HR departments
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Department” in particular and adapt it to the detail you need.
Job Requisition Form Template
Hiring starts with a request — make sure it's the right one. This job requisition form template gives hiring managers a structured way to submit new headcount requests, backfills, or conversion approvals. HR and finance get the justification, qualifications, compensation, and timeline details they need to evaluate and approve positions quickly and consistently.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
A job requisition form is the official starting point for any hiring process. Without a standardized request form, headcount decisions happen informally — in Slack messages, hallway conversations, or emails that no one can find six months later. A formal requisition process creates accountability, documents the business case for each hire, and gives HR the information they need to move quickly once approved.
More about this template
Effective job requisition forms capture more than just the job title. They document why the role is needed (a business case, not just "we're busy"), what the role will actually do, what qualifications matter, and what the compensation expectations are. This information protects both the hiring manager and HR — ensuring alignment before recruiting begins and preventing misunderstandings about scope or budget later in the process.
formformform makes it easy to deploy a job requisition form across your organization without configuring complex HRIS workflows. Share a link with your management team, embed it in your intranet, or send it directly to managers who need to initiate hiring. Each submission is captured in your dashboard and triggers an email notification so HR can begin the review immediately.
17 fields to make your own13 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Requesting Manager Name
Jane Doe
Manager Email Address
manager@company.com
Department
e.g. Engineering, Marketing, Customer Success
Position Title
e.g. Senior Software Engineer
Requisition Type
4 choices
- New position (net-new headcount)
- Backfill (replacement for departing employee)
- Contract-to-hire conversion
- Intern or temporary
Employment Type
5 choices
- Full-time
- Part-time
- Contract
- Internship
- Temporary / Seasonal
Work Location
4 choices
- On-site (full-time in office)
- Hybrid (partial remote)
- Fully remote
- Remote with occasional travel
Role Justification
Explain why this position is needed. For backfills, describe the business impact of leaving the role vacant. For new positions, describe the gap this role addresses.
Key Responsibilities
List the primary responsibilities and day-to-day duties of this role.
Required Qualifications
List required education, experience level, certifications, and must-have skills.
Preferred Qualifications
List nice-to-have skills, experiences, or attributes.
Salary / Compensation Range
e.g. $90,000 – $110,000 per year
Budget Cost Center / GL Code
e.g. 4200-ENGR
Target Start Date
Hiring Urgency
4 choices
- Critical — hire immediately
- High — fill within 30 days
- Medium — fill within 60 days
- Low — fill within 90 days or more
Reports To (Name & Title)
e.g. Maria Lopez, VP of Engineering
Additional Notes or Context
Any additional context for HR or leadership — e.g. budget source, related departmental changes, or special circumstances.
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Hiring managers
Collect a consistent starting point for review, so the next conversation can focus on suitability and missing details rather than repeating basic questions. Review “Position Title” in particular and adapt it to the detail you need.
Finance teams
Collect the details needed to review a request consistently and identify missing information before the next step. Review “Requisition Type” in particular and adapt it to the detail you need.
Operations leaders
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Employment Type” in particular and adapt it to the detail you need.
Startup founders
Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Work Location” in particular and adapt it to the detail you need.
Department heads
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Role Justification” in particular and adapt it to the detail you need.
Talent acquisition teams
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Key Responsibilities” in particular and adapt it to the detail you need.
Business unit leaders
Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Required Qualifications” in particular and adapt it to the detail you need.
What's included
Requisition type classification (new, backfill, conversion)
Role justification and key responsibilities capture
Required and preferred qualifications fields
Compensation range and cost center fields
Target start date and hiring urgency selection
Employment type and work location dropdowns
Reporting structure field
Additional context for HR leadership review
How to create a job requisition form
- 1
Click "Use this template" to open the job requisition form in your formformform account with all sections pre-built.
- 2
Customize the department and reporting fields to match your organization's structure and naming conventions.
- 3
Add any approval workflow context in the form's introductory paragraph — for example, how long approvals typically take and who will follow up.
- 4
Configure your notification email so HR is alerted immediately when a new requisition is submitted.
- 5
Share the form link with your management team via your company intranet, HR portal, or an email to all department heads.
- 6
Review incoming requisitions in your dashboard, and use the organized submission data to build your internal headcount request log.
Best practices for your job requisition form
Require a written justification
the justification field is the most important one on the form. A manager who can't write two paragraphs explaining why they need a hire may not have fully thought through the request.
Include a compensation range field
discovering a salary expectation mismatch after sourcing candidates wastes everyone's time. Surface it at the requisition stage.
Distinguish between new and backfill positions
the approval process and urgency are often very different. Make requisition type a required field.
Capture the target start date
this helps recruiting prioritize and plan sourcing timelines realistically.
Keep the cost center field
connecting every hire to a budget line improves financial forecasting and prevents unexpected headcount costs.
Route submissions to the right people
set up notification emails to alert both HR and the relevant finance approver when a new requisition arrives.
Archive approved requisitions
export and store approved requisitions as a record of planned headcount changes for quarterly reviews.
10 form ideas you can build with this template
New Position Request Form
Collects department, role justification, responsibilities, required skills, reporting structure, and budget impact for net-new headcount
Backfill Position Request
Gathers departing employee details, role criticality, timeline urgency, and whether responsibilities have changed for replacement hiring
Contract-to-Hire Conversion Form
Collects contractor performance, business case for conversion, proposed salary, and budget source for permanent hire approval
Intern Hire Request
Gathers internship program details, project scope, mentorship plan, duration, and educational partnership info for intern positions
Executive Search Request
Collects C-suite or VP-level role details, strategic impact, compensation range, search firm preferences, and board approval for senior hires
Part-Time Position Request
Gathers hourly commitment, schedule flexibility, benefits eligibility, budget allocation, and business justification for part-time roles
Remote Role Request
Collects geographic restrictions, time zone requirements, remote work justification, and equipment/stipend needs for distributed positions
Promotion Requisition Form
Gathers employee performance history, increased responsibilities, market salary data, and retention risk for internal promotions
Seasonal Hiring Request
Collects peak period staffing needs, hire volume, training timeline, duration, and historical turnover for temporary seasonal staff
Departmental Reorganization Request
Gathers restructuring rationale, new/eliminated roles, reporting line changes, and budget reallocation for org changes
Frequently asked questions
What is a job requisition form?
A job requisition form is an internal document used to request approval for hiring a new employee or filling a vacant position. It documents the business justification, role details, qualifications, compensation, and timeline so HR and leadership can evaluate and approve the request.
Who submits a job requisition form?
Typically a hiring manager or department head submits the form when they identify a need for additional headcount. The form then routes to HR and finance for review and approval before recruiting begins.
What's the difference between a job requisition and a job description?
A job requisition is an internal approval request that includes the business case and budget information. A job description is the external-facing document used in job postings. A good requisition form helps HR write the job description, but they serve different purposes.
Can I add an approval workflow to this form?
formformform sends a notification email to your configured address on every submission. For multi-step approval workflows, you can route notifications to a shared HR inbox or use the submission data to trigger your existing approval process.
Can I use this form for contract or temporary positions?
Yes. The employment type dropdown includes contract, internship, and temporary/seasonal options. You can also customize the options to match your organization's specific workforce categories.
Is the job requisition form template free?
Yes, completely free. You can create, share, and collect unlimited job requisition submissions at no cost using formformform.
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