Free form template · Word

Internal Job Application Form

An internal job application form lets an existing employee apply for an opening advertised through the company's Internal Job Posting (IJP) programme. The employee fills it in, the current manager records consent or comments, and HR uses it to check eligibility before interviews.

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[Company Logo][Company Name]

INTERNAL JOB APPLICATION FORM

Company:: [Company Name]
IJP Reference No.:: [Reference Number]
Date of Submission:: [Date]

Section A: Employee Details

Employee Name
Employee ID
Current Designation
Grade / Band
Department
Work Location
Reporting Manager
Date of Joining
Months in Current Role
Official Email ID
Mobile Number

Section B: Position Applied For

Position Title
Department / Function
Location
Grade of Position
Hiring Manager
Where did you see this opening (intranet / email / notice board)

Section C: Qualifications and Experience

Highest Qualification
Professional Certifications
Total Work Experience (years)
Experience within the Company (years)
Key Skills Relevant to the Position
Major Achievements in Current Role
Last Two Performance Ratings (Year and Rating)

Section D: Statement of Interest

Why are you interested in this position
How will your experience help in the new role
Earliest date you can move if selected

Section E: Current Manager's Acknowledgement

Manager Name
Comments on Applicant's Readiness
Proposed Release Time (days)
Manager Signature and Date

Section F: For HR Use Only

Minimum tenure in current role met
Performance rating meets IJP criteria
No disciplinary proceedings pending
Application forwarded to hiring manager on [Date]

HR Remarks
Shortlisted (Yes / No)
Interview Date
Final Outcome

Declaration

I confirm that the information given in this form is true and complete. I have read the Internal Job Posting policy of [Company Name] and understand that applying does not guarantee selection, and that my current terms of employment continue until a written decision is issued.

Applicant
[Employee Name]
Date: [Date]

Received by HR
[HR Name]
Date: [Date]

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What this template includes

IJP reference number so each application maps to one posting
Current role, grade and tenure to check minimum service rules
Last two performance ratings for eligibility screening
Skills and achievements relevant to the new role
Reasons for applying, which helps the interview panel
Current manager's acknowledgement to avoid surprises
HR eligibility check section for an audit trail

When to use it

An opening is advertised on the intranet or notice board under the IJP policy
You want one standard format for every internal applicant across locations
HR needs to confirm tenure, rating and disciplinary eligibility before shortlisting
The hiring manager wants to compare internal applicants on the same fields

How to customise this template

1Insert your IJP eligibility rules, such as minimum months in current role
2Add or remove rating fields to match your appraisal cycle
3Decide whether manager consent is mandatory or only an intimation, and edit the wording
4Add your HRMS employee code format to the Employee ID field
5Fix the submission deadline and the HR email or portal for returns

HR tips

Keep internal applications confidential until the shortlist stage
Do not let a manager block an eligible applicant without a recorded reason
Tell every applicant the outcome in writing, including those not selected
Apply the same eligibility rules to every internal candidate

For HR & hiring managers

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Frequently asked questions

Who can apply through an internal job application form?+

Usually any confirmed employee who meets the IJP policy rules, such as a minimum tenure in the current role, an acceptable performance rating and no pending disciplinary action.

Does my current manager need to approve an internal application?+

Many Indian companies require the manager to be informed rather than to approve. Check your IJP policy; the form has a section that can be used either way.

Is an internal applicant interviewed like an external candidate?+

Generally yes. Internal applicants go through the same interview panel, though some companies skip the initial screening round because records are already available.

What happens to my current salary if I am selected?+

Pay is reviewed by HR based on the grade of the new role. Any revision is confirmed in a transfer or role change letter.

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[Company Logo][Company Name]
APPLICATION FOR INTERNAL VACANCY
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The Head – Human Resources
[Company Name]
[Company Address]
Through: [Reporting Manager], [Department]
Subject: Application for the Post of [Vacant Position] – Vacancy Notice No. [Vacancy Notice Number] dated [Date]
Dear Sir / Madam,
With reference to the above vacancy notice, I wish to apply for the post of [Vacant Position] in the [Hiring Department] at [Work Location].
Letter · Word
Internal Vacancy Application
Download .docx

[Company Logo][Company Name]

INTERNAL TRANSFER APPLICATION FORM

Company:: [Company Name]
Application No.:: [Reference Number]
Date:: [Date]

1. Employee Details

Employee Name
Employee ID
Designation
Grade / Band
Department
Current Work Location
Reporting Manager
Date of Joining
Date of Joining Current Location
Mobile Number

2. Transfer Requested

Type of Transfer (Location / Department / Both)
First Preference – Location or Department
Second Preference – Location or Department
Preferred Date of Transfer
Willing to accept any role at same grade (Yes / No)

3. Reason for Transfer

Form · Word

Internal Transfer Application

Download .docx

[Company Logo][Company Name]

INTERNAL PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
IJP Reference:: [IJP Number]

To,
[Employee Name]
Employee ID: [Employee ID]
[Current Designation], [Department]
[Work Location]

Subject: Selection for the Position of [New Designation] through Internal Job Posting

Dear [Employee Name],

With reference to your application against Internal Job Posting [IJP Number] and the interviews held on [Interview Date], we are pleased to inform you that you have been selected for the position of [New Designation] in the [New Department] department.

Particulars	Details
New Designation	[New Designation]
Grade / Band	[New Grade]
Department	[New Department]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]
Release from Current Role	[DD/MM/YYYY]
Joining in New Role	[DD/MM/YYYY]

Letter · Word

Internal Promotion Letter

Download .docx

[Company Logo][Company Name]

PROMOTION RECOMMENDATION FORM

Company:: [Company Name]
Promotion Cycle:: [YYYY–YY] / Out of cycle
Form Ref.:: [Reference Number]

Section 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Current Grade	[Grade]
Time in Current Grade	[Years]

Section 2: Proposed Role

Proposed Designation	[New Designation]
Proposed Grade	[New Grade]
Proposed Effective Date	[DD/MM/YYYY]
Vacancy / new position	[Details]

Section 3: Eligibility Check

Form · Word

Promotion Recommendation Form

Download .docx

[Company Logo][Company Name]

PROMOTION APPROVAL FORM

Company:: [Company Name]
Recommendation Ref.:: [Reference Number]
Date Submitted:: [Date]

A. Employee and Proposal

Item	Current	Proposed
Employee Name / ID	[Employee Name] / [Employee ID]	–
Designation	[Designation]	[New Designation]
Grade	[Grade]	[New Grade]
Department / Location	[Department] / [Work Location]	[Department] / [Work Location]
Annual CTC (₹)	[CTC]	[Revised CTC]
Effective Date	–	[DD/MM/YYYY]

B. Financial Impact

Increase in CTC: ₹[Amount] ([Percentage]%)
Impact on current year budget: ₹[Amount]
Within approved budget: Yes / No
Grade pay range for new grade: ₹[Min] – ₹[Max]

C. Approval Matrix

Form · Word

Promotion Approval Form

Download .docx

[Company Logo][Company Name]

PROMOTION EVALUATION FORM

Company:: [Company Name]
Promotion Cycle:: [Cycle / Year]
Form No.:: [Reference Number]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Current Designation	[Designation]
Current Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Date of Joining	[Date of Joining]
Date of Last Promotion	[DD/MM/YYYY]
Reporting Manager	[Reporting Manager]
Proposed Designation / Grade	[Proposed Designation]

2. Eligibility Check

Minimum time in current grade completed ([Number] years)
Performance rating of [Rating] or above in the last two cycles
No disciplinary action pending or in force
Mandatory training and certifications completed
Approved position available in the proposed grade

3. Performance History

Form · Word

Promotion Evaluation Form

Download .docx

[Company Logo][Company Name]

INCREMENT RECOMMENDATION FORM

Company:: [Company Name]
Increment Cycle:: [YYYY–YY]
Effective Date:: [DD/MM/YYYY]
Department:: [Department]

Merit Increase Guideline

Final Rating	Compa-ratio below 0.90	Compa-ratio 0.90–1.10	Compa-ratio above 1.10
5 – Outstanding	[%–%]	[%–%]	[%–%]
4 – Exceeds	[%–%]	[%–%]	[%–%]
3 – Meets	[%–%]	[%–%]	[%–%]
2 – Needs Improvement	[%–%]	[%–%]	[%–%]
1 – Unsatisfactory	Nil	Nil	Nil

Recommendations

Emp. ID	Employee Name	Designation	Final Rating	Current CTC (₹)	Compa-ratio	Recommended %	Increment (₹)	Revised CTC (₹)	Remarks
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]

Deviations from Guideline

Form · Word

Increment Recommendation Form

Download .docx

[Company Logo][Company Name]

INCREMENT APPROVAL FORM

Form No.:: [Reference Number]
Appraisal Cycle:: [FY 20XX–XX]
Date:: [Date]

A. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Grade / Band	[Grade]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]

B. Increment Proposal

Particulars	Current (₹ p.a.)	Proposed (₹ p.a.)	Change (%)
Basic Salary	[Amount]	[Amount]	[x]%
HRA	[Amount]	[Amount]	[x]%
Special Allowance	[Amount]	[Amount]	[x]%
Employer PF Contribution	[Amount]	[Amount]	[x]%
Total CTC	[CTC]	[Amount]	[x]%

Type of Increment: Annual Merit / Off-cycle / Market Correction / Special
Performance Rating	[Rating]
Effective Date	[DD/MM/YYYY]
Arrears Payable: Yes / No – Amount ₹ [Amount]
Position in Salary Band after Increment: Below Min / Within / Above Max

Form · Word

Increment Approval Form

Download .docx

Internal Job Application Form

Preview of the form

Section A: Employee Details

Section B: Position Applied For

Section C: Qualifications and Experience

Section D: Statement of Interest

Section E: Current Manager's Acknowledgement

Section F: For HR Use Only

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates