How to handle an internal job application form.

A woman looks at an HR job application form on her tablet.

Internal job applications can require certain considerations. Find out how to best manage these internal job application forms.

There are many reasons to fill open job positions internally. Internal hires boost employee retention, fill positions faster, and save money on hiring costs. But it’s essential that you manage the process correctly.

Why internal job application form processes matter.

If you’re part of an HR staff or hiring team, read on for some good tips on handling internal job application forms. A mismanaged internal job application could alienate a valuable employee and even cause them to leave your company. Electronically signing a job offer letter is beneficial for both hiring staff and employees as it saves on printing costs and the time required to print and physically bring in a document for signing.

Benefits of dialing in internal employment application processes.

Hiring internally benefits both your company and the employee.

The company enjoys:

When employees submit an internal employment application, they benefit from:

Numerous aspects make hiring internally appealing. Most notably, you can quickly and easily share a document for employees to e-sign as they’ll be familiar with the company history and policies and can more quickly get signed on and started.

How to manage an internal job application form properly.

Managing an internal job posting doesn’t have to be complicated. Create a sound recruiting strategy to attract and hire the right candidate.

1. Set clear requirements for the internal job.

The internal application management process begins before you receive a single application. Ensure you communicate all job requirements to prevent employees from applying for positions that don’t fit their personalities or skills.

2. Inform the supervisor of applications.

When you receive an internal job application form, inform the applicant’s direct supervisor. This information boosts transparency within your organization and can prepare the supervisor for a potential team opening.

However, before reaching out, ask employees whether they have already notified their supervisors about the application. If not, let them know that you will be doing so on their behalf. Some employees hesitate to tell their supervisors they’re applying for a transfer out of fear of repercussions. Make sure your company has clear policies about internal transfers and encourages open communication.

If the employee has already notified a supervisor about the application, you don’t need to address the topic with the supervisor unless the employee is a strong candidate for the role.

3. Communicate any decisions promptly.

No employee wants to think you ignored their internal employment application. Before informing any external applicant, notify all internal applicants about the final hiring decision. Clearly explain your criteria and process to reduce the possibility of fostering tension within your company. For unsuccessful applicants, consider providing constructive feedback to show that you support them in their career journeys.

Digitize your internal job application and hiring process.

Digital documents and e-signatures can help you avoid most of the described pitfalls. Adobe Acrobat allows you to quickly share hiring requirements, tag and track every internal job application, and tell your employees whether they were successful in a timely manner. E-signatures keep your important documents secure and in compliance with the ESIGN Act. Finally, e-signatures offer a quick way to get the final seal of approval with a PDF signature on any hiring documents.

Discover other ways Acrobat for business can help hiring processes and more.