Job Requisition Form Template for HR: Free Template

Before HR starts advertising a vacancy, the company needs to confirm why the role is needed, how much it can spend and who must approve the hire. A job requisition form helps employers organise these details before recruitment begins.

For Malaysian employers, a clear job requisition process can help control hiring costs, prevent unnecessary recruitment and align HR teams with hiring managers.

This guide provides a free job requisition form template, examples of common hiring requests and practical steps HR teams can follow to manage recruitment approvals.

What Is a Job Requisition Form?

A job requisition form is an internal document used to request approval to hire a new employee or fill an existing vacancy.

It is usually completed by a hiring manager and submitted to HR, finance or management for approval, depending on the company's process.

The form typically includes the job title, department, reason for hiring, number of employees needed, salary budget and expected start date.

Common reasons for submitting a job requisition include:

• Replacing an employee who has resigned.

• Hiring additional staff due to business growth.

• Creating a new position or department.

• Supporting a new project or business requirement.

• Filling an existing vacancy following an internal transfer.

Once the request is approved, HR can proceed with recruitment activities such as preparing the job description, publishing the job advertisement and sourcing suitable candidates.

Free Job Requisition Form Template

HR teams can copy the template below into Microsoft Word, Google Docs or a company HR system. Customise the approval fields and requirements to match your internal hiring policy.

Job Requisition Form

Section A: Request Details

Section B: Reason for Hiring

Select the reason for this request:

• New position

• Replacement for a departing employee

• Business expansion

• Increased workload

• New project or business requirement

• Internal transfer

• Other: __________________________

Explain why this position is needed:

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Section C: Position Requirements

Section D: Salary and Hiring Budget

The estimated recruitment costs may include job advertising, agency fees, assessments and other relevant hiring expenses. Where applicable, the overall employment budget should also account for employer contributions and other employee-related costs.

Section E: Approval

HR Use Only

• Requisition Reference Number: ____________________

• Approval Status: Pending / Approved / Rejected

• Recruitment Start Date: ____________________

• HR Person in Charge: ____________________

• Remarks: ____________________

This template is a general starting point. Companies should adjust the approval workflow based on their structure, financial controls and recruitment policies.

Job Requisition Form Examples

Different hiring situations require different information. These examples show how HR can complete the business justification section for common requests.

Example 1: Replacement Hiring

Position: Customer Service Executive

Number of Employees: 1

Reason for Hiring: Employee replacement

Business Justification:

The current employee has submitted a resignation, and the team needs a replacement to maintain customer support coverage. Approval is requested to fill the existing position within the approved headcount and salary budget.

Example 2: Hiring Additional Employees

Position: Sales Executive

Number of Employees: 3

Reason for Hiring: Business expansion

Business Justification:

The sales department is expanding its customer coverage into additional markets. Three Sales Executives are required to support new accounts, follow up on sales opportunities and meet the department's growth targets.

Example 3: Creating a New Position

Position: HR Data Analyst

Number of Employees: 1

Reason for Hiring: New position

Business Justification:

The company needs dedicated support to analyse workforce data, prepare HR reports and monitor recruitment and employee-related metrics. The proposed position will help the HR team make better-informed decisions using consistent data.

These examples are illustrative. Each request should include a clear business reason and be assessed against the company's actual headcount and budget.

How to Create a Job Requisition Process

A consistent recruitment requisition process helps HR handle hiring requests fairly and efficiently.

Identify the Hiring Need

The hiring manager should explain why the position is required and whether the need can be addressed through existing resources, workload adjustments or internal transfers.

Complete the Job Requisition Form

The manager fills in the position details, business justification, required qualifications, expected start date and proposed salary budget.

The request should distinguish between essential requirements and preferred qualifications to help HR define a realistic candidate profile.

Review Headcount and Budget

HR and finance should check whether the position is included in the approved manpower plan and whether sufficient budget is available.

If the request involves an additional position outside the existing plan, the company may require further management approval.

Obtain the Required Approvals

Send the request to the relevant approvers according to company policy. Keep a record of the decision and any conditions attached to the approval.

HR should confirm that the necessary approvals have been obtained before beginning recruitment.

Start Recruitment

Once approved, HR can finalise the job description, agree on the recruitment timeline and start sourcing candidates.

The approved requisition should serve as the reference for the role, hiring budget and headcount authorised by the company.

Track the Requisition Status

HR can track each request using a simple status list:

• Submitted

• Pending approval

• Approved

• Recruitment in progress

• Position filled

• Rejected or cancelled

Tracking these stages helps HR identify approval delays and keep hiring managers informed.

Job Requisition Form vs Job Description

Although these documents are related, they serve different purposes in the recruitment process.

For example, a hiring manager may submit a requisition requesting approval for two new Sales Executives. After approval, HR prepares the job descriptions and advertisements to attract suitable candidates.

Read How to Write a Job Description (Free Templates) for guidance on preparing the next document in the process.

FAQs

Who should complete a job requisition form?

The hiring manager or department representative usually completes the form. HR may provide the template and review the details before sending it to the relevant approvers.

Is a job requisition form mandatory in Malaysia?

There is no single standard job requisition form that all Malaysian employers must use. It is generally an internal business-control document. Companies may set their own requirements through HR policies and approval procedures.

When should HR create a job requisition?

The form should normally be submitted and approved before HR starts recruitment for the position. This helps confirm the hiring need, headcount and budget in advance.

What is the difference between a hiring request form and a manpower requisition form?

These terms are often used to describe the same type of internal document: a request to hire an employee. The exact terminology and approval requirements depend on the organisation.

Can a job requisition form be used for replacement hiring?

Yes. The form can be used for replacement hiring as well as new positions. It should state the reason for the vacancy, the number of employees required and whether the position remains within the approved headcount and budget.

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Make Recruitment More Efficient with AJobThing

A clear job requisition process helps Malaysian employers organise hiring requests, manage budgets and align HR with hiring managers before recruitment begins.

After a position is approved, the next step is finding suitable candidates and managing job advertisements efficiently.

Ready to streamline your hiring process? Explore AJobThing's recruitment solutions.

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