Free template · Planning

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.

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.

Copy & adapt — replace every [placeholder]

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

  1. 1 Raise the requisition as soon as a seat opens, before drafting any advert or posting a role.
  2. 2 State plainly whether this is new headcount or a backfill, and name who is leaving if it is a backfill.
  3. 3 Attach the proposed salary band and total first-year cost so finance can weigh it against budget.
  4. 4 Route the form through each approver in order and record their decision and date, not just a verbal yes.
  5. 5 File the signed requisition with the role's records so recruiters and finance can point to it if the spend is questioned later.

Tips

  • ▸Get the cost centre code right the first time - a wrong code is a common reason a requisition bounces back from finance.
  • ▸Separate new headcount from backfill clearly; the two get very different scrutiny in most approval chains.
  • ▸Attach total first-year cost, not just base salary - benefits, equipment and any signing costs belong in the same figure.
  • ▸Keep one requisition per open seat, even for two identical roles, so approvals and headcount reporting stay clean.
  • ▸Do not let sourcing start on a verbal yes - wait for the signed-off form so you are not advertising a role that later gets pulled.

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FAQ

Job Requisition Form Template — FAQs

What is a job requisition form? +
It is the internal document you submit to open a role, recording the headcount type, budget, cost centre and business justification, then routing it through whoever controls spend and headcount. Nothing about candidates or sourcing happens until it is signed off.
How is a requisition form different from a hiring manager intake form? +
A requisition authorises the spend and headcount for a role and is signed by finance and leadership. An intake form comes after approval and gathers the detail recruiters need to source for the role, such as must-have skills and the ideal profile.
Who typically approves a job requisition? +
It varies by company, but usually the hiring manager first, then a department head, finance, and sometimes the people team. Smaller companies often combine these into one or two approvers, while larger organisations add more steps for senior or costly roles.
What happens if a requisition is rejected? +
The role stays closed and sourcing should not start. Some organisations allow the requester to revise the justification, budget or headcount type and resubmit, while others hold rejected requisitions for a future budget cycle.
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