of Expertise], and I was really impressed with your background in [Mention a specific achievement or experience from their LinkedIn profile or referral information].
At [Company Name], we're working on [Briefly describe an exciting project or company mission - keep it concise and impactful]. We're a team of [Describe company culture in a few words - e.g., innovative, collaborative, fast-paced] individuals, and we're always looking for talented people to join us.
I understand you may not be actively looking for a new role, but I thought it would be worth a quick conversation to explore potential opportunities at [Company Name]. We offer [Mention 1-2 key benefits, like flexible work arrangements, learning opportunities, or a strong focus on work-life balance].
Would you be open to a brief 15-20 minute chat sometime next week?
Best regards,
[Your Name] [Your Title] [Company Name] [Your Contact Information]
Download Outreach Email Template to Candidates via Employee Referrals in multiple formats
Wrapping up
Crafting outreach emails that resonate with candidates can significantly enhance your recruitment process. Remember, personalization and clarity in communication are key elements in engaging potential hires. Explore more about skills-based hiring to refine your approach.
By following these templates, recruiters can streamline their candidate engagement strategy. Ensure each interaction is meaningful and sets the stage for a positive candidate experience. This approach not only attracts top talent but also strengthens your company's reputation.
Outreach Email Template to Candidates via Employee Referral FAQs
Why does every rejection email look the same?
Rejection emails often follow a standard format for clarity and professionalism. Personalizing them can help improve candidate experience and maintain a positive employer brand.
Should you use AI to write your rejection emails?
AI can help streamline the process and ensure consistency. However, adding a personal touch is essential to maintain empathy and professionalism.
How can I make my outreach emails more engaging?
Personalize your emails by mentioning specific skills or experiences of the candidate. Keep the tone professional yet friendly to make a positive impression.
What should I include in a follow-up email after a referral?
Acknowledge the referral, thank the candidate for their interest, and provide information about the next steps in the recruitment process.
How often should I follow up with a referred candidate?
It's best to follow up at key stages, such as after the initial outreach, post-application, and post-interview, to keep the candidate informed and engaged.
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