Free letter template · Word

Internal Vacancy Application

An internal vacancy application is a letter an employee writes to HR to apply for an open position within the same organisation. It is used where the company has no standard IJP form, or alongside one, and sets out the employee's experience and reasons for wanting the role.

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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].

I joined [Company Name] on [Date of Joining] and am presently working as [Designation] in the [Department], Employee ID [Employee ID]. Over the last [Number] years I have been responsible for [key responsibility], which has given me direct experience in the areas required for this post.

Some of my contributions relevant to the role are:

[Achievement 1, e.g. reduced month-end closing time from 8 to 5 working days]
[Achievement 2, e.g. trained six new joiners on the vendor portal]
[Achievement 3, e.g. led the branch audit with no major observations]

I am applying because [reason, e.g. the role allows me to build on my process experience and take on team responsibility]. I meet the eligibility conditions mentioned in the notice and have no disciplinary proceedings pending against me.

I request you to consider my application. I will be glad to appear for any interview or assessment and, if selected, can take up the new role after a handover period agreed with my manager.

Enclosures:
1. Updated resume
2. Copies of last two appraisal summaries
3. [Any certificate required by the notice]

Yours faithfully,

[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Forwarded with remarks
[Reporting Manager]
Date: [Date]

Copy to: [Reporting Manager]

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What this template includes

Reference to the vacancy circular number and date
Brief profile of current role and years of service
Specific experience that matches the vacancy
Clear reason for seeking the move
Copy marked to the current reporting manager
List of enclosures such as appraisal summaries or certificates

When to use it

A vacancy is announced in a circular and applicants are asked to apply in writing
A senior post falls vacant and you want to express interest formally
Your company does not have an internal job posting form
A government-style or PSU-style organisation asks for applications through proper channel

How to customise this template

1Quote the exact circular or notice number from the vacancy announcement
2Replace the sample achievements with two or three measurable ones of your own
3If applications must go through proper channel, route it via your manager first
4Attach only documents that the circular asks for

HR tips

Keep the letter to one page; the interview is where you elaborate
Inform your manager before HR receives the application
Avoid criticising your current team as the reason for moving
Apply before the circular's last date and keep an acknowledged copy

For HR & hiring managers

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Frequently asked questions

How do I write an application for an internal vacancy?+

Address it to HR, quote the vacancy reference, summarise your current role and relevant experience, explain why you want the post, and mark a copy to your manager.

What does applying through proper channel mean?+

It means the application is forwarded through your reporting manager or department head, who adds remarks before it reaches HR.

Should I attach my resume to an internal application?+

Attach an updated resume if the circular asks for one or if your role has changed a lot since joining. HR already holds your personnel file.

All 50 increment, promotion & career →

[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
Form · Word
Internal Job Application Form
Download .docx

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

[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

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[Company Logo][Company Name]

SALARY INCREMENT LETTER

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

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

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

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[Company Logo][Company Name]

SALARY REVISION LETTER

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

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

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[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
Download .docx
[Company Logo][Company Name]
PROMOTION ANNOUNCEMENT
Subject: Congratulations to [Employee Name] on Promotion as [New Designation]
From:
[HR Name] / [Department Head]
To:
[Distribution List]
Date:
[Date]
Ref. No.:
[Reference Number]
Dear Team,
We are pleased to announce that [Employee Name], currently [Current Designation] in the [Department] team, has been promoted to [New Designation] with effect from [Effective Date].
[Employee Name] joined [Company Name] on [Date of Joining] and has consistently delivered strong results. Some notable contributions include [Achievement 1], [Achievement 2] and [Achievement 3]. This promotion recognises that commitment and the trust the leadership team places in [his/her/their] ability to take on larger responsibilities.
New Responsibilities
Email template · Word
Promotion Announcement
Download .docx

[Company Logo][Company Name]

DESIGNATION CHANGE LETTER

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

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

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

Download .docx

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

Internal Vacancy Application

Preview of the letter

Subject: Application for the Post of [Vacant Position] – Vacancy Notice No. [Vacancy Notice Number] dated [Date]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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