In your email include:
- Job title
- Department (optionally, mention manager’s name)
- Location (if applicable)
- Key responsibilities
- Application process and deadline
Clarify whether you plan to or have already made this job opening available to external applicants. If you’ve published the position (either to a job board or to your company’s intranet) add a link to the full job description.
You could also attach your company’s internal job posting policy or prompt employees to refer to it for more details about your application process.
Note that it might be best to send this internal job posting email only to eligible employees (e.g. those who have the desired skills or don’t need to relocate.)
Internal job posting email template
Email subject line
Internal job opening: [Job_title] / Looking for a new [Job_title]
As you may already know, there’s a vacancy for a [Job_title] in our [Department, e.g. Marketing Department.] Although we plan to publish this job opening to external channels, we strongly encourage any current employee who is interested in the role to apply.
Our new [Job_title] will work on the [e.g. Product Marketing] team and be responsible for [mention two or three main duties.]
To be considered for this role, you [mention must-have and nice-to-have requirements, e.g. should have experience monitoring and deploying software using Python or Ruby and be interested in learning more about virtualization and automation scripts.]
Click here [insert link to job ad] for a full job description.
To apply for this role, reply to this email by [date] with your resume and explain why you’re interested in this position.
Feel free to contact our HR team [include contact details] or refer to our company’s internal job posting policy [insert link or mention that you’ve attached the relevant file] if you have any questions about the position or the process.
Email sign off
[Your email signature]
Frequently asked questions
- Why might a company prioritize internal candidates over external ones for job openings?
- Hiring internally promotes employee growth, reduces onboarding time, and leverages existing familiarity with company culture and processes, offering potential cost and time savings.
- How is a job's location relevant in an internal job posting email?
- Location determines feasibility for existing employees; it helps them assess commute, possible relocation, or potential remote working implications before applying.
- What's the significance of linking to a company's internal job posting policy?
- This provides employees clarity on the application process, ensures transparency, and reduces the frequency of HR queries regarding internal hiring practices.
- Why might companies limit sending internal job postings only to eligible employees?
- Targeting qualified employees streamlines the hiring process, reduces unqualified applications, and prevents potential frustrations among staff not suitable for the role.
- What is the role of the HR team in internal job applications?
- The HR team guides internal applicants, clarifies role requirements, ensures a fair selection process, and assists with internal transitions, reinforcing transparent hiring practices.