Advanced Manpower Requisition Form – HR Hiring Template

 


Advanced Manpower Requisition Form


Advanced Manpower Requisition Form

Purpose

This form helps hiring managers formally request a new position or replacement employee. It enables HR, department heads and authorised approvers to review the business requirement, role details, budget availability and recruitment priorities before hiring begins.

1. Requisition Details

Field Details
Requisition ID
Request Date
Requesting Department
Requesting Manager
Designation of Requester
Location / Work Site
Employment Type Permanent / Fixed-Term / Contract / Other
Hiring Type New Position / Replacement
Number of Positions Required
Required Joining Date
Hiring Priority Critical / High / Normal / Low

2. Position Details

Field Details
Job Title
Department / Function
Reporting Manager
Work Location
Work Arrangement On-site / Hybrid / Remote
Employment Category Full-Time / Part-Time / Other
Shift / Working Hours
Travel Requirement Yes / No / As Required
Proposed Grade / Level
Proposed Employment Duration, if applicable

3. Hiring Justification

Reason for Hiring

  • [ ] New business requirement
  • [ ] Business expansion
  • [ ] Increased workload
  • [ ] Replacement for an existing employee
  • [ ] New project or client requirement
  • [ ] Backfill for an approved vacancy
  • [ ] Other: __________________________

Business Justification

Explain why the position is required and how it supports the department’s objectives.

Expected Business Impact if the Position Is Not Filled

Replacement Details (if applicable)

Field Details
Previous Employee Name, if appropriate
Position / Employee ID
Reason for Vacancy
Last Working Date, if known
Is the Position Already Budgeted? Yes / No / To Be Confirmed

Record only necessary employee information and restrict access to confidential details.

4. Job Requirements

Requirement Details
Minimum Educational Qualification
Required Work Experience
Essential Technical Skills
Essential Functional Skills
Required Certifications, if any
Preferred Skills
Language Requirements, if relevant
Key Competencies
Other Role-Specific Requirements

5. Key Responsibilities

List the main responsibilities and expected outcomes of the position.

No. Key Responsibility Expected Outcome
1
2
3
4
5

6. Compensation and Budget Details

Field Details
Budgeted Annual CTC / Compensation Range
Proposed Compensation Range
Salary Grade / Band
Budget Availability Approved / Pending / Not Budgeted
Cost Centre / Project Code
Additional Benefits or Allowances
Recruitment Budget, if applicable
Budget Owner

Budget Justification (if the role is not budgeted or exceeds the approved range)

Compensation details should be reviewed by the authorised finance or budget owner before the recruitment process proceeds.

7. Recruitment Planning

Field Details
Target Date to Start Recruitment
Target Date for Shortlisting
Target Interview Completion Date
Target Offer Release Date
Target Joining Date
Suggested Sourcing Channels
Internal Candidate Search Required? Yes / No
External Recruitment Support Required? Yes / No
Interview Panel / Stakeholders
Special Recruitment Instructions

8. Selection Criteria

No. Selection Criterion Assessment Method Essential / Preferred
1 Relevant experience Resume screening / Interview
2 Technical or functional knowledge Test / Interview
3 Role-specific skills Practical assessment / Interview
4 Communication and collaboration Structured interview
5 Other job-related criteria

Use consistent, job-related selection criteria and assess candidates fairly.

9. Approval Workflow

Approval Stage Approver Name / Role Decision Comments Approval Date
Requesting Manager Approved / Rejected / Pending
Department Head Approved / Rejected / Pending
Finance / Budget Owner Approved / Rejected / Pending
HR Review Approved / Returned / Pending
Final Authorised Approver Approved / Rejected / Pending

Important: Required approval stages should follow the organisation’s delegation-of-authority and recruitment policies. An HR review does not replace any separate approval required by the organisation.

10. HR Recruitment Action Tracker

No. Recruitment Activity Responsible Person Target Date Completion Date Status Remarks
1 Requisition reviewed
2 Budget approval verified
3 Job description finalised
4 Recruitment strategy agreed
5 Vacancy published / sourcing initiated
6 Applications screened
7 Interviews scheduled
8 Candidate selected
9 Offer approval obtained
10 Offer issued
11 Candidate acceptance confirmed
12 Joining status updated

11. Requisition Status Summary

Current Status

  • [ ] Draft
  • [ ] Submitted for Approval
  • [ ] Pending Budget Approval
  • [ ] Approved for Recruitment
  • [ ] Recruitment in Progress
  • [ ] Position Filled
  • [ ] On Hold
  • [ ] Rejected
  • [ ] Cancelled

HR Review Comments

Pending Actions / Clarifications

Hold or Cancellation Reason, if applicable

12. Final Authorisation

Field Details
Final Decision Approved / Rejected / On Hold
Approved Position Count
Approved Compensation Range
Approval Date
Authorised Approver
Signature / Electronic Approval Reference
Conditions or Remarks

HR Usage Guidelines

  1. Submit a separate requisition for each distinct role or hiring requirement when required by company policy.
  2. Confirm the position’s business need and budget before starting recruitment.
  3. Clearly distinguish new positions from replacement hiring.
  4. Provide realistic job requirements, compensation ranges and hiring timelines.
  5. Record approval decisions and pending actions for auditability.
  6. Limit access to confidential compensation and employee information.
  7. Link the approved requisition to the relevant job description and recruitment records.
  8. Adapt the form to the organisation’s approval workflow and applicable requirements.

Disclaimer: This is a general HR template for internal use. Customise it to your organisation’s recruitment policy, budget approval process and applicable laws before implementation.


Related HR Resource

 HR Recruitment Process article - https://hrlearninghub.blogspot.com/2026/06/hr-recruitment-process-complete-step-by.html 

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