How do you write an email when you have been referred but don’t know the proper etiquette? It’s a common question, and luckily, there’s a simple answer. The key is to keep it brief, but not too brief, and to focus on the other person’s needs rather than your own.
But before we dive into the details, let’s clarify: what exactly do we mean by a referral email? A referral email is when someone introduces you to another person via email. It’s not the same as a cold email, where you’re reaching out to someone you don’t know. In a referral email, you already have a connection, which means you’re more likely to get a response.
Now, back to the question at hand. How do you write a referral email that will get a response? First, start with the subject line. Make it clear and concise, and mention the referral in the subject if possible. For example, “Referred to you by [Name]” or “Introduction from [Name].”
Next, open with a friendly greeting and thank the person for their time. Then, explain who you are and how you know the person who referred you. Be sure to mention any specific details that will help jog their memory, such as how you met or what you talked about.
Now comes the important part: focus on the other person’s needs. Explain why you’re reaching out to them and what you hope to gain from the relationship. Be specific and clear, but also concise. Don’t make the email too long or overwhelming.
Finally, end the email with a clear call to action. Ask for a meeting or phone call, but be flexible with scheduling. Make it easy for the other person to say yes.
If you’re still feeling lost, don’t worry. There are plenty of examples of referral emails out there that you can edit as needed. And remember, the key to a successful referral email is to keep it focused on the other person’s needs, not your own. With just a little bit of effort, you can turn a referral into a valuable connection.
The Best Structure for Writing an Email When You Have Been Referred
Writing an email can be daunting, especially when you have been referred. However, the referral puts you in a better position than cold emailing, as it shows that you have a common connection already. To ensure that you make the most of this opportunity, it is important to structure your email correctly. A well-written email increases the chances of a response and can lead to a fruitful conversation.
The following is a structure that you can use to write an effective email when you have been referred.
Subject Line
The subject line of your email is the first thing the receiver sees. It is essential to make it relevant and concise. For instance, you can use the name of the person referring you in your subject line. This makes it easy for the receiver to identify the referral and determine that the email is not a random one.
Opening
Start by thanking the person who referred you. This shows that you appreciate their effort and sets a good tone for the rest of the email. Additionally, mention the mutual connection you have. This creates familiarity and can make the receiver more receptive to your message.
The Body
The body of the email should be broken down into three parts:
Introduction
In this section, introduce yourself and your background briefly. Highlight why you are reaching out and the value you can bring to the receiver. Be specific, and avoid using buzzwords that don’t add value to your message. The introduction should be straight to the point and concise.
The Ask
Now that you have set the stage, ask for what you need. Be clear and direct about your request. Whether it’s a job interview, a call, or an introduction to someone else, make sure that your ask is well-defined. Also, provide context for your ask and explain why it is relevant to the receiver.
Closing
End your email with gratitude and appreciation for the receiver’s time and effort. Include your contact information and ask them to contact you at their convenience. It is also crucial to reiterate your ask and express your willingness to follow up.
Closing
End your email with a closing remark and your signature. The closing should be appropriate to the tone of your email and should convey professionalism. Avoid using generic closings such as “Thank you in advance,” and instead, try to be more personal.
By following the above structure, you can write an effective email when you have been referred. Remember that a well-written email can make all the difference in getting the response you need. Keep it clear, concise, and personable for the best results.
Sample Email for Job Referral
Referral for Marketing Assistant Position
Dear [Referrer’s Name],
I hope this email finds you well. I am really grateful for your referral for the marketing assistant position at XYZ Company. I assure you that I am excited about the opportunity to apply my knowledge and skills with your help.
As per your suggestion, I have already submitted my application on the company’s website. I believe that my prior work experience, especially in marketing research and analysis, will enable me to excel in this position.
If you happen to have any further advice or recommendation on how I can best demonstrate my abilities to the hiring manager, I would greatly appreciate it.
Thank you again for your valuable recommendation!
Best Regards,
[Your Name]
Referral for Freelance Writing Gig
Dear [Referrer’s Name],
I hope this email finds you well. I wanted to take a moment to thank you for referring me to your colleague for the freelance writing gig. I deeply appreciate your confidence in my writing skills.
I have already contacted your colleague and submitted my writing samples for review. As requested, I also provided a brief write-up on my previous experience in writing for online publications.
If you come across any other opportunities that you believe would be a good fit for my writing skills, I would be happy to hear about them.
Thank you once again for your support, I look forward to working with your colleague!
Sincerely,
[Your Name]
Referral for Business Partnership
Dear [Referrer’s Name],
I hope this email finds you well. Firstly, thank you so much for referring me to your business partner. I am excited about the potential partnership that could develop between our two companies.
As you’re aware, my company specializes in providing digital marketing services to small businesses. In speaking with your business partner, I was impressed with their extensive network of potential clients that could benefit from our services.
I have provided your partner with a detailed proposal, outlining our service offerings and unique value proposition. We are now in the process of discussing the terms and conditions of the potential partnership.
Thank you once again for the invaluable referral. I look forward to working with your business partner and creating successful results.
Warm Regards,
[Your Name]
Referral for Graduate School Admissions
Dear [Referrer’s Name],
I hope this email finds you well. I wanted to thank you for putting me in touch with the admissions counselor at your alma mater. I have now submitted my application along with all required documents, as suggested by the counselor.
I greatly appreciate the insights you shared regarding the admission process and the specifics of the program. Your experiences have given me confidence in my application and my future academic pursuits.
Please let me know if you have any further advice or recommendations on how to best prepare for the admissions process. I really appreciate your support thus far.
Thank you again for your referral to the admissions counselor.
Best Regards,
[Your Name]
Referral for Real Estate Agent
Dear [Referrer’s Name],
I hope this email finds you well. Firstly, thank you so much for referring me to your real estate agent. My partner and I appreciate your recommendation and are excited about embarking on our homeownership journey.
As you know, we have already had the initial consultation with your real estate agent. We were impressed with their thoroughness and professionalism in guiding us through the real estate buying process.
We are now actively looking at potential properties that meet our criteria and budget, with the help of your agent. We will keep you updated on our progress and any developments.
Once again, thank you for your valuable recommendation and support. We look forward to the journey ahead.
Warm Regards,
[Your Name]
Referral for Volunteer Work
Dear [Referrer’s Name],
I hope you’re doing well. I wanted to personally thank you for referring me to the volunteer coordinator at Community Builders. It was a wonderful opportunity for me to give back to the community, and I greatly appreciate you thinking of me.
As you know, I assisted with the food bank distribution on Saturday. The experience was very rewarding, and I’m grateful for the chance to help the less fortunate.
If there are any other volunteer opportunities you know of that could benefit from my skills or interests, I would be happy to get involved.
Once again, thank you for your referral and for being a supportive community member!
Best Regards,
[Your Name]
Referral for Mentorship
Dear [Referrer’s Name],
I hope you are doing well. I wanted to express my gratitude for referring me to your mentor. I am excited about the opportunity to receive guidance from someone who has had professional experience in my field.
As you know, I reached out to your mentor and arranged for the first session. We discussed my goals and agreed on a plan of action to achieve them. I found the conversation to be insightful and motivating.
I am looking forward to the next session and to learn more from your mentor’s experience.
Thank you once again for your referral and support.
Best Regards,
[Your Name]
Tips for Writing an Email When You Have Been Referred
Writing an email after you have been referred can be a tricky task, especially if you want to make the best impression possible. Here are some tips to help you craft a winning email:
1. Acknowledge the referral: Begin your email by acknowledging the person who referred you. Express your gratitude for the referral and let them know how much you appreciate it.
2. Briefly introduce yourself: Take a paragraph to introduce yourself, emphasizing your skills and experience that are relevant to the opportunity you are pursuing. Briefly describe your current role and responsibilities, and highlight any notable accomplishments.
3. Explain why you are interested: In a few sentences, explain why you are interested in the opportunity at hand. Be specific and highlight the aspects of the role or company that excite you and how you can contribute.
4. Provide context: Anytime you are writing an email, it’s important to put your message in context. If you are reaching out to someone cold, you need to provide a brief background on who you are and what you are looking for. In the case of a referral, it’s important to provide context around how you know the person who referred you and why you are reaching out to them.
5. Request an introduction: If you are reaching out to the person who referred you, ask if they would be willing to introduce you to the appropriate person at the company. This can help you establish a relationship with the hiring manager or executive and give you an opportunity to make a stronger impression.
6. End with a call-to-action: End your email with a clear call-to-action. Let the recipient know what the next steps are and how you can be contacted. This will help ensure that your email is not only well-written but also actionable.
With these tips, you can craft an email that impresses and makes a lasting impression on the recipient, all while staying true to your own writing style. Remember to keep your email concise, professional, and focused on the opportunity at hand.
How to Write an Email when You Have Been Referred
What is the best way to start an email when you have been referred?
The best way to start an email when you have been referred is to mention the name of the person who referred you and explain the reason you are reaching out.
What are some dos and don’ts when writing an email after being referred?
Some dos include expressing your gratitude to the person who referred you, being concise and professional, and making a clear ask. Some don’ts include using slang or informal language, asking for too much, or not following up on the referral.
What should I do if I don’t know the person who referred me very well?
If you don’t know the person who referred you well, it’s essential to introduce yourself briefly and explain why you are reaching out. You can also ask for more information about the person you’ve been referred to, or conduct further research to get a better understanding of the person’s background and interests.
What is the best subject line to use when writing an email after being referred?
The best subject line to use when writing an email after being referred is to mention the name of the person who referred you and be specific about the reason for your email.
Should I follow up with my referral after sending the initial email?
Yes, it’s always a good idea to follow up with your referral after sending the initial email. It shows that you are serious about the opportunity and are willing to put in the extra effort to make things happen.
How do I address the person I’ve been referred to in my email?
You should address the person you’ve been referred to respectfully by using their name and appropriate titles. If you are unsure about how to address them, it’s better to err on the side of formality.
What should I include in the body of my email when I’ve been referred?
In the body of your email, you should introduce yourself briefly, express your gratitude for the referral, explain your reason for reaching out, and make a clear ask. You should also include any relevant information about your background or experience that would help build confidence in your abilities.
How long should my email be?
Your email should be concise and to the point. It should be no more than three or four short paragraphs, depending on the level of detail required to make your ask clear.
Should I include my resume in my email?
It depends on the situation. If you are applying for a job or requesting an informational interview, it’s a good idea to include your resume as an attachment. However, if you are simply reaching out to make a connection, you may not need to include your resume initially.
Is it appropriate to ask for more referrals in my email?
If you’ve received a referral from someone, it’s generally not appropriate to ask for more referrals in the same email. It can come across as pushy or insincere. However, if you have built a relationship with the person you’ve been referred to, you may be able to ask for additional referrals later on.
Wrap it up!
And that’s how you write an email after being referred – simple and effective! Remember to keep it brief, personalized, and thank the referee. By following these tips, you can make a great first impression while maintaining a casual tone. Thanks for reading, folks! Make sure to check back in for more tips and tricks on how to master the art of communication.