HR articles

Internal Job Posting Template

2025-07-05 19:59
Internal hiring is a critical yet often underdeveloped strategy—only 6% of organizations excel at moving employees between roles, with 49% citing a lack of relevant processes as a major barrier. One way to solve this problem is to implement a standardized internal job posting template to drive internal mobility.
An internal job posting (also known as an internal position, notice of vacancy, or internal job advertisement) is a job opening shared exclusively within a company to allow existing employees to fill open roles.

The benefits of internal hiring

  • Shorter hiring and onboarding processes
  • Cost-effectiveness
  • Improved morale and retention
  • Lower overall risk
  • Strong L&D culture
What are 3 most common challenges HR teams face when managing internal job postings?
  • Creating visibility for internal opportunities: Even if you have a dedicated place to share internal jobs, such as an internal job board or intranet, many employees don’t actively look or may not know where to find these opportunities. Create visibility by making timely, attention-grabbing announcements.
  • Resistance from line managers (talent hoarding): Some managers may be reluctant to let their top performers join other teams, as they worry about losing key talent or backfilling roles. Manage this mindset through clear policies and leadership support for internal mobility.
  • Lack of clarity on internal hiring processes: Employees are often unsure how HR handles internal applications or what their chances are. This may discourage them from applying. Point them to a handbook or specific guidelines on your company’s internal hiring process to build trust.

What to include in an internal job posting

Creating clear, comprehensive internal job postings will help you attract the right talent from within your company, manage expectations, and ensure a smooth application process. Here are the elements every effective internal job posting should include:
  • Job title and department: Clearly state the job title and the department under which it falls. This gives employees context and helps them gauge their own interest.
  • The role’s purpose: Briefly explain the job’s strategic importance within its team and the broader organization. This helps candidates understand its potential impact.
  • Key responsibilities: List the role’s primary responsibilities. Be as specific and accurate as possible to offer a realistic picture of the day-to-day work the role entails.
  • Required skills/qualifications: List the skills, knowledge, and experience the role requires. This may include certifications, years of experience, or software proficiency.
  • Other eligibility criteria: To avoid confusion, specify all relevant eligibility criteria (e.g., ‘must have been in current role for a minimum of X months/years’).
  • Application process and deadline: Provide a submission deadline and explain how employees should apply (e.g., through email or the internal HR portal.
  • Point of contact: Provide the name and contact details of the relevant HR rep or hiring manager, so that employees can contact them with their questions or concerns.

Why use an internal job posting template?

1. Saves time

Developing a brand-new job posting for every vacancy is time-consuming. However, a standardized internal job posting template allows your HR team to quickly populate all the necessary details without writing every new position announcement from scratch.

2. Ensures consistency and professionalism

A standardized internal job posting template guarantees that all your internal job ads will maintain a consistent look and professional feel, which will reflect well on your hiring team and build trust among potential candidates in your HR team and the company in general.

3. Reduces errors or missing information

Because of its predefined fields and sections, as well as detailed guidelines on how to use it, a well-designed internal job posting template can double as a checklist. This can help significantly reduce the likelihood of errors and omission of crucial information.

4. Helps employees understand and act on opportunities

A template provides a consistent format that tells candidates the exact responsibilities and criteria associated with each role, as well as the application instructions. This helps them quickly understand new positions and confidently take relevant opportunities.

5. Can be reused and adapted for various roles

The main advantage of a template is its adaptability. Once created, it can be easily customized to cover a wide range of internal positions, from entry-level to senior leadership roles. This can also help you to build and expand your HR toolkit library.
👉🏻 Free internal job posting template

Examples

Subject: Grow your career with our new vacancy in marketing

Hey team,

We have exciting news: Our Marketing Department is seeking a Senior Project Coordinator to help us launch incredible campaigns. This internal job posting is a fantastic opportunity to further develop your skills and contribute to our strategic growth.

At [Company Name], we’re passionate about nurturing talent from within, and this role offers a direct path for advancement.

Ready to make an impact? Learn more and apply here [job application link]. We encourage all qualifying staff members to explore this opportunity and consider how your unique skills can contribute to our mission.
Subject: Internal vacancy for Senior Project Coordinator (Marketing Department)

Dear team,

As part of [Company Name]’s commitment to cultivating internal talent and providing ongoing development pathways for our existing staff, we’re pleased to announce an internal job posting for the role of Senior Project Coordinator in the Marketing Department.

This internal position offers a unique opportunity for a passionate, experienced individual to play a pivotal role in managing our campaigns and driving our key objectives. We’re dedicated to empowering our employees with career progression, and this vacancy reflects our ongoing investment in your future.

Ready to make an impact? Learn more and apply here: [job application link].

If you have any questions, please contact [HR contact name and email].

Thank you for your continued dedication to [Company Name].

Sincerely,

Your Human Resources Team
Internal job posting announcement on your HR portal
Internal job posting: Senior Project Coordinator

Department: Marketing Department

Overview:

[Company Name] is seeking a highly skilled and motivated Senior Project Coordinator to join our Marketing Department.

This crucial internal hire will guide project efforts, mentor junior team members, and contribute to the strategic planning and execution of our marketing initiatives. We’re deeply invested in the growth and development of our employees, and this role represents a significant career advancement opportunity within our organization.

Key responsibilities:

• Lead the design, development, and deployment of scalable marketing campaigns.

• Manage project timelines.

• Ensure adherence to best practices.

• Mentor and guide project team members.

• Collaborate with product management and other departments to define project requirements and solutions.

• Conduct project reviews and ensure high-quality, successful outcomes.

Required qualifications and experience:

• Bachelor’s degree in Marketing, Business, or a related field.

• Minimum seven years’ experience in project coordination, with at least three years in a mid-level role.

• Proficiency in Asana, Jira, Salesforce, and Agile methodologies.

• Demonstrated leadership and problem-solving skills.

• Excellent communication and interpersonal abilities.

Eligibility rules:

• Must have been in current role for a minimum of 12 months.

• Must have ‘Meets Expectations’ or higher on their most recent performance review.

Our commitment to diversity, equity, inclusion, and belonging:

At [Company Name], we’re dedicated to cultivating a diverse, equitable, and inclusive work environment where all employees feel they belong.

This internal position is open to all qualified employees.

We encourage applications from individuals of all backgrounds who meet the role’s requirements.

We believe in building strong teams through internal talent development and providing everyone with equitable pathways for growth and development.

Application process and deadline:

Interested and qualified staff members should submit their résumés and a cover letter through this HR portal by [application deadline].

For more information:

For confidential inquiries about this internal job posting, please contact [HR representative / Hiring Manager name] at [relevant email address / internal chat handle].

What competencies HR needs to organise an effective internal recruitment process

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