Are eSignatures legally binding?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet legal tests.

When is a notary required?

Most internal requisitions do not need notarization. Use a notary only when a separate legal instrument or state rule requires it, or when countersignatures demand notarized acknowledgment.

How can I correct an approved requisition?

Create an amendment or replacement requisition that references the original. Keep both records; track changes and retain signed approvals to preserve auditability.

Who should sign the form?

Signatories typically include the hiring manager, department head, finance approver, and HR representative. Confirm delegated authority limits in your corporate approval policy.

Can the form be integrated with ATS/HRIS?

Yes. Configure exports or API integrations to populate ATS/HRIS fields automatically, reducing duplicate data entry and reconciliation work.

How long must I retain requisitions?

Follow federal and industry retention rules: at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)); adjust for state-specific mandates.

Electronic Signature
Templates
HR
Employee Job Requisition Form

Employee Job Requisition Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE JOB REQUISITION FORM

Requestor / Hiring Manager

Full Name Title / Role Department

Phone:

Email:

Office Location

Position Information

Position Title

Job Code:

FTE:

Anticipated Start Date:

Employment Type (select all that apply) Full-Time Part-Time Temporary Contract Exempt Non-Exempt

Work Location Remote Work Allowed Yes No

Salary Range Minimum: $

Salary Range Maximum: $

Hourly Rate (if applicable): $

Job Summary & Business Justification

Brief summary of primary responsibilities and scope. Provide a concise description suitable for posting and internal approval.

Business Justification (reason for hire, impact of vacancy, measurable objectives)

Funding and Budget Verification

Cost Center / Account Code

Is this position budgeted? Yes No

Funding Source / Notes

Desired Candidate Profile

Minimum Education Preferred Institution or Discipline

Preferred candidate employment history examples. Use to specify desired background; not used to collect applicant data on this requisition form.

Desired Candidate — Employment History (Example 1)

Company Title

Employment Dates:

Primary Responsibilities (preferred) Reason for Leaving (preferred)

Desired Candidate — Employment History (Example 2)

Company Title

Employment Dates:

Primary Responsibilities (preferred) Reason for Leaving (preferred)

References (Preferred Candidate)

Provide three professional references that align with the desired candidate profile for screening purposes.

Reference 1 — Name

Phone:

Email:

Relationship Reference 2 — Name

Phone:

Email:

Relationship Reference 3 — Name

Phone:

Email:

Relationship

Recruitment & Posting Instructions

Recruiter Assigned

Posting Start:

Posting End:

Advertising Budget: $

Posting Channels Internal Only External Job Boards Social Media Employee Referral

Pre-Employment Screening

Specify required pre-employment checks for candidates selected for hire. These checks must comply with applicable law and organizational policy.

Checks Required Criminal Background Check Drug Screen Education Verification Reference Check Other

Legal Notices & Certification

At-Will Employment: Unless governed by a written agreement signed by an authorized officer, employment with the organization is at-will and may be terminated by either the employee or the employer at any time, with or without cause or notice.

Equal Employment Opportunity: The organization provides equal opportunity to all employees and applicants without regard to legally protected characteristics. All hiring decisions shall be based on job-related criteria and business needs.

Authorization for Background Checks: By approving this requisition, the requestor confirms that candidates will be asked to authorize employment verifications and background checks consistent with law and organizational policy prior to hire.

Include statements in the posting Include At-Will statement Include EEO statement Include background-check authorization notice

Requestor Certification

I certify that the information on this form is accurate and complete to the best of my knowledge; that funding has been confirmed; and that the position, if approved, will be filled consistent with applicable policies. I further certify that no action will be taken in a manner that violates equal employment opportunity policies or applicable law.

Requestor Printed Name Requestor Title

Approvals (for routing)

Use the fields below to route the requisition for approvals. Electronic signatures may be used where permitted by policy.

Department Head / Budget Approver

Approval Date:

Human Resources Reviewer

Review Date:

Finance / Payroll Reviewer

Review Date:

Hiring Manager (Print Name):

By:

Date:

What the Employee Job Requisition Form Is and when you use it

The Employee Job Requisition Form is an internal HR document used to request approval to create, refill, or modify a position. It captures the role title, department, headcount impact, salary or grade, job description, business justification, and required approvals. Organizations use the form to ensure budget alignment, maintain hiring controls, and provide an auditable trail from request through posting and offer. The form can be a physical template, a fillable PDF, or an electronic workflow that incorporates conditional fields and eSignature for approvals.

Why standardizing requisitions matters

A standardized Employee Job Requisition Form reduces approval delays, clarifies hiring requirements, improves budget accountability, and creates a consistent record for audits and headcount management. Electronic workflows with audit trails also support compliance with recordkeeping obligations and streamline downstream posting and onboarding processes.

Which teams typically complete and approve requisitions

Align approver roles in the form to avoid duplicated steps and ensure timely decisions.

HR business partners — prepare requisitions, validate job codes, and route approvals.
Hiring managers — define job requirements, justification, and candidate qualifications.
Finance or payroll reviewers — confirm budget availability and salary grade compliance.

Core elements every professional requisition should include

Design the form to collect consistent, decision-ready information so approvers can act without follow-up. The following components are essential to an effective requisition.

Position Details

Clear job title, job code, department, location, and exempt/nonexempt classification to ensure correct payroll setup and posting category.

Job Summary

Concise duties, minimum qualifications, and competencies required so recruiters and hiring managers align on candidate expectations.

Headcount Impact

Indicate whether the role is net new, replacement, temporary, or budget-neutral and whether existing headcount shifts are required.

Compensation

Specify salary range, pay grade, or hourly rate plus any sign-on bonuses or commission plans tied to the role.

Business Justification

Explain the reason for hiring, expected impact, and cost savings or revenue drivers supporting approval decisions.

Approvals & Routing

List required approvers, their signoff order, and any conditional approvals (e.g., above-threshold compensation).

Required fields and essential details

Position Title: Full internal job title

Department: Business unit name

Hiring Manager: Approver name and contact

FTE: Full-time equivalent value

Salary Range: Min–Max or grade

Justification: Brief business case

Step-by-step: completing the requisition

Follow a consistent sequence to ensure the request is approvable on first submission.

01

Prepare details: Gather job description, budget, and proposed salary range.
02

Enter form data: Complete required fields and attach supporting documents.
03

Route for approvals: Send to hiring manager, finance, and HR in order.
04

Post and close: Publish to ATS once approvals complete; update when filled.

Configure an electronic approval workflow

Set routing rules and notifications to match internal approval policies and reduce manual handoffs.

Field	Configuration
Routing Order	Sequential or parallel approvals
Approver Roles	Hiring manager \| Finance \| HR
Notifications	Email and in-app reminders
Conditional Rules	Trigger extra approval above salary thresholds

Where completed requisitions are sent

Define final storage and next-system routing to keep records synchronized and enforce single-source truth.

Applicant Tracking: Export requisition to ATS for posting and tracking.
HRIS / Payroll: Send approved details to HRIS for position setup.
Finance: Archive budget approvals and cost center codes.
Document Archive: Store a signed copy in the records management system.

Technical considerations for digital completion and eSignature

Ensure the chosen tool supports secure storage, audit trails, and any regulatory controls required for your industry.

File formats: PDF, DOCX, and fillable forms supported
Authentication: Email, SMS OTP, or SSO options
Integrations: Workday, Greenhouse, BambooHR, NetSuite

Typical internal timelines and SLAs

Define internal deadlines for each stage to keep hiring cadence predictable and transparent.

Request submission SLA:

Submit requisition at least 5 business days before planned posting.

Manager review timeframe:

Hiring manager responds within 3 business days.

Finance approval timeframe:

Finance completes review within 2–5 business days.

Recruiting posting window:

Post within 2 business days after approvals complete.

Close requisition:

Update status within 3 business days after hire.

Key milestones from request to position close

A concise milestone view helps teams measure cycle time and identify bottlenecks.

01

Submit Request

Hiring manager completes form and attaches justification.

02

Approvals

Sequential signoffs from manager, finance, and HR.

03

Post Role

Recruiting publishes position to ATS and job boards.

04

Close & Onboard

Update requisition when offer accepted and begin onboarding.

Common mistakes that delay requisition approvals

Incomplete budget details lead to repeated questions and multi-day approval delays from finance.
Ambiguous job descriptions create misaligned candidate pools and require rework of the requisition.
Incorrect job codes or titles cause payroll and HRIS mapping errors during position setup.
Missing or incorrect approver routing results in stalled workflows and manual escalation.

Risks and consequences of inaccurate requisitions

Payroll misclassification: Can trigger wage and hour investigations

Budget overrun: Unexpected costs and headcount variances

Hiring delays: Extended vacancies increase operational risk

Audit findings: Noncompliance with recordkeeping controls

Duplicate hires: Redundant positions and excess spend

Data errors: Incorrect personnel records across systems

Selected eSignature pricing and feature comparison

Comparing entry-level pricing and common features can help estimate total cost and compliance fit for requisition workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for Employee Job Requisition Forms

Answers to common questions about form validity, eSign, routing errors, and recordkeeping.

Need help? Contact support

Are eSignatures legally binding?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet legal tests.
When is a notary required?
Most internal requisitions do not need notarization. Use a notary only when a separate legal instrument or state rule requires it, or when countersignatures demand notarized acknowledgment.
How can I correct an approved requisition?
Create an amendment or replacement requisition that references the original. Keep both records; track changes and retain signed approvals to preserve auditability.
Who should sign the form?
Signatories typically include the hiring manager, department head, finance approver, and HR representative. Confirm delegated authority limits in your corporate approval policy.
Can the form be integrated with ATS/HRIS?
Yes. Configure exports or API integrations to populate ATS/HRIS fields automatically, reducing duplicate data entry and reconciliation work.
How long must I retain requisitions?
Follow federal and industry retention rules: at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)); adjust for state-specific mandates.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now