When you apply for a job or have someone refer you to a potential employer, sending a reference mail to HR can boost your chances of getting hired. A well-written reference mail can provide additional information about your skills, experience, and character that may not be evident in your resume or cover letter.
Here are some tips to help you write an effective reference mail:
Tip 1: Keep it Short and Sweet
HR professionals receive tons of emails every day, so make sure your reference mail is concise and to the point. Ideally, it should be no more than one page long.
Tip 2: Introduce Yourself and Your Relationship with the Referral
In your introduction, briefly explain who you are and how you know the person you’re referring. This will give HR some context before they dive into the details of your referral.
Tip 3: Explain Why the Referral is a Good Fit for the Job
Focus on the specific skills and experiences that make your referral a great candidate for the job. Be specific and provide examples whenever possible.
Tip 4: Provide Contact Information
Make sure to include your contact information at the end of your email in case HR has any follow-up questions or wants to schedule an interview.
You can find some examples of reference mail templates below. Feel free to edit them as needed to fit your own unique situation.
Example 1: Referring a Former Colleague
Dear Hiring Manager,
I am writing to recommend Jane Smith for the open marketing manager position at your company. I had the pleasure of working with Jane for two years at XYZ Corporation, where she consistently impressed me with her creativity, strategic thinking, and ability to drive results.
If you’re looking for someone who can develop and execute successful marketing campaigns, build strong relationships with clients, and lead a team to success, Jane is the perfect fit for your organization. I highly recommend her for this role.
Please don’t hesitate to contact me if you have any further questions or would like to schedule an interview with Jane.
Best regards,
John Doe
Example 2: Referring a Friend
Dear Hiring Manager,
I am excited to recommend my friend Sarah Johnson for the open customer service representative position at your company. I have known Sarah for over five years, and during that time, she has consistently demonstrated her strong communication skills, attention to detail, and ability to provide excellent customer service.
If you’re looking for someone who can handle customer inquiries, resolve issues quickly and efficiently, and maintain a positive attitude in even the most challenging situations, Sarah is the perfect candidate for the job. She is a true professional and an asset to any team.
Please feel free to contact me if you have any questions or would like to learn more about Sarah’s qualifications and experience.
Best regards,
Jane Doe
Example 3: Referring Yourself for a Promotion
Dear HR Manager,
I am writing to express my strong interest in the open senior sales associate position at your company. As a current sales associate, I believe that I have the skills, experience, and track record of success necessary to excel in this role and help your organization achieve its goals.
During my time at the company, I have consistently met or exceeded my sales targets, built strong relationships with clients, and collaborated effectively with colleagues across departments. I am confident that I can bring this same level of performance to the senior sales associate position and make a positive impact on your bottom line.
Please let me know if you have any questions or would like to learn more about my qualifications and experience. I look forward to the opportunity to speak with you further about this exciting opportunity.
Best regards,
John Smith
Example 4: Referring a Former Employee
Dear HR Manager,
I am writing to recommend Tom Jones for the open software engineer position at your company. Tom worked for me as a junior developer at XYZ Corporation for three years, during which time he proved himself to be a talented and dedicated team player.
If you’re looking for someone who can develop high-quality, maintainable code, collaborate effectively with others, and stay up-to-date with the latest technologies and best practices, Tom is an excellent choice. He has a keen eye for detail and a passion for delivering great software.
Please don’t hesitate to contact me if you have any questions or would like to learn more about Tom’s qualifications and experience.
Best regards,
Jane Smith
Example 5: Referring a Student
Dear HR Manager,
I am writing to recommend Emily Nguyen for the open summer internship position at your company. Emily is a hardworking and enthusiastic student at XYZ University, where she is studying computer science and mathematics.
If you’re looking for someone who has a strong foundation in programming principles, a willingness to learn, and a passion for technology, Emily is an excellent candidate for this role. She has demonstrated her skills in a variety of projects and coursework, and I am confident that she would be a valuable addition to your team.
Thank you for your time and consideration. Please let me know if you have any questions or would like to discuss Emily’s qualifications further.
Best regards,
John Doe
Example 6: Referring a Contractor
Dear HR Manager,
I am writing to recommend Mark Johnson for the open contract position at your company. Mark has been working as a contractor for my team at XYZ Corporation for the past six months, and during that time, he has consistently delivered high-quality work and demonstrated his expertise in software development.
If you’re looking for someone who can hit the ground running, work independently, and deliver results on time and within budget, Mark is an excellent choice. He has a flexible and collaborative working style, and I am confident that he would be a valuable asset to your organization.
Please let me know if you have any questions or would like to learn more about Mark’s qualifications and experience.
Best regards,
Jane Smith
Frequently Asked Questions
Can I write a reference mail for myself?
Yes, you can write a reference mail for yourself if you’re applying for a job or a promotion. However, make sure to present your qualifications and experience objectively and avoid exaggerating your skills or accomplishments.
What should I include in a reference mail?
A reference mail should include an introduction of yourself and your relationship with the person you’re referring, an explanation of why the referral is a good fit for the job, and your contact information. Keep it short and to the point, and focus on specific skills and experiences that make the referral a strong candidate.
How do I ask someone to write a reference mail for me?
When asking someone to write a reference mail for you, be polite and clear about what you’re looking for. Provide them with your resume and a brief summary of the position you’re applying for, and let them know the deadline for the reference mail. Don’t forget to thank them for their time and support.
What should I do if I receive a negative reference mail?
If you receive a negative reference mail, it’s important to address the concerns raised by the writer as soon as possible. Contact them to discuss the issues and try to resolve them, or ask someone else to provide a reference mail on your behalf. It’s better to deal with any negative feedback upfront than to ignore it and risk damaging your chances of getting hired.
Can I send a reference mail after an interview?
Yes, you can send a follow-up reference mail after an interview to reinforce your qualifications and express your interest in the job. Keep it concise and focus on the specific skills and experiences that make you a strong candidate. Remember to thank the interviewer for their time and consideration.
Should I send a reference mail to HR or the hiring manager?
You can send a reference mail to both HR and the hiring manager, or either one depending on the specific requirements of the job application process. If you’re not sure who to send it to, reach out to the recruiter or the HR department for guidance.
Conclusion
Sending a well-crafted reference mail to HR can help you stand out from other job applicants and increase your chances of getting hired. By following these tips and using the examples provided, you can create a compelling reference mail that highlights your skills, experience, and character.