Job Requisition Form Template
A job requisition form is the internal approval document you submit before a role goes live, recording the requisition number, headcount type, budget line, cost centre and business justification. Hiring managers or recruiters complete it to secure sign-off from finance and leadership, and only once it is approved does sourcing or advertising begin.
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Use this form the moment you decide a role is needed, not after a job ad already exists. It routes the request through whoever controls headcount and budget in your organisation, so recruiting effort only starts on positions that are properly authorised. Keep a signed copy on file in case the same seat needs approving again later.
Requisition Identification
Requisition number: [REQ NUMBER]
Date submitted: [DATE]
Submitted by: [REQUESTER NAME], [REQUESTER TITLE]
Department: [DEPARTMENT] | Cost centre: [COST CENTRE CODE]
Priority: [URGENT / STANDARD / LOW]
Headcount Type & Justification
Headcount type: [NEW HEADCOUNT / BACKFILL]
If backfill, replacing: [NAME OF PREVIOUS HOLDER], last day: [DATE]
Business justification: [WHY THIS SEAT IS NEEDED NOW]
Consequence of leaving the seat open: [IMPACT ON TEAM OR OUTPUT]
Role & Compensation
Job title: [JOB TITLE] | Level or grade: [LEVEL]
Employment type: [FULL-TIME / PART-TIME / CONTRACT / TEMPORARY]
Location: [OFFICE / REMOTE / HYBRID]
Proposed salary band: [MIN] - [MAX]
Total first-year cost (salary, benefits, one-off costs): [AMOUNT]
Budget line this cost is charged to: [BUDGET LINE]
Approver Chain
Hiring manager sign-off: [NAME] - [APPROVED / REJECTED] - [DATE]
Department head sign-off: [NAME] - [APPROVED / REJECTED] - [DATE]
Finance sign-off: [NAME] - [APPROVED / REJECTED] - [DATE]
People team sign-off: [NAME] - [APPROVED / REJECTED] - [DATE]
Decision & Next Steps
Final status: [APPROVED / REJECTED / ON HOLD]
Conditions attached to approval: [E.G. REVIEW AFTER SIX MONTHS]
Target start date once filled: [DATE]
Date sourcing may begin: [DATE]
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How to use this template
- Raise the requisition as soon as a seat opens, before drafting any advert or posting a role.
- State plainly whether this is new headcount or a backfill, and name who is leaving if it is a backfill.
- Attach the proposed salary band and total first-year cost so finance can weigh it against budget.
- Route the form through each approver in order and record their decision and date, not just a verbal yes.
- File the signed requisition with the role's records so recruiters and finance can point to it if the spend is questioned later.
Tips
Job Requisition Form Template — FAQs
What is a job requisition form?
How is a requisition form different from a hiring manager intake form?
Who typically approves a job requisition?
What happens if a requisition is rejected?
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