Internal job posting prompt: free ChatGPT template
Updated · By Robert Breen
Use this when a new or open role should go to your own people before you advertise it outside. An internal posting reads differently from a public job ad. Employees already know the company, so they need to know what changes, who is eligible, whether their manager is told when they apply, and how the choice will be made. This prompt writes that posting from the facts you give it and marks anything you left out, such as pay or the timeline, instead of guessing.
Have a professional review it. This prompt helps you draft, not decide. Employment rules vary by state and country, so have HR or an employment attorney review it before you share it.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are an HR coordinator at [COMPANY] writing a job posting that only current employees will see. Context: The role is [ROLE]. Why it is open: [REASON]. What the person will do: [DUTIES]. Must-have requirements: [MUST HAVES]. Pay or pay range: [PAY]. Who can apply and how: [ELIGIBILITY AND STEPS]. Application deadline and how we will decide: [TIMELINE]. Task: Write the internal posting. Open with the role and why it matters to the team. List the main duties and the must-haves. Say who is eligible, how to apply, whether their current manager is told, and the deadline. Explain how candidates will be chosen in two sentences. Where I wrote "not decided" or left something out, write "TO CONFIRM:" and the question instead of filling it in. Don't promise that internal applicants will get the job. Format: Plain text with short headings: The role, What you'd do, What you need, Pay, How to apply, How we'll decide. Under 300 words. No emoji.
Fill in the blanks
[COMPANY]- Your organization's name.
[ROLE]- The job title and team.
[REASON]- New role, growth, a promotion or someone leaving. One line is enough.
[DUTIES]- The main tasks, roughly in order of time spent.
[MUST HAVES]- The requirements that truly matter, from your job description.
[PAY]- The pay or range, or "not decided".
[ELIGIBILITY AND STEPS]- Who can apply (for example, six months in their current role) and what to send to whom.
[TIMELINE]- The deadline and the selection steps, such as a conversation with the partner.
Example, filled in
A made-up example from the free lesson Turn a Client Meeting into Action Items and a Follow-Up Email (Accounting Firms). Millbrook Accounting is the made-up firm in the Summarize a Client Meeting lesson. In its Q3 review, client Cedar Lane Landscaping asked about moving to monthly bookkeeping because it is growing. In this made-up follow-on, the firm opens a role for staff to apply to first.
Role: You are an HR coordinator at Millbrook Accounting writing a job posting that only current employees will see. Context: The role is Monthly Bookkeeping Lead, client services team. Why it is open: more clients, including Cedar Lane Landscaping, are asking to move from quarterly to monthly bookkeeping. What the person will do: reconcile client bank and card accounts each month, chase uncategorized transactions, collect missing documents such as W-9s, and close each client's month on schedule. Must-have requirements: a year of reconciliations at the firm, comfort talking to clients about missing documents. Pay or pay range: not decided. Who can apply and how: any staff member with six months at the firm, by emailing Maya Brooks a short note on why they want it. Application deadline and how we will decide: apply by October 30, then a conversation with Maya. Task: Write the internal posting. Open with the role and why it matters to the team. List the main duties and the must-haves. Say who is eligible, how to apply, whether their current manager is told, and the deadline. Explain how candidates will be chosen in two sentences. Where I wrote "not decided" or left something out, write "TO CONFIRM:" and the question instead of filling it in. Don't promise that internal applicants will get the job. Format: Plain text with short headings: The role, What you'd do, What you need, Pay, How to apply, How we'll decide. Under 300 words. No emoji.
What a good answer looks like
- The opening ties the role to clients asking for monthly bookkeeping, so staff see why it exists.
- Under Pay, a "TO CONFIRM:" line rather than a made-up range.
- A "TO CONFIRM:" question about whether a current manager is told, because you didn't say.
- Eligibility, the email to Maya and October 30 stated plainly, with no promise that an inside applicant wins.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Answer every "TO CONFIRM:" line before posting. Pay is the one people read first.
- Check the must-haves against the job description so internal and external candidates are judged the same way.
- Decide who tells an applicant's current manager, and when, before anyone applies.
- Have HR read it if your company has rules on internal transfers.
Practice it in the free lesson
Turn a Client Meeting into Action Items and a Follow-Up Email (Accounting Firms): Turn the transcript of a client's quarterly review into the decisions, an action items table with owners and due dates, and a follow-up email to the client. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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