Internal Hiring Process Policy Template

This internal hiring process policy template lays a good foundation for your company’s policies on internal hiring. It should be adapted to match your company’s local needs and interests.

The Principle and Application

The company is committed to investing in its employees and supporting their professional growth and career advancement while under the employ of the company.

The internal hiring process policy describes the process for recruitment from within the company to fill available vacancies.

The policy affects all employees interested in career growth within the company. The policy gives the procedure to be followed for internal recruitment and explains the company’s role in facilitating internal job mobility.

Policy Highlights

Promotions and job mobility that enable employees to sharpen their skills and advance careers have the full backing of the company. To ensure fair and efficient hiring, the policy provides a guideline for managers and team members to follow.

The process should follow the following stages:

  1. Hiring managers should agree on whether there are qualified candidates internally to fill a position. They should think about any candidates they already have in mind. These employees should be contacted directly, but always within the company’s succession plan.
  2. If management doesn’t have a specific candidate in mind, they should post a job ad internally and give employees a chance to apply. At this stage they should decide if they would want to advertise it internally first or together with an external advertisement.
  3. The recruiting team should prepare a job posting. The input of managers should be sought to describe job duties and qualifications, including important details like benefits and work station. This should then be communicated through available platforms like email, intranet, and newsletters.
  4. The internal applications should be evaluated. All applications should be evaluated and the candidates should be given feedback.
  5. Shortlisted candidates should be called for an interview. This interview for internal candidates need not be as extensive as the one for external candidates.
  6. The recruiting team should update all the internal candidates about the status of their applications. Feedback on rejected applications may help the employees in the future to know what parts of their skills and qualifications they need to develop.
  7. All applications should be handled with strict confidence. Candidates have a right to keep their application details private. Hiring teams must respect this wish until said candidate is hired for the position, if a candidate is unsuccessful the hiring team must continue their discretion. Once an employee is hired into another position, there will be a [two weeks] notice before they report to their new office. This will enable their managers to prepare for the transition.

Mobility within the Company

Changing positions vertically and horizontally within the company is encouraged if it matches the career plans of employees. Employees must be qualified for the jobs they seek to move into and may only apply for internal promotion or movement after they have completed their probation.

A manager’s consent is not mandatory for internal vacancies. However, it is encouraged that employees are open about their career goals and create a habit of discussing them with their managers. This can be done during individual meetings or during performance review meetings.

A manager who understands an employee’s goals is more likely to be able to assist with advice on internal opportunities and how best to prepare for them.

Manager’s Brief

Managers are responsible for facilitating the growth of their employees. The company’s recruitment practices seeks to ensure there is enough talent for internal hiring. This assists employees in their internal mobility and is good for the company culture, which is also good for business.

The company will provide managers with requisite training on how to create career paths for their team members and how to excel in their jobs.

Managers are also asked to:

  • Always put the best interests of their teams first, in terms of personal and professional growth.
  • Actively be involved in the company’s succession planning.
  • Identify and recommend qualified employees for opportunities that arise.
  • Hold regular discussions with their teams and discuss advancement plans and learning opportunities.

Hard work and job skills are to be recognized and encouraged in the company. The company also desires that employees succeed within the company and advance their personal careers. To this end, managers and team members should always discuss careers and mobility in the context of the employees’ abilities and ambitions.

Download this policy sample:

Google Doc – Letter
PDF Document – Letter (.pdf)
Microsoft Word – Letter (.docx)
OpenDocument Format – Letter (.odt)
Rich Text Format – Letter (.rtf)
Plain Text – Letter (.txt)
Google Doc – A4
PDF Document – A4 (.pdf)
Microsoft Word – A4 (.docx)
OpenDocument Format – A4 (.odt)
Rich Text Format – A4 (.rtf)
Plain Text – A4 (.txt)

Disclaimer: This information is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor World Manager will assume any legal liability that may arise from the use of this information.

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