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.

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).
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)”

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.
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)
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.
Document
- Add a note to the client’s file on FUB to state that the referral card was sent out and include the date.