What's the Best Referral Email Template? 8 You Can Take For Free

What's the Best Referral Email Template? 8 You Can Take For Free

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What's the Best Referral Email Template? 8 You Can Take For Free

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Referrals from trusted sources are the bedrock of growth in any relationship-building sector. Don’t believe us?

Work in sales?

Sales referral leads are 30% more likely to convert than leads from any other channel. And 37% more likely to stay than non-referral leads. Kerching! 🍒

What about recruitment?

Over 45% of hires recommended by other employees stay for more than four years, according to one study, and the entire hiring process can be shortened by at least 30% with employee referral programs. 👏

But whether it’s sales, marketing or recruitment, how do you spin those networking threads into referral gold? 💫 It’s simple. By following up.

And to nail the follow up, in fact, even just to make the first move if you’re networking digitally, you’ve got to get to grips with professional referral emails.

Keeping it personal and still following up on every lead you generate takes ages though right? Just say the magic words: Referral email templates.

Referral emails come in all shapes and sizes, and as we’ve already mentioned, 👆they can be used in a pretty wide variety of contexts, from sales to recruitment. So there isn't really a one-size-fits-all template.

What there are though, are:

  • some guiding principles that you can use which apply across the board, and

  • this starting menu of referral email templates, that you can take and adapt for free!

With these samples, you should have a great starting point for a referral email in any context.

Oh… and there’s one more thing:

If it’s still taking you an age to cut, paste, edit and personalize templates, you could probably do with a free text expander like Magical. It makes repetitive phrases vanish in seconds by saving and recalling text instantly with shortcuts. No installation. No complex integration. It just works. And like that 🪄 all that boring typing is gone. ✨

But that’s one step ahead. First we need the basic principles.

How do you write a referral email?

As with any professional email template, the rules for writing referral emails aren’t complicated.

In general, you want to do all of the following:

  • Spend time crafting a compelling subject line and a strong opening sentence.

  • Use the first line to demonstrate your connection. Try and include a reference to where you met, or how they know you, right off the bat. If you’re approaching them for another reason, i.e., they’re a top customer, they’ve been selected by a random process, they live in the right area…whatever. Make sure that comes first. Don’t leave them wondering what your email has to do with them.

  • Get the tone right. Be polite, professional, and warm but not overly friendly. Using informal language is fine. Writing “CNT W8 2 👂frm U, man!”? Not so much.

  • Use the second paragraph to get straight to the point. Tell them your referral request in as few words as possible. If there’s something in it for them, i.e., an incentive or reward as part of a referral program, mention it here.

  • In the third paragraph (or line, depending on how succinct you are) give them any follow-up info they might need.

TIP: If you’re unsure whether or not to put something in, ask yourself whether it’s something they definitely need to know to take the next step. If there’s extensive extra info about the referral program, send that to them in a follow-up once the conversation is open. For now, keep it strictly need to know.

  • Finally: a call to action. Is it a link they need to share, a form they need to complete, or a name they need to send you? Ask them politely, clearly and directly and make it as obvious and simple as possible. The fewer clicks they need to make, the higher the chances they will actually make the referral happen.

  • Don’t forget to sign off with all the contact details they need. 🤝 If you can work in one last short but sweet reference to whatever you have in common, that can make a nice touch.

  • Check, check and check again for typos, grammar mistakes and spelling errors. 👀These have a habit of magically appearing—after you’ve pressed Send, So make sure that you make them disappear first!

  • Have you got their details correct? There is nothing worse than telling someone how much you value them while getting their name wrong. 😖 “Did someone call for a cloak of invisibility?”🧙

The most important thing? Emphasize your relationship. Whether in sales, marketing or recruitment, the value of a referral email lies in the trust already built in. Aim to re-ignite the connection.

Now that we’ve got the principles down, let’s take a look at these referral email templates. Use them for inspiration or take them as is. With a wave of your Magical wand, you can have them personalized and sent in the time it takes to make a card disappear from the pack. ♠️

Sales referral email templates

Refer-a-friend programs

In sales and marketing, businesses send referral emails to their existing customers to try and bring in prospective clients or customers who are likely to be a good fit. The point here is to get

  1. A positive referral from a customer likely to speak well of you

  2. A higher chance of a good fit with whomever they refer you to

These might be sent as part of a specific campaign or an ongoing incentive program. You could make the campaign targeted (for example by only sending referral emails to those customers who would recommend you to others, i.e. your best customers (Templates 2 and 3) or you could take more of a spray-n-pray approach and send them out to everyone on your books (Template 1 and 4). Tone your referral email as if you’re expanding on an already warm and good relationship with someone whom you respect.

Try these on for size:

Referral Template 1: Short and sweet

 Refer a friend and get {EYE-POPPINGLY GOOD REWARD}      Hi {NAME},    We hope you enjoyed your {LATEST PRODUCT / SERVICE PURCHASED}. We’re looking for people you know who might like them too.    If any of your friends, family or colleagues might find our services useful, we’d really appreciate it if you could let them know about us. We’re offering great deals for new sign ons and {EYE-POPPINGLY GOOD REWARD) for every friend you recommend who joins up.    All you’d have to do is share this link: {INSERT LINK TO REFERRAL PROGRAM PAGE ON YOUR WEBSITE} with anyone who might be interested and tell them to make sure to include your name in the referral line.    Chat soon,    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Referral Template 2: Simply the best

 We want more customers like you!      And we’d love your help with that.    Hi {NAME},    We’ve got some exciting news, and because you’re one of our top {NUMBER} customers, we’d like you to be the first to know.    We’re launching our {FIRST / ANNUAL} refer-a-friend campaign. We’re offering {EYE-POPPINGLY GOOD INCENTIVE} for every new sign-on and {AWESOME REWARD FOR REFERRER} for the customer who recommends them.    Plus, as a special thank you to you for supporting us for so long, we’d like to {DOUBLE THAT / THROW IN AN EXTRA REWARD} for any referrals we get from you.    Just send your friends this link: {LINK TO REFERRAL PROGRAM PAGE ON YOUR WEBSITE} and tell them to mention your name as their referrer. We’ll do the rest.    As always, thank you so much for sticking with us. Let’s build this baby together!    Chat soon,    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Referral Template 3: The best with detail

 We want more customers like you!      And we’d love your help with that.    Hi {NAME},    Did you know that it is {NUMBER} years since your very first order with us? And in the years since then, your support has been one of the strongest pillars of our growth. SO right off the bat, we’d like to say THANK YOU! 🤗 We appreciate it more than you know.    And now, we’ve got some exciting news to share: we’re embarking on a growth spurt!    On {DATE}, we’ll be launching our {FIRST EVER / ANNUAL} refer-a-friend campaign and we’re offering some great rewards for referrals.    Here’s what you can expect for every friend of yours who signs on:    - {GREAT REWARD 1}    - {GREAT REWARD 2}    And if they’re still with us in six months’ time, we’ll throw in an extra set of rewards too:    - {GREAT REWARD 1}    - {GREAT REWARD 2}    - {GREAT REWARD 3}    All you need to do is think about who might like what we do as much as you do, and send them this link: {LINK TO REFERRAL PROGRAM PAGE ON YOUR WEBSITE}. Don’t forget to tell them to include your name when they register. And that’s it!    We’re so excited about this next phase and we can’t wait to get to know some of your friends as we go through it.    Thank you again for all your support. Here’s to another {NUMBER OF ACTIVE YEARS AS A CUSTOMER} years together!    Chat soon,    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Referral Template 4: Spray n’ pray

 Refer a friend and get {EYE-POPPINGLY GOOD REWARD}      Hi {NAME},    We hope you enjoyed your {LATEST PRODUCT / SERVICE PURCHASED}. We’re on the lookout for more people who might like them too.    On {DATE}, we’ll be launching our {FIRST EVER / SECOND / ANNUAL} customer referral program. We’re looking for any of your friends, family members or colleagues who might like our {PRODUCT/SERVICE}. And we’re offering free {INSERT REWARD} to any customers who can help.    Interested? Just send this link: {INSERT LINK TO REFERRAL PROGRAM PAGE ON YOUR WEBSITE}, and tell them to make sure to include your name in the referral line. Don’t forget to tell them to include your name as their referrer.    Here’s to making this circle bigger!    Chat soon,    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Sales referrals for customers to pass on

What if you don’t have a referral webpage link and instead, you’re asking your customers to forward your details on to others. Minimize the risk of losing referrals in this way by preparing a referral email template to pop over to your customers that they can pass on themselves.

A few name changes and one click of a Send button later, and Voila! A new name will magically appear CC’d in your inbox and you’ll have the referral you need.

Referral Template 5: Writing it for them

 An introduction you might find useful      Hi {FRIEND NAME},    I wanted to introduce you to {NAME} from {NAME OF YOUR COMPANY}—I just bought a {PRODUCT / SERVICE} from them and I thought you might like some of their stuff too.    Their {PRODUCT or SERVICE LINE FRIEND MIGHT FIND MOST USEFUL} in particular made me think of you.    {NAME} will be happy to follow up with you or send you more info if you’re interested.    Catch up soon,    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Referral requests from friends and family

Referrals from friends or family can be a great way to build up a customer base at the start of your business journey.

Here, all the same principles listed above apply, except that you won’t have a business connection to emphasize. A good alternative to include a line that captures any success or recognition you’ve had so far. This gives your friends something solid to mention when they pass on your details.

Take a look:

Referral Template 6: Helping a brother or sister out

 Great new (TYPE OF PRODUCT / SERVICE YOU OFFER) store      Hi {FRIEND NAME},    I hope all is well on your side?    You may have heard my news already from (MUTUAL FAMILY MEMBER / FRIEND}, but I recently {STARTED / JOINED} a business doing {PRODUCT / SERVICE OFFERING}. It’s been an insane {NUMBER} months, but it’s going really well. I’ve already been ( GIVEN MY FIFTIETH FIVE STAR REVIEW / FEATURED IN A MAGAZINE / SHORTLISTED FOR A PRIZE}.    I‘m writing because I wanted to reach out to see if there’s anyone you know who would be interested in my [PRODUCT/SERVICE].    We offer any kind of [PRODUCT/SERVICE] and can tailor our services to adapt to our customer needs.    If anyone comes to mind, please let me know their details or send them to my website, {WEBSITE ADDRESS}.    I really appreciate your help.    Looking forward to seeing you {AND MUTUAL FAMILY MEMBER / FRIEND} again soon.    Thanks in advance    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Employee referral email templates for recruitment

It’s not just sales where referrals can help you. Employee referral emails are sent internally to employees asking them to recommend anyone they know when a role opens up.

As we mentioned earlier, employee referrals can make recruitment a million times easier too, and are much more likely to result in hires that fit. It’s also a great way to strengthen the ties within your employee network, increase trust and camaraderie among your workforce and often reduce the hiring time. 👯

If you offer a decent incentive, it is often less necessary to make these emails as personal as sales referral requests. The incentive should do most of the heavy lifting for you.

Referral Template 7: Tell’em I sent you

 We’re hiring! Know anyone?      Hi team,    As you’ll know, we’re always on the lookout for good people. We think the best way to find them is through the ones we already have—you!    We wanted to let you know that we’re running an ongoing employee referral program, and we’re offering {AMAZINGLY GOOD INCENTIVE} to any employee who recommends someone we end up hiring.    What we’re looking for? People with the same smarts, dedication and professionalism as you. Particular skills we’re interested in include {LANGUAGE / TECH ABILITY / KNOWLEDGE OF XX SECTOR}, but these are by no means exclusive.    If you know anyone you can vouch for who’s looking for new opportunities, just suggest they send a resume and introductory letter to {NAME and @EMAILADDRESS} and we’ll give them a call.    Thanks all! Here’s to growing the team with more like you! 💌    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

Referral Template 8: Specific shoes to fill

 We’re hiring! Know anyone?      Hi team,    First of all, as always, thank you for the stellar efforts you’ve been putting in over this year. You’re the reason we’re doing such great work!    We’ve got some fantastic vacancies opening up in the next {MONTH} and we’d love to hear from you if you know anyone you think would be a good fit. We’re giving {AWESOME INCENTIVE} for any referrals we end up hiring.    The roles we’re keen to fill are:    - {SPECIFIC ROLE 1 WITH LINK TO JOB SPEC ON WEBSITE}    - {SPECIFIC ROLE 2 WITH LINK TO JOB SPEC ON WEBSITE}    - {SPECIFIC ROLE 3 WITH LINK TO JOB SPEC ON WEBSITE}    If you’ve got someone in mind, just send them the link and tell them to mention you in their application. Or you can ask them to send you their resume and you can pass it on to the HR team. If we think they might be right for it, we’ll get in touch and invite them to apply.    The deadline for applications is {DATE}.    Thanks all! Let’s see if we can keep it in the {NAME OF BUSINESS} family!    {SIGNATURE INCLUDING ALL CONTACT DETAILS}        Send                                        

So there you have it—8 great templates for sales or employee referrals to make your work a million times easier. And with Magical to make your boring re-typing disappear, you’ll be all set for referral success!

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