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How to Refer Someone for a Job (2 Referral Letter Examples)

When you know someone who’s a great fit for a position within your company, referring them for the job can be beneficial for both your acquaintance and your employer. Referring a colleague or friend means taking the responsibility of connecting two parties—you trust that your referral is competent and your employer trusts your judgment. You’re essentially vouching for the candidate’s skills and character, and this can enhance your reputation if your referral is successful.

There are several ways to refer someone for a job, such as through an internal referral program or by directly introducing them to a hiring manager. An effective referral often includes a personal endorsement, which can be a written recommendation or a casual conversation with your supervisor about why you believe the candidate is a good match.

Understanding the Referral Process

Referring someone for a job means you’re vouching for their qualifications and fit for a position within a company you’re familiar with. This often enhances the chance of your referral getting an interview because your endorsement adds a level of trust.

Step by Step Guide:

  1. Identify the Opportunity: First, you need to find a role that matches your referral’s skills and experience. Look for job openings within your organization that align with their background.
  2. Review the Job Description: Carefully read the job description so you can detail how your referral’s expertise meets the requirements. Include specific examples such as, “Your proficiency in graphic design software directly aligns with the senior graphic designer role.”
  3. Submit the Referral: Use your company’s referral program, which usually includes a form or email submission. Mention how you know the person and describe their qualifications. For instance, “I worked with Jane Doe on a project management software implementation that was highly successful.”
  4. Follow up: After you submit your referral, touch base with both your referral and the hiring manager. A simple message like, “I wanted to confirm you received my referral of John Smith for the marketing coordinator position,” keeps the process moving.

Reminders and Tips:

  • Ensure your referral is aware you’re recommending them and have their updated resume.
  • Highlight how their accomplishments could benefit the current needs of your organization.
  • Be honest about your referral’s capabilities to maintain your own credibility.
  • If your referral is hired, check in with them to maintain your professional relationship.

Preparing to Make a Referral

When getting ready to refer someone for a job, you want to be sure they’re a good fit for the position and that you have all the necessary details at hand.

Evaluating the Candidate’s Suitability

Before you put your reputation on the line with a referral, take some time to think about the candidate’s qualifications. Assess their skills, experience, and work ethic to ensure they match what the job requires. For example, if the job demands someone with expert coding skills, confirm that your candidate has relevant projects or work history they can showcase. Also, consider their soft skills, such as communication and teamwork, because these are just as important to succeed in most roles.

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Gathering Relevant Information

Having a thorough understanding of the job description helps you articulate how your candidate’s background aligns with the position. Make a list detailing the job’s requirements, the company culture, and any specific qualifications your candidate should meet. You’ll also need up-to-date information from the candidate themselves, such as their latest resume, a list of their skills and accomplishments, and why they are interested in this particular company or role. This preparation ensures you can provide a strong and informative referral.

Writing a Referral Letter

When you write a referral letter, your goal is to introduce a colleague or friend to a potential employer in a way that highlights their suitability for the position.

Structuring the Referral

Begin your letter by addressing the hiring manager directly, if you know their name, or use a general greeting such as “Dear Hiring Manager.” Start with introducing yourself and how you are connected to the person you’re referring. It’s important to mention your own experience or position to establish credibility. Follow this with a clear statement about why you are writing.

Then, divide the body of the letter into paragraphs where you discuss the candidate’s qualifications. It’s a good idea to conclude with an invitation for the employer to contact you for further information, providing your contact details.

Highlighting Key Qualifications

In this portion of the letter, your focus is on the candidate’s key qualifications. List specific skills, experiences, or accomplishments that relate directly to the job they’re applying for. Use concrete examples; for instance, if you’re recommending a marketer, you might mention a successful campaign they ran which led to a 30% increase in website traffic. Tie each qualification back to the job requirements.

Example of a Referral Letter

Example 1

Dear [Employer’s Name],

I am writing to recommend [Candidate’s Name] for the position of [Job Title] at [Company Name]. As a [Your Job Title] at [Your Company Name], I’ve had the pleasure of working alongside [Candidate’s Name] for [time period].

In the time that I’ve known [Candidate’s Name], they have shown themselves to be exceptionally [list a few key qualities or skills relevant to the job, e.g., hardworking, dedicated, excellent communicator]. For example, during a project [describe a scenario that showcases the candidate’s abilities], [Candidate’s Name] demonstrated [specific skill or attribute] which led to [positive outcome].

I firmly believe that [Candidate’s Name] would be an asset to your team at [Company Name] because they bring not only the skills necessary to succeed in the role but also a positive and collaborative attitude that makes them a pleasure to work with.

Please feel free to reach out to me at [Your Phone Number] or [Your Email] if you need any further information or insights regarding [Candidate’s Name] and their suitability for the [Job Title] role.

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Thank you for considering my recommendation.

Warm regards,
[Your Name]

Following Up After the Referral: Example Follow-Up Email

Give the employer some time to process the referral, typically about a week or so, before following up. This shows respect for their time while also ensuring your referral is noticed.

If the employer or hiring manager hasn’t acknowledged receipt of your referral, a follow-up can serve as a gentle reminder and show that you are serious about your recommendation.

Example 2

Subject: Follow-Up on Referral for [Job Position] – [Candidate’s Name]

Dear [Employer’s Name],

I am writing to follow up on the referral I sent recently for the [Job Position] within your esteemed organization. I wanted to ensure that you received my recommendation for [Candidate’s Name], whom I believe would be an excellent addition to your team.

[Candidate’s Name] has demonstrated exceptional skills in [mention specific skills or experiences relevant to the job], which I am confident align well with the requirements and culture at [Company Name]. Their ability to [mention a key strength or achievement] has consistently impressed me, and I have no doubt that they would bring the same level of commitment and expertise to the role at your company.

I genuinely believe that [Candidate’s Name] has the qualifications and professional demeanor that would make them a valuable asset to your team. Their [mention another strength or positive attribute] is particularly noteworthy and has contributed significantly to their success in previous roles.

Please feel free to reach out to me if you require any further information or insights regarding [Candidate’s Name]’s abilities or past performance. I am available to discuss this in more detail at your convenience and would be happy to assist in any way I can to support their application.

Thank you for considering my referral, and I look forward to your response.

Warm regards,

[Your Name]

  • A follow-up email gives you another chance to advocate for the candidate, highlighting their strengths and how they match the job’s requirements.
  • Following up demonstrates professionalism and helps maintain a positive relationship with the employer. It shows that you’re engaged and proactive, which can be beneficial for future interactions.
  • A well-timed follow-up indicates that your referral was not made casually and that you genuinely believe in the candidate’s fit for the position. This can lend more weight to your recommendation.

Related: Get More Interviews: Follow Up on Job Applications (Templates)

Submitting the Referral

Choosing the Right Channel

You need to start by identifying the most effective way to communicate your referral to your employer. If your company has a referral program, they may use a specific platform or tool for submissions. For instance, large companies often have internal job referral portals where you can submit your candidate’s resume and your endorsement directly. In smaller companies or if a formal system isn’t in place, you might choose a direct email to the hiring manager or your HR department, highlighting your referral’s key qualifications and your personal recommendation. Make sure to attach the candidate’s resume and contact information, so the relevant people have everything they need to follow up.

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Following Company Procedures

Next, you need to ensure that your referral is submitted in accordance with your company’s established procedures. This means reading through any referral policy documents and following them closely. These might include details on how to fill out referral forms, where to send them, and any additional steps or information required, such as a cover letter or a summary of your interactions with the candidate. If your company offers rewards for successful referrals, they will likely outline the conditions and process for receiving these as well. Compliance with these protocols not only increases the chances of your referral being processed smoothly but also reflects well on your professionalism.

Frequently Asked Questions

What should I include in a job referral email?

In a referral email, be sure to include how you know the person you’re referring and why you believe they’re a good fit. Mention relevant skills, experiences, and notable achievements that align with the job description.

What’s an effective subject line for an email when referring a friend for a job?

Keep the subject line concise and informative. For example, “Referral for Jane Doe – Senior Designer Position.” Such a line clearly tells the recipient who you are referring and for what role.

How can I refer someone for a position through LinkedIn?

To refer someone on LinkedIn, you can either share the job posting with them or send a message to the hiring manager with details about your referral. Include how you know them and why they are an ideal candidate.

What are some good reasons to recommend a person for a job?

Good reasons to recommend someone include their proven track record, skills that match the job requirements, strong work ethic, positive attitude, and examples of past contributions to similar roles.

How do I write a referral for someone without experience but great potential?

Focus on the person’s soft skills, ability to learn quickly, any relevant coursework or projects, and passion for the industry. Emphasize their potential with examples of their commitment and problem-solving skills.

Posted in: Job Interview