2025 Referral Gift Card Standards

To ensure our clients and referral sources feel appreciated and valued, we follow a standardized process for tracking and acknowledging repeat clients, sphere clients, and referrals throughout the year.

Repeat, Referral, and Sphere Reporting Protocol

Each agent is responsible for the following:

• Immediately upon receiving a new client who is a:

  • Repeat client

  • Sphere client

  • Referral

Post in the “Repeat, Referral, and Sphere” Google Space with:

• The client’s name

• The category (Repeat, Sphere, or Referral)

• If it’s a referral, include who the referral came from (full name)

This allows us to track and properly recognize our valued referral sources.

Referral Thank You Gift Preparation (Ops Leader – Fridays)

Each Friday, the Ops Leader is responsible for preparing Thank You Cards and Starbucks gift cards for everyone who gave our team a referral that week.

1. Gather Referral Names & Addresses

   • Pull a list of referrals from the Google Space and their corresponding referrers’ names and addresses from Follow Up Boss (FUB).

2. Handwrite the Thank You Card

   • Message to include:

“ Hi [referrer name],

Thank you so much for thinking of us and sending [Client's First Name] our way! We truly appreciate your support. We look forward to serving them professionally and providing a great experience.

Wishing you all the best.

(agent’s name)”

1. Include a Starbucks Gift Card

   • Collect a gift card from the gift card box.

   • Sign it out using the sign-out sheet located inside the box.

2. Prepare the Mailing Envelope

   • Address the envelope with:

     • Referrer’s name and full mailing address (centre of envelope)

     • Our team’s return address (top left corner of envelop)

     • A postage stamp (top right corner)

3. Mail

   • Once the card is ready and sealed, bring it to the front desk before the end of your shift and ask them to mail it out.