1. Verify the Job Requirements
Before you recommend someone, make sure you are familiar with the job requirements and responsibilities. Review the job description to ensure that the person you are thinking of referring is a good fit for the position.
2. Get Consent from the Referee
Always ask the person you’re considering referring if they are interested in the position before you make the referral. This not only ensures they are actually interested in the job but also that they are ready to engage in the application process.
3. Prepare a Referral Note
Write a referral note that includes:
- Your Relationship with the Candidate: Explain how you know the person and why you think they are suitable for the job.
- Candidate’s Key Qualifications: Highlight their relevant skills, experiences, and achievements that make them a good fit for the position.
- Your Contact Information: Provide your contact information in case the hiring manager or HR department has any follow-up questions.
4. Submit the Referral
Follow your company’s procedure for job referrals. This might involve:
- Using an Internal Referral System: Many companies have an online system where you can submit referrals.
- Emailing HR or the Hiring Manager: If there’s no formal system, you might need to email your referral note directly to HR or the relevant hiring manager. Attach the candidate’s resume and your referral note.
5. Inform the Candidate
Let the person you’ve referred know that you have submitted their information and advise them on any next steps they should take, such as applying online or preparing for a potential call from HR.
6. Follow Up
It’s appropriate to follow up with HR or the hiring manager after a suitable period, to check on the referral’s status. Also, keep the candidate updated on any feedback you receive.
Sample Referral Email
Here’s a simple template you can use when sending a referral via email:
Subject: Job Referral for [Job Title] – [Candidate’s Name]
Hi [HR Manager/Hiring Manager’s Name],
I hope this message finds you well. I am writing to refer [Candidate’s Name] for the [Job Title] position currently available at [Company’s Name]. I have known [Candidate’s Name] for [number of years/months] through [explain your relationship, e.g., professional association, previous job, etc.], and I believe that their skills and experiences align well with the requirements of the role.
[Candidate’s Name] has demonstrated [mention key skills or achievements relevant to the job], and I am confident in their ability to contribute positively to our team. Please find attached [Candidate’s Name]’s resume for your review.
Thank you for considering this referral. I am happy to provide further information or discuss this in more detail.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Tips on How to Communicate with HR Effectively
Referring someone for a job not only helps your friend or colleague but can also benefit your company by bringing in a trusted and vetted candidate. Just make sure to handle referrals professionally to maintain your credibility with both the candidate and your employer.
1. Understand HR’s Role and Processes
- Learn the Process: Before making a referral, understand your company’s referral process. Some companies might have specific forms to fill out or an online system to use.
- Respect HR’s Time: Recognize that HR professionals are often managing multiple tasks and recruitment processes. Provide clear and concise information to help them understand why your referral is well-suited for the position.
2. Communicate Professionally and Clearly
- Use Professional Language: When writing emails or speaking to HR, use a professional tone. Be polite and respectful, and avoid overly casual language.
- Be Specific and Concise: Clearly state the purpose of your communication. Include specific information about how you know the candidate and why you think they are a good fit for the role. Avoid unnecessary details.
3. Follow Up Appropriately
- Timing: Allow reasonable time for HR to process your referral before following up. Typically, waiting a week or two is appropriate, depending on the urgency of the hiring process.
- Method of Follow-Up: Follow up with a polite email or a brief in-person visit if you commonly interact with the HR team directly. Keep your follow-up concise and focused on the status of the referral.
4. Prepare for Feedback
- Open to Response: Be prepared for any response, whether it’s positive or negative. If HR or the hiring manager does not find your referral to be a fit for the role, respect their professional judgment.
- Ask for Feedback: If your referral is not accepted, it’s appropriate to ask for feedback. Understanding why can help you make better referrals in the future.
5. Maintain Confidentiality
- Sensitive Information: Treat information about the referral and any related communications as confidential. Avoid discussing details in open or informal settings to maintain professionalism and respect privacy.
6. Stay Informed
- Understand the Job Role: Before making a referral, ensure you are well-informed about the job requirements and the department’s needs. This can help you make a more targeted and effective referral.
7. Sample Follow-Up Email
Here’s an example of how you might follow up with HR after making a referral:
Subject: Follow-Up on Referral for [Job Title] – [Candidate’s Name]
Hi [HR Manager’s Name],
I hope you are doing well. I wanted to follow up on the referral I submitted for [Candidate’s Name] for the [Job Title] position. I believe their skills and experience could be a great match for our team, and I am keen to know if there has been any progress in the recruitment process.
Please let me know if there is any further information I can provide to assist in the process.
Thank you for your time and consideration.
Best regards,
[Your Name]
By following these guidelines, you can manage the referral process more effectively and maintain a positive relationship with HR and the candidate. Effective communication not only helps your referred candidate but also reinforces your reputation as a thoughtful and professional colleague.
