How to Contact a Referred Applicant

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<h2>Key Takeaways</h2>
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<li>Personalise the approach: Mention the referrer’s name when contacting the applicant, but seek permission first.</li>
<li>Start with a telephone call: A phone call is more effective for initial contact; it’s personal and direct.</li>
<li>Email as a fallback: Only use email if a call isn’t possible. Ensure the subject line includes the referrer’s name.</li>
<li>Avoid email conversations: Aim to move from email to a phone call to gather more information efficiently.</li>
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If you like the sound of a referral and want to approach them, never forget that they have the power to rebuff a poor introduction, so proceed cautiously.

Try Speaking to the ‘Applicant’ First

It’s useful to personalise the call and add value by mentioning the name of the person who referred them. But don’t assume it’s okay to do this without getting the referrer’s permission first.

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Script:

“You were recommended to me by {referrer name} as I understand you’re great at your job and I’m always looking for talented staff. I’d love to discuss  whether our company may be a good fit for you. Is now a good time to talk?”

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<span class="grey-callout"><span class="text-color-purple">Important:</span> If this introduction goes well please refer to the guide Effective Telephone Interviews: Save Time & Find Top Talent and accompanying Script for Telephone Interviews.</span>

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Send an Email as a Last Resort

We recommend you only use this email template when introducing yourself to an applicant who’s been referred by an employee if you can’t speak with them.

This template can help you make an introduction and schedule next steps. We intentionally do not want to provide a lot of information about the job because they may misinterpret the information and incorrectly disqualify themselves.

Key points include:

• If the applicant sees a familiar name in the subject line, they’re more likely to open the email and respond to it. So include the name of the employee who made the introduction.
• Use a friendly yet professional tone. It’s possible the applicant is already aware of the job, so you don’t need to be too formal.
• Briefly explain the role. Make them curious enough to start a conversation, without giving too much away about the job.
• Indicate what the next steps are. We normally recommend a phone call as it is more personal. We don’t recommend asking them to apply via a career page because it is often a lot of effort and too formal.

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Email Template:

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<p>Subject: {referrer’s name} mentioned you</p>
<p>Hi {applicant’s name},</p>
<p>I work at {company’s name}. </p>
<p>We are currently looking to hire a {job title} and {referrer’s name} recommended you might be suitable.</p>
<p>If possible I’d love the opportunity to discuss if our company may be a good fit for you.</p>
<p>When would be a good time to talk?</p>
<p>I look forward to hearing from you.</p>
<p>{email signature}</p>
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<span class="grey-callout"><span class="text-color-purple">Important: </span>Avoid getting into an email conversation. To get the most information you’ll need to speak with the ‘applicant’, ideally using the Script for Telephone Interviews.</span>

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<span class="purple-callout"><p>Friendly reminder – if you need help or advice, I'm available to chat. Please get your free consultation.</p><p>Plus, my best-selling recruiting book could be a valuable resource for you.</p><p>For just £199, I can help post a job on all the top UK job boards.</p></span>

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Additional Resources

• Recruitment Book: The Secrets of Great Recruitment - How to Recruitment Great Employees.
• Downloadable PDF guide; Simple Steps to Create a Powerful Employee Referral Program.
• Downloadable script; Introducing Yourself to a Referred Applicant
• Article; Employee Referral Schemes: The Secret Weapon in Your Hiring Arsenal?
• Article; Employee Referrals: An Overview of Using Networks for Talent Acquisition.
• Article; Employee Referral Policy Template.
• Article: Employee Referral Scheme: Announcement Email: Why Your Next Hire May be Just an Email Away.
• Article; Employee Referral Scheme: Email Announcing New Job.
• Article; Employee Referral Bonus Examples: 10 Rewards That Drive Quality Referrals.
• Article; Employee Referral Scheme: Email Conacting Referred Applicant.
• Article; Advantages & Disadvantages of Using Employee Referrals for Recruiting Staff.