Quick answer: An internal job posting tells current employees a seat is open before or beside the public search. Use a short template: title, manager, purpose, duties, required versus preferred, eligibility, how to apply, deadline, and contact. For small teams, about five to seven business days on one channel is enough.
I have seen internal posts that were three paragraphs of cheerleading and zero facts. People cannot apply to vibes. In my opinion, internals deserve the same clarity you give external candidates, just with less marketing.
Copy this internal job posting template
INTERNAL JOB POSTING
Title:
Department / manager:
Location (office / remote / hybrid):
Purpose of the role (2 to 4 lines):
Key duties (pick 3 to 7):
1.
2.
3.
4.
5.
Required (must have):
-
-
-
Preferred (nice to have):
-
-
Pay band (if your team shares ranges):
Eligibility (tenure, team, location rules):
How to apply (email, form, or ATS link):
Deadline (date and time, timezone):
Contact for questions:
Posted date:Fill every field you can. Empty required lines are how weak fits sneak into interviews.
Practical norms for teams of 10 to 50
These are common small team habits, not invented legal rules. Check your local employment rules if you are unsure.
Window: About five to seven business days internal before or alongside external posting. One clear deadline beats an open ended maybe.
Channel: One place only. Slack plus email plus a printout on the fridge creates three versions of the truth.
Manager permission to apply: Do not require it. People should be free to raise their hand. If they reach shortlist, then notify the current manager so coverage can be planned.
Unsuccessful internals: Send a real answer. Tie it to the role needs. Our rejection email after interview patterns work for internals too, with one change: be ready for a hallway follow up, so keep notes.
How to run the process without drama
- Post the template in your one channel.
- Collect applications in one inbox or ATS view.
- Screen against required items only at first.
- Invite with a clear interview invitation email.
- Score everyone on the same sheet using an interview scorecard template.
- Decide, tell internals first, then move external if needed.
Same questions. Same scorecard. No special shortcut because someone already sits two desks away. Familiarity is not evidence.
What to say when an internal does not get it
Keep it short and true:
“We chose someone with deeper [skill]. Thank you for applying. Happy to talk about growth areas if useful.”
Do not invent a future role to soften the no. Empty promises are worse than a clean decision.
Why this template is enough
You do not need a 12 page mobility policy to treat people fairly. You need a clear post, a fixed window, free application, and honest outcomes.
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Post it. Close it on the deadline. Decide with notes. That is the whole loop.
Frequently asked questions
What should an internal job posting include?
Title, department and manager, location, purpose, three to seven duties, required versus preferred skills, pay band if you share it, who may apply, how to apply, deadline, and a contact person.
How long should an internal posting stay open?
For small teams, about five to seven business days on one channel is a practical norm, not a law. Longer only if your written policy says so.
Do employees need manager permission to apply?
In my opinion, no. Let people apply freely. Notify the current manager if someone is shortlisted, not before they click apply.
What do you tell unsuccessful internal candidates?
Give a real answer tied to the role, not a vague compliment. Same day you decide is best. Silence damages trust faster than a clear no.