Is an electronic signature legally valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and by UETA in most states; ensure intent, consent, attribution, and retention to meet the four-part validity test.

When is a notarized signature required?

Most HR requisitions do not require notarization. If a specific approval or background check requires notarized consent, follow state notary and RON rules and retain required records.

How long should we retain approved requisitions?

Retain requisitions while the role is active and for at least three years after hire; follow I-9 retention rules and HIPAA or state-specific longer periods where applicable.

What authentication should approvers use?

Use SSO or strong email authentication for approvers. For high-risk roles, consider multi-factor or identity-proofing to strengthen attribution and reduce repudiation risk.

Can we require a wet signature on some requisitions?

Yes; organizations may require wet signatures when internal policy or external regulators demand them. Document the policy and apply consistently to avoid unequal treatment.

How do we correct an approved requisition?

Create an amendment or new requisition that references the original. Maintain both versions in the record to preserve auditability and show the approval chain for changes.

Electronic Signature
Templates
HR
HR Intake Requisition Form

HR Intake Requisition Form

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

HR INTAKE REQUISITION FORM

Requisition Overview

Requestor Name: Date Requested:

Department / Cost Center Location (Office/Site)

Position Details

Position Title

FTE (Full Time Equivalent): Employment Type: Full-time Part-time Temporary/Contractor

Exempt Status: Exempt Non-exempt Desired Start Date:

Proposed Compensation

Salary Range: From to Pay Basis:

Is this a replacement?

Yes No

If replacement, incumbent name and reason for vacancy Business Justification (must articulate need, impact, and alternatives considered)

Position Profile & Qualifications

Primary Responsibilities (summary) Required Qualifications (education, experience, licenses) Preferred Qualifications

Required Clearance/Certifications:

Recruitment & Timeline

Posting Type: Internal External Recruiter Assigned:

Target Posting Date

Recruitment Sources Planned:

Proposed Candidate (Optional)

Candidate Full Name:

Candidate Contact Current Employer / Notice Period

Employment History (Provide at least two employers)

Employer 1 - Company

Title: From: To:

Responsibilities / Achievements Employer 2 - Company

Title: From: To:

Responsibilities / Achievements

Education

Highest Degree or Certification

Graduation Date:

References (Professional) — Provide three

Reference 1 Reference 2 Reference 3

Legal Disclosures & Authorizations

At-Will Employment Statement: Employment with the company is on an at-will basis. Nothing in this requisition, any offer, or any other document is intended to create a contract of employment for a specified term or to alter the at-will relationship. Either the employee or the company may terminate employment at any time, with or without cause or prior notice, subject only to applicable law.

Equal Employment Opportunity: The company affords equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or other protected characteristics as defined by applicable law. Selection decisions will be based on job-related qualifications and business needs.

Authorization to Verify: By submitting this requisition, the Hiring Manager certifies that the candidate identified herein (if any) has provided written authorization to the company to verify employment history, education credentials, professional licenses, and to obtain consumer and/or investigative background checks as permitted by law. Employment offers may be conditioned upon satisfactory completion of such verifications and clearances.

Candidate Authorization Obtained

Yes — written authorization on file with recruiter or hiring manager No — authorization must be obtained prior to extending offer or initiating background checks

Applicant Certification (Hiring Manager attests)

I certify that the information provided in this requisition is accurate and complete to the best of my knowledge. I further certify that I have informed the candidate (if identified) of the company’s policies regarding background checks and that the candidate has provided consent to the extent required by law.

Approval, Budget & Attachments

Budget Confirmed: Yes No Compensation Approved By:

Attachments Included

Job description Compensation worksheet Organizational chart

HR Business Partner / HR Approval

HR Approval Status: Approved Denied Comments:

Hiring Manager:

By:

Date:

HR Approver:

By:

Date:

What the HR Intake Requisition Form Is and when it’s used

The HR Intake Requisition Form is an internal hiring request used to capture role requirements, budget approvals, and recruiting permissions before a candidate search begins. It standardizes data for position title, reporting manager, job description, compensation band, and justification, and typically initiates approval routing to finance and HR. Organizations use this form to enforce headcount controls, document hiring rationale for audits, and provide recruiters with consistent intake details. The form is usually completed by the hiring manager or their delegate and retained in the employee or HR system once the requisition is approved.

Why a consistent HR Intake Requisition Form matters

A standardized requisition reduces onboarding friction, ensures budgetary control, and creates an auditable approval trail. It aligns stakeholders early, shortens time-to-fill, and documents reasoned staffing decisions for compliance and internal review.

Who completes and who reviews the HR Intake Requisition Form

The form is completed by hiring managers or HR business partners and then routed for approvals.

Hiring Manager: initiates request with role details and business justification for headcount and budget
HR Business Partner: validates job classification, salary band, and recruiting strategy before routing
Finance or Budget Owner: confirms available funding and signs off on position cost and grade

Final copies are stored in HR systems and shared with recruiting; signatory roles vary by organization size and policy.

Step-by-step: how to complete and route the requisition

Follow these steps to prepare a complete requisition and start recruiting promptly.

01

Draft Request: Complete all fields with accurate role and budget data.
02

Attach Documentation: Add job description and org chart where required.
03

Submit for Approval: Route to HR and finance via configured workflow.
04

Notify Recruiting: Once approved, send requisition to talent acquisition.

Typical routing workflow for an HR Intake Requisition

A requisition moves through role-based approvals and automated checks before launching recruiting activities.

Initiation: Hiring manager completes the form and submits.
HR Review: HR validates classification and posting details.
Finance Approval: Finance confirms budget availability.
Recruiting Launch: Recruiting posts the role and sources candidates.

Configuring an online requisition workflow

Set up roles, authentication, and routing rules so approvals follow a predictable path and notifications trigger automatically.

Field	Configuration
Approver Roles	Define hiring manager, HR, finance approvers
Authentication	Use email or SSO for approver identity
Routing Rules	Conditional route based on department or cost
Notifications	Email alerts on submission and approval

Technical considerations for eSubmission and storage

Choose a platform that supports secure upload, role-based routing, and a durable audit trail for approvals.

File Formats: PDF, DOCX, and form fields
Integrations: HRIS, ATS, and finance systems
Security: TLS and AES encryption

Ensure the platform integrates with existing HRIS or ATS, provides searchable archives, and supports access controls and export formats required by records retention policies.

Essential sections to include on a professional requisition

A robust requisition captures role data, approvals, and recruitment needs so recruiters and auditors have a single source of truth.

Role Summary

A concise job summary with primary responsibilities, required skills, and reporting relationship so recruiters understand the role scope immediately.

Compensation

Proposed salary range or grade, bonus eligibility, and compensation justification to align with budget and ensure fair pay decisions.

Headcount Approval

Document whether the position is replacement or new headcount and attach prior approvals or business case for transparency.

Required Approvals

List mandatory approvers and their order to enforce compliance with finance and HR sign-off procedures.

Recruiting Notes

Preferred sourcing channels, hiring timeline, and required clearances so recruiting can prioritize and screen effectively.

Onboarding Checklist

High-level onboarding steps and required pre-hire checks to reduce time-to-productivity after offer acceptance.

Security and compliance items to record on the form

Data Encryption: TLS 1.2/1.3; AES-256

Access Controls: Role-based permissions only

Audit Trail: Timestamps, IP, user

HIPAA Consideration: BAA required for PHI

Retention Tag: Record retention policy

SSO Support: SAML/SSO where available

Primary risks of incorrect or incomplete requisitions

Unauthorized Hire: Budget overspend risk

I-9 Noncompliance: Fines per 8 CFR §274a.2

Misclassification: Wage-and-hour exposure

Data Breach: Personal data leakage

Delayed Hiring: Increased time-to-fill

Audit Findings: Documentation gaps cited

Common mistakes that delay approval or create compliance issues

Incomplete budget codes or missing finance signoff prevent posting and cause repeated resubmissions and delays.
Using informal job titles or abbreviations leads to misclassification, wrong salary band, and recruiter confusion.
Failing to attach a job description or security clearance requirements increases screening time and interview cancellations.
Routing mistakes, such as missing a required approver, can void approvals and require full re-routing of the requisition.

Timelines and internal processing expectations

Define clear SLAs for each step so hiring managers and recruiters know expected turnaround times.

Submission to HR Review:

Target 2 business days for initial HR validation

Finance Approval:

Target 3–5 business days depending on budget review

Recruiting Launch:

Within 1 business day of final approval

Requisition Renewal:

Review open requisitions quarterly for authorization

I-9 Retention:

Retained per federal rules after hire

eSignature vendor comparison — pricing and basic feature checklist

Compare starting price and key capabilities relevant to HR requisition signing and approvals; signNow is listed first for column alignment.

	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	Yes, 7-day trial	Yes, trial typically offered	Yes, trial typically offered	Yes, limited trial	Yes, limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of requisition digitization

These customer snapshots illustrate practical gains from standardizing and eSigning requisitions across teams.

Optica Ventures (COO)

Their team adopted a digitized requisition to reduce confusion and ensure consistent role intake.

The interface was easy for internal and external users.
The streamlined form reduced back-and-forth with hiring managers and allowed recruiters to begin active sourcing faster while maintaining an auditable approval trail.

Fertility Centers of Illinois (Founder)

The organization centralized hiring approvals using an eSigned requisition workflow to improve compliance.

The API and integrations simplified routing.
Centralized records and integrations with HR systems reduced manual entry, improved accuracy, and provided a reliable archive for audits and retention requirements.

Frequently asked questions about completing and eSigning the requisition

Answers address common concerns about legal validity, retention, eSignature use, and required approvals for HR Intake Requisition Forms.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and by UETA in most states; ensure intent, consent, attribution, and retention to meet the four-part validity test.
When is a notarized signature required?
Most HR requisitions do not require notarization. If a specific approval or background check requires notarized consent, follow state notary and RON rules and retain required records.
How long should we retain approved requisitions?
Retain requisitions while the role is active and for at least three years after hire; follow I-9 retention rules and HIPAA or state-specific longer periods where applicable.
What authentication should approvers use?
Use SSO or strong email authentication for approvers. For high-risk roles, consider multi-factor or identity-proofing to strengthen attribution and reduce repudiation risk.
Can we require a wet signature on some requisitions?
Yes; organizations may require wet signatures when internal policy or external regulators demand them. Document the policy and apply consistently to avoid unequal treatment.
How do we correct an approved requisition?
Create an amendment or new requisition that references the original. Maintain both versions in the record to preserve auditability and show the approval chain for changes.

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