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Recruiting template

Job Requisition Form Template

A job requisition form, also called a manpower or personnel requisition form, is the internal request a hiring manager fills in to get approval to hire: the role, why it is needed, the budget and who signs it off. Pick the version below for a new role, a replacement, an Indian MRF or temporary staff, fill in your details and copy it.

Job Requisition Form Template

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Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

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Standard job requisition form

When to use it: A new role, or any hire that needs sign-off from the budget holder and HR before it is advertised.

JOB REQUISITION FORM [Company name] Requisition number: [Requisition number] Date of request: [Date of the request] 1. The role Job title: [Job title] Department: [Department or team] Reports to: [Hiring manager], [Hiring manager’s job title] Number of positions: [Number of positions] Employment type: [Employment type] Place of work: [Place of work] Grade or level: [Grade or level] Target start date: [Target start date] 2. Why the role is needed Type of request: New role / Replacement / Temporary cover (delete as needed) Reason: [Why the role is needed] 3. The work Main duties: [Main duties] Must-have skills: [Must-have skills] What success looks like: [What success looks like] 4. Budget Salary range: [Salary range] In the approved budget: [Is it in the budget?] 5. Hiring plan How we will recruit: [How you plan to recruit] Interview panel: [Interview panel] 6. Approvals Hiring manager: ____________________ Date: ____________ Department head: ____________________ Date: ____________ Finance: ____________________ Date: ____________ HR: ____________________ Date: ____________ For HR use Date approved: ____________ Job posted: ____________ Recruiter: ____________________

Replacement requisition

When to use it: Someone has resigned or is moving role, and you want to refill the same position quickly.

REPLACEMENT REQUISITION [Company name] Requisition number: [Requisition number] Date of request: [Date of the request] Job title: [Job title] Department: [Department or team] Hiring manager: [Hiring manager], [Hiring manager’s job title] Person being replaced: [Person being replaced, and their last day] Place of work: [Place of work] Grade or level: [Grade or level] Target start date: [Target start date] Is the role changing? No, same duties and level / Yes, changes below (delete as needed) Changes to duties or skills: ____________________________________________ Main duties: [Main duties] Must-have skills: [Must-have skills] Budget Salary range: [Salary range] In the approved budget: [Is it in the budget?] How the work will be covered until the start date: ____________________________________________ Approvals Hiring manager: ____________________ Date: ____________ Department head: ____________________ Date: ____________ HR: ____________________ Date: ____________

Manpower requisition form (India format)

When to use it: An MRF for an Indian organisation, with CTC budget, grade, experience, qualification and notice period, signed off up the approval chain.

MANPOWER REQUISITION FORM (MRF) [Company name] MRF number: [Requisition number] Date: [Date of the request] Position details Designation: [Job title] Department: [Department or team] Reporting to: [Hiring manager], [Hiring manager’s job title] Number of positions: [Number of positions] Grade or band: [Grade or level] Location: [Place of work] Nature of employment: Permanent / Fixed-term contract / Trainee / Intern (delete as needed) Reason for requirement New position / Replacement / Additional headcount (delete as needed) If replacement, name of employee and last working day: [Person being replaced, and their last day] Justification: [Why the role is needed] Candidate profile Minimum qualification: [Minimum qualification] Experience required: [Experience required] Key skills: [Must-have skills] Job responsibilities: [Main duties] Notice period acceptable: up to [Longest notice period you can wait for] Budget CTC budget for the position: [CTC budget] Position budgeted in the annual manpower plan: [Is it in the budget?] Expected date of joining: [Target start date] Preferred sourcing: [How you plan to recruit] Interview panel: [Interview panel] Approvals Requested by (Reporting Manager): ____________________ Date: ____________ Head of Department: ____________________ Date: ____________ HR Head: ____________________ Date: ____________ Finance: ____________________ Date: ____________ Managing Director / CEO: ____________________ Date: ____________ For HR use MRF received on: ____________ Recruiter assigned: ____________________ Position closed on: ____________

Staff requisition for temporary or seasonal hires

When to use it: Several people for the same short-term role, such as seasonal cover or a project, hired through your own ads or an agency.

STAFF REQUISITION: TEMPORARY OR SEASONAL [Company name] Requisition number: [Requisition number] Date of request: [Date of the request] Job title: [Job title] Department: [Department or team] Supervisor: [Hiring manager], [Hiring manager’s job title] Number of people needed: [Number of positions] Place of work: [Place of work] Shifts or hours: [Shifts or hours] Start date: [Target start date] End date: [Contract end date] Reason for the extra staff: [Why the role is needed] Main duties: [Main duties] Must-have skills: [Must-have skills] Training needed before the first shift: ____________________________________________ Recruitment route How we will recruit: [How you plan to recruit] Agency (if used): ____________________ Budget Pay rate or range: [Salary range] In the approved budget: [Is it in the budget?] Approvals Supervisor: ____________________ Date: ____________ Department head: ____________________ Date: ____________ Finance: ____________________ Date: ____________ HR: ____________________ Date: ____________

Requisition approval request email

When to use it: The email a hiring manager sends to the budget holder with the completed form attached.

SubjectApproval needed: [Job title] requisition ([Requisition number])

Hi [Approver name], I'd like approval to hire for the [Job title] role in [Department or team] (number of positions: [Number of positions]). The completed requisition form is attached. In short: Why: [Why the role is needed] Level: [Grade or level] Budget: [Salary range] ([Is it in the budget?]) Target start date: [Target start date] To have someone in place by [Target start date], I need sign-off by [Approval needed by] so we can advertise the role. If you have questions, or want to talk through other options such as covering the work another way, I'm happy to set up a call. Thanks, [Hiring manager] [Hiring manager’s job title], [Company name]

How to use this template

  • 1Fill in the requisition before you write the job advert. Once the role, level and budget are approved, the job description and the posting follow from it.
  • 2Pick the version that matches the request: a new role, a replacement, an Indian MRF or a batch of temporary staff. Send the approval email with the form attached.
  • 3Write a specific reason. "The team is busy" gets questions; a line on what work is not getting done, or who is leaving, gets approval.
  • 4Agree the salary range or CTC budget with finance or HR before you send the form, so the approver signs off on a real number.
  • 5Match the approval lines to your own sign-off chain. Approval levels differ by organisation, so delete the lines you do not need and add any you do.
  • 6Give every requisition a number and keep it with the job through to the offer, so everyone refers to the same opening.

Mistakes to avoid

  • Advertising the role before the requisition is approved, then having to pause or withdraw it.
  • A vague justification that leaves the approver to guess why the role is needed now.
  • Leaving the budget blank, or approving a range that does not match the level of the role.
  • Copying the last person’s duties into a replacement requisition without asking whether the role should change.
  • No success measure, so the interview panel has nothing agreed to assess candidates against.
  • Asking for every skill you can think of instead of the few the role cannot do without.

Questions

What is a manpower requisition form?

A manpower requisition form (MRF) is the internal form a manager fills in to request approval to hire. It sets out the position, the reason for it, the candidate profile and the budget, with sign-off from the department head, HR, finance and senior management. The name is common in Indian organisations; elsewhere it is often called a job or personnel requisition form.

What should a job requisition form include?

The job title, department, reporting line, number of positions, employment type, place of work, grade, target start date, the reason for the hire, the main duties and must-have skills, the salary range or budget, and a line for each approver to sign and date.

Is a personnel requisition form the same as a staff requisition form?

Yes. Job requisition, manpower requisition, personnel requisition and staff requisition form are different names for the same thing: a request for approval to hire. Some organisations use "staff requisition" for temporary or hourly hires, which the seasonal version above covers.

What is the difference between a job requisition and a job description?

A requisition asks for approval to hire and records the budget and sign-off. A job description describes the work and the skills needed. The requisition usually comes first, and the job description is written or updated once it is approved.

Who approves a job requisition?

Usually the hiring manager’s department head, HR and finance, and for some roles a director or the managing director. The chain depends on the organisation, the level of the role and whether it is already in the budget.

What happens after a requisition is approved?

HR or the recruiter opens the role, usually under the requisition number, writes or updates the job description and advertises it. The requisition stays open until the position is filled or cancelled.

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