Referral Programme Email Template

Why launch a referral programme

Employee referrals are one of the most effective recruitment sources in terms of ROI. Your employees know your company culture and can recommend qualified candidates who are culturally aligned. Referred candidates integrate faster and stay longer.

Use this template to launch your referral programme among employees, announce a new role open to referrals, revive the programme for a hard-to-fill role, or communicate about referral bonuses.

Modèle d'email

Objet

Do you know the ideal talent to join our {equipe} team?

Corps

Hello everyone, We are looking for a **{poste}** to join the {departement} team. **The profile we're seeking:** {criteres_poste} **How to refer:** 1. Identify a talent in your network matching the profile 2. Send their CV and contact details to {responsable_recrutement} 3. If your candidate is hired and passes probation, receive **{bonus_cooptation}**! **Eligibility criteria:** - The candidate must not have applied in the last 6 months - All permanent staff are eligible - The bonus is paid upon successful completion of probation **Deadline: {date_limite}** Thank you for helping us find our future colleague! Best regards, {responsable_recrutement} | Recruitment Team

Variables à personnaliser :

{poste}{departement}{equipe}{criteres_poste}{responsable_recrutement}{bonus_cooptation}{date_limite}

Best practices to maximise referrals

Be specific about the profile

Specify key skills, level of experience and role context. The more specific you are, the better your employees can identify the right candidate in their network.

–Mention 2-3 essential technical skills
–Clarify minimum years of experience required
–Describe the project or team the candidate will join

Make it easy to act

Provide a direct link to the full job description and a simple email or form for submissions. The easier it is, the more participation you'll get.

Communicate the rules clearly

Specify who can refer (all permanent staff?), when the bonus is paid (end of probation), and exclusion criteria (candidates already in the system).

Follow up regularly

Send a monthly summary of open roles. Reserve individual emails for urgent strategic roles. Celebrate successful referrals.

Metrics to track for your programme

Key indicators for your referral programme

Indicator	Recommended target	How to measure
Participation rate	> 20% of staff	Number of referrers / Total staff
Referrals per month	Depending on company size	Count of submissions received
Conversion rate	15-25%	Hired referrals / Total referrals received
Average recruitment time	< traditional sources	Comparative by source
1-year retention	> 80%	% of referred still employed after 12 months
ROI vs traditional sourcing	Positive from 5 hires	Referral cost vs ATS/agency cost

Celebrate your referrers

Thank employees who refer (with their consent) publicly, keep them updated on their candidate's progress, and celebrate successes. A simple congratulations email when a referral is hired encourages other employees to participate.

Frequently asked questions about referral programmes

What amount should I offer as a referral bonus?

In the UK, bonuses typically range from 300 GBP for junior roles to 2 000-3 000 GBP for senior or hard-to-fill profiles. The amount should be attractive but proportional to recruitment difficulty and the role's salary. Some companies also offer benefits in kind (travel, training) as a supplement.

When should I pay the referral bonus?

Common practice is to pay after completion of probation. Two approaches: 50% at hiring + 50% at end of probation, or 100% at end of probation. The second option is safer for the company and ensures the candidate is a good fit.

What if multiple people refer the same candidate?

Apply the 'first come, first served' rule: the bonus goes to whoever submitted first (submission timestamp). Communicate this rule clearly in your referral programme guidelines.

How do I encourage referrals without overwhelming teams?

Send a monthly summary of open roles rather than daily emails. Reserve individual emails for strategic or urgent roles. Also use alternative channels like Slack, intranet or team meetings. The key is regularity without excess.

Should successful referrals be made public?

With the consent of both the referrer and the hired candidate, yes! This recognises the programme, congratulates contributors and encourages others to participate. Send a general congratulations email or announce it at the next team meeting.

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Referral Programme Email Template | Free Templates 2026

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