Who must approve the checklist?

Typically the hiring manager, HR business partner, and finance approver must sign or electronically approve. Your organization may require additional signoffs for certain cost centers or executive roles.

Can the checklist be completed remotely?

Yes. Use a secure eSignature workflow and authenticated routing. For roles requiring notarization or in-person attestations, follow state-specific notary rules or use approved RON providers.

What if pay range is missing?

Missing or out-of-band pay ranges commonly cause posting delays; finance will often reject requisitions until corrected to ensure compliance with pay equity and budgeting rules.

How long should we retain completed checklists?

Retain for at least the active employment period plus a minimum of three years; industry rules (HIPAA, SEC) or state law may require longer retention.

Can we require electronic signatures only?

Yes. Electronic signatures satisfy ESIGN and UETA requirements provided intent, consent, attribution, and record retention requirements are met.

What data should be redacted before external disclosure?

Redact personal identifiers, salary-sensitive internal notes, and any protected health information unless express consent and appropriate safeguards (HIPAA BAA) are in place.

Electronic Signature
Templates
HR
HR Open Position Checklist

HR Open Position Checklist

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

HR OPEN POSITION CHECKLIST

Position Details

Job Title: Department:

Work Location

Position Type: Full-time Part-time Temporary/Contract Internship

FLSA Status: Exempt Non-exempt Number of Openings:

Proposed Compensation

Salary Range: From To Pay Grade:

Proposed Start Date

Job Description Attached: Yes Posting Duration (days):

Recruitment Plan / Sources

Budget & Approvals

Budget/Cost Center

Funding Approved: Yes No

Approver Name

Hiring Manager / Primary Contact (Personal Information)

Full Name Address

Phone: Email:

Reporting Manager

Candidate Profile / Qualifications

Essential Qualifications

Minimum Years of Experience: Required Certifications:

Screening & Compliance

Background Check Required: Yes No Drug Test Required: Yes No

Visa Sponsorship: Yes No Relocation Assistance: Yes No

Background Check Scope

Employment History (Preferred Candidate — to be completed if known)

Employer 1 – Company

Title: Dates Employed:

Responsibilities Reason for Leaving Employer 2 – Company

Title: Dates Employed:

Responsibilities Reason for Leaving

Education

Degree Institution Graduation Date

References (Professional)

Reference 1

Phone: Email: Relationship:

Reference 2

Phone: Email: Relationship:

Reference 3

Phone: Email: Relationship:

Checklist Items (HR Use)

Job requisition approved by budget owner
Job description reviewed and updated
Position posting created
Position posted to recruitment channels
Candidate screening plan documented
Interview panel assigned
Background check vendor assigned / initiated
Offer letter template prepared
Onboarding packet and start schedule prepared

Legal Disclosures & Authorizations

Equal Employment Opportunity: The organization is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other legally protected status. Hiring practices related to this position must conform to applicable anti-discrimination laws and internal policies.

At-Will Employment: Unless governed by a separate written agreement signed by authorized representatives, employment for positions governed by this checklist is at-will. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, to the extent permitted by law.

Authorization to Verify: By approving this requisition, the requesting manager authorizes the organization to contact prior employers, verify education and credentials, and conduct background screenings as identified above. All verifications and screenings will be conducted in compliance with applicable privacy and consumer reporting laws and the organization's procedures.

Hiring Manager Certification: I certify that the information contained in this requisition is accurate, that the position is necessary and budgeted, and that I authorize HR to proceed with recruitment in accordance with policy.
I certify the above statements are true and accurate

Certification Details (optional)

Acknowledgment & Authorization

By signing below, the signing parties confirm that all approvals required by organizational policy have been obtained and authorize HR to execute the recruitment and selection activities described in this checklist. Signatures certify that the position complies with applicable wage, hour, and employment laws and that appropriate accommodations will be considered where required by law.

Hiring Manager:

By:

Date:

HR Approver:

By:

Date:

What the HR Open Position Checklist Is and When to Use It

The HR Open Position Checklist is a standardized internal document used to capture all required details before posting or approving a new job opening. It centralizes role information, compensation range, required approvals, recruiting channels, compliance checkpoints, and any pre-hire screening requirements. Organizations use the checklist to reduce omissions, ensure consistent approvals across departments, and confirm that hiring complies with internal policy and applicable law. For HR teams it serves as both an intake form for hiring managers and an audit-ready record of authorization, justification, and recruiter instructions.

Why a Formal Checklist Improves Hiring Accuracy

A clear HR Open Position Checklist reduces time-to-fill, prevents compliance oversights, and provides an auditable trail for approvals and changes. It lowers rework by ensuring hiring managers and recruiters share a single source of truth, and it supports consistent candidate screening across similar roles.

Who Typically Completes and Uses the Checklist

After completion, the checklist is retained with hiring records and routed to recruiting and onboarding to ensure a continuous, auditable workflow.

Hiring Manager: Provides role justification, job duties, required skills, and budget approval.
HR/Recruiter: Confirms job description, advertising channels, EEO classification, and screening steps.
Finance or Budget Owner: Verifies funding, salary band alignment, and FTE headcount impact.

Essential Elements to Include in a Professional Checklist

A comprehensive HR Open Position Checklist groups administrative, budgetary, compliance, and recruiting items so reviewers can quickly verify readiness to post a vacancy. Use clear, discrete fields and predefined options where possible to speed completion and analysis.

Role Identification

Job title, department, manager, location and whether full-time, part-time, or contract.

Business Justification

Reason for hire, headcount type (replacement/new), expected start date, and strategic rationale.

Compensation

Salary range, overtime eligibility, bonus potential, and internal pay band alignment.

Required Approvals

Signatures or electronic approvals from hiring manager, HR business partner, and finance.

Screening Requirements

Background checks, professional license verification, drug testing, and required I-9 completion.

Posting & Outreach

Approved job boards, internal posting rules, diversity outreach, and advertising budget.

Step-by-Step: Complete the HR Open Position Checklist

Follow these sequential steps each time you open a new requisition to ensure consistent approvals and compliance.

01

Prepare Role Details: Gather title, duties, location, and reporting line.
02

Confirm Budget: Verify funding and enter cost center information.
03

Select Screening: Specify background checks and required pre-hire screenings.
04

Obtain Approvals: Request electronic signoffs from HR and finance.

How to Configure an Online Checklist Workflow

Set up the digital form and routing so each stakeholder receives only the actions they need to complete.

Field	Configuration
Approval Order	Sequential: Hiring Manager → HR → Finance
Required Fields	Title, Cost Center, Pay Range, Approvals
Authentication	Email verification; optionally add MFA for finance approvers
Retention Tag	Attach hiring record ID and retention policy metadata

Where to Send the Completed Checklist and Next Steps

After final approval route the checklist to recruiting, payroll, and the HR records archive so each team has the information needed to act.

Recruiting: Receives job details and posting instructions.
Payroll: Receives pay band and classification for onboarding.
HR Records: Archived with requisition ID and approvals for audit.
Hiring Manager: Kept informed of posting schedule and candidate pipeline.

Digital Delivery and eSubmission Considerations

Ensure the platform meets security and compliance requirements for your industry and supports audit trails and exportable records for HR audits.

File Formats: PDF or DOCX preferred
Integrations: Connects to HRIS and ATS
Authentication: Email, SMS, or SSO

Typical Timelines and Processing Expectations

Set clear internal deadlines for approval and posting to avoid delays in sourcing candidates.

Approval Turnaround:

3–5 business days for standard roles

Posting Window:

Recommend 14–30 calendar days depending on role

Background Checks:

2–10 business days depending on scope

Offer Approval:

1–3 business days after candidate selection

Onboarding Start:

Target within 2–4 weeks of offer acceptance

Common Mistakes to Avoid When Preparing the Checklist

Leaving pay range blank or out of band, causing finance rejection and rework.
Failing to list required certifications or licenses, delaying background verification.
Skipping routing rules and losing necessary finance or HR approvals.
Using inconsistent job titles that cause misclassification in HRIS and payroll.

Consequences of Incomplete or Incorrect Checklists

Posting Delays: Hiring timeline extended

Budget Errors: Incorrect cost allocation

Compliance Risk: EEO or wage-law exposure

Onboarding Gaps: Missing documentation for I-9

Reputation: Poor candidate experience

Audit Findings: Documentation deficiency citations

eSignature Vendor Pricing Snapshot for Checklist Workflows

Compare typical starting prices and key capabilities for platforms commonly used to collect approvals and signatures on HR checklists.

	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	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Checklist for Storing Completed Forms

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Immutable timestamps, IP logs, action history

Certifications: SOC 2 Type II and ISO 27001

Privacy Laws: Compliant with CCPA and GDPR controls

Healthcare: HIPAA available with a BAA where required

eSignature Law: ESIGN and UETA legal compliance

FAQs and Troubleshooting for the HR Open Position Checklist

Answers to common questions about completion, approvals, eSigning, and record retention for the checklist.

Need help? Contact support

Who must approve the checklist?
Typically the hiring manager, HR business partner, and finance approver must sign or electronically approve. Your organization may require additional signoffs for certain cost centers or executive roles.
Can the checklist be completed remotely?
Yes. Use a secure eSignature workflow and authenticated routing. For roles requiring notarization or in-person attestations, follow state-specific notary rules or use approved RON providers.
What if pay range is missing?
Missing or out-of-band pay ranges commonly cause posting delays; finance will often reject requisitions until corrected to ensure compliance with pay equity and budgeting rules.
How long should we retain completed checklists?
Retain for at least the active employment period plus a minimum of three years; industry rules (HIPAA, SEC) or state law may require longer retention.
Can we require electronic signatures only?
Yes. Electronic signatures satisfy ESIGN and UETA requirements provided intent, consent, attribution, and record retention requirements are met.
What data should be redacted before external disclosure?
Redact personal identifiers, salary-sensitive internal notes, and any protected health information unless express consent and appropriate safeguards (HIPAA BAA) are in place.

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