Can the form be signed electronically?

Yes. Electronic signatures are legally valid for most internal HR forms under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Are notarization or witnesses required?

Typically no for standard requisitions. Notarization or witnesses are only required when state law or organizational policy specifically mandates them, or when the form attaches documents that require notarization.

What authentication should be used for signers?

Use email verification for routine approvals and stronger methods (SMS code, SSO, or KBA) when approving sensitive roles or when audit requirements demand higher signer identity assurance.

How should I store completed requisitions?

Store approved requisitions in the HRIS or secure document system with an audit trail. Ensure retention meets IRS, HIPAA, and company policy requirements and remains searchable for audits.

What happens if information is incorrect?

If essential fields are incorrect or missing, approvals can be delayed or rescinded. Correct data before posting; if already posted, update records with documented amendment and re-approval per policy.

Can I revise a submitted requisition?

Yes, but revisions should follow the change control process: note amendments, obtain re-approvals if material (budget, role, or salary changes), and retain prior versions for audit purposes.

Electronic Signature
Templates
HR
Job Requisition Form

Job Requisition Form

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

JOB REQUISITION FORM

Requester Personal Information

Requester Name Department Position / Location of Work

Phone: Email:

Position Information

Job Title

Employment Type:

Position Type:

Proposed Start Date: Anticipated Duration (if temporary):

Reporting Manager

Proposed Salary / Rate:

Budget Code / Cost Center:

Business Justification & Duties

Business Justification (reason for hire and impact if not approved) Primary Duties and Responsibilities

Recruitment Details

Posting Priority: Urgent Standard Future Hire

Preferred Recruitment Sources

Desired Candidate Profile

Minimum Years of Relevant Experience: Preferred Years:

Required Certifications / Licenses

Employment History — Desired / Required (Minimum Two Employer Blocks)

Employer 1 — Company

Title: Dates Employed:

Primary Responsibilities / Reason for Leaving Employer 2 — Company

Title: Dates Employed:

Primary Responsibilities / Reason for Leaving

Education

Degree / Credential

Institution: Graduation Date:

References (Preferred 3 Professional References)

Reference 1

Phone: Email: Relationship:

Reference 2

Phone: Email: Relationship:

Reference 3

Phone: Email: Relationship:

Legal Disclosures & Authorizations

At-Will Employment: If hired, employment is at-will and may be terminated by either the organization or the employee at any time, with or without cause or notice, except as expressly provided in a written agreement signed by an authorized officer.

Equal Employment Opportunity: The organization provides equal employment opportunity to all employees and applicants without regard to protected characteristics. Employment decisions are made on legitimate, job-related criteria and consistent with applicable law.

Authorization to Contact and Conduct Background Checks: By submitting this requisition, requester certifies that candidates for this position will be required to authorize verification of employment history, references, education, and any required criminal background checks or drug screening consistent with applicable law and organizational policy.

Background checks required for this role: Criminal Credit Drug Screening Education Verification

Attachments / Recruitment Materials

Attach required documents to this requisition: Job Description, Approved Budget Authorization, Position Evaluation, Organizational Chart

Attached Documents (list)

Approvals / Certifications by Requester

Requester Certification

Recruitment Specifications for Posting

Position Summary for Posting

Desired Posting Start Date: Proposed Posting End Date:

Administrative Use / HR Comments

Hiring Manager:

By:

Date:

HR Approver:

By:

Date:

What the Job Requisition Form Is

The Job Requisition Form is an internal HR document used to request authorization, budget, and approval to open a new or replacement position. It records role title, department, hiring manager, job summary, duties, required qualifications, salary range, budget code, and proposed start date. Organizations use it to standardize approvals, enforce headcount controls, and create an auditable record for HR and finance. Completed requisitions typically trigger recruiting workflows, requisition numbering, and become part of the employee file once hiring is finalized.

Why a Standardized Requisition Matters

A professional Job Requisition Form reduces approval delays, clarifies hiring needs, and creates an auditable trail for headcount and budget decisions. It aligns hiring managers, finance, and HR on role scope and compensation while supporting internal controls and regulatory recordkeeping.

Who Typically Completes and Approves the Form

Primary users include hiring managers, HR business partners, and finance approvers involved in staffing and budget approvals.

Hiring managers — define role, required skills, and justification to open headcount.
HR partners — review compliance, job descriptions, salary bands, and recruiting strategy alignment.
Finance approvers — confirm budget, cost center, and payroll impact before authorization.

Small organizations may combine these responsibilities; larger employers often route requisitions through multiple approval tiers and workforce planning teams.

Key Roles and Responsibilities

Hiring Manager

Responsible for defining the position, providing a business justification, and specifying required skills. Leads candidate interviews, recommends hire decisions, and signs the requisition to confirm operational need and timeline.

HR Approver

Validates job classification, pay band, and compliance with internal policy and law. Coordinates posting, applicant tracking, background checks, and retains the approved requisition with the new hire record.

Essential Data Fields to Include

Position Title: Official job title used in payroll.

Department: Organizational unit or cost center.

Hiring Manager: Name and contact information.

Salary Range: Minimum and maximum pay.

Budget Code: Finance coding for approval.

Proposed Start Date: Enter as MM/DD/YYYY format.

Step-by-Step: Complete and Route the Requisition

Use this checklist to complete, validate, and route a Job Requisition Form so hiring, finance, and HR approvals proceed without unnecessary delay.

01

Draft Requisition: Enter role details, justification, and hiring manager info.
02

Attach Budget: Add budget code and confirm available funds.
03

Obtain Approvals: Route to HR and finance for signatures.
04

Post & Track: Create requisition number and open requisition in ATS.

How the Requisition Triggers Recruiting Workflows

A completed Job Requisition Form triggers recruitment tasks, creates a reference number, and feeds HRIS and payroll systems for tracking, onboarding, and historical audit purposes.

Upload: Save completed form to HRIS or shared drive.
Assign: Create ATS opening and assign recruiter.
Authorize: Final approval captured with signatures and audit trail.
Close: File completed form in employee record after hire.

Common Workflow Settings and Configurations

Configure routing, authentication, and storage so requisition approvals match internal control and audit requirements.

Form Field Name and Configuration Guide	How to configure each workflow field and behavior.
Approval Flow	Sequential: Hiring Manager > HRBP > Finance > Final
Signer Authentication	Email link by default; enable SMS code if sensitive
Conditional Fields	Show budget fields only if role is new headcount
Document Storage	Automatic save to HRIS and encrypted cloud storage

Sharing, Signing, and Integration Options

Use eSignature and HRIS integrations to route and sign requisitions electronically, maintaining audit trails and secure records.

Integrations: Salesforce, NetSuite, Google Workspace supported.
File Formats: PDF, DOCX accepted for upload.
Authentication: Email, SMS, or SSO for signer verification.

Typical Timelines and Processing Targets

Establish SLAs for approval, posting, background checks, and onboarding to reduce time-to-fill and ensure coordinated payroll setup.

Approval SLA:

Typical 3–10 business days depending on internal review.

Posting Window:

Post within 2 business days after final approval.

Offer Expiration:

Standard offer window 7–14 days unless specified.

Background Check:

Initiate within 48–72 hours of conditional offer.

Start Date Planning:

Coordinate payroll and onboarding at least 14 days prior.

Common Mistakes to Avoid

Submitting requisitions without clear business justification often results in rejection and inconsistent headcount control across teams.
Omitting budget codes or failing to confirm available funds delays approval and can lead to retroactive hiring freezes or canceled offers.
Using nonstandard job titles or vague descriptions complicates classification, salary benchmarking, and accurate applicant matching in the ATS.
Neglecting to capture required signatures or electronic consent creates audit gaps and can invalidate the requisition for downstream processing.

Risks of Incorrect or Incomplete Requisitions

Unauthorized Hire: Budget violations and corrective action.

Incorrect Classification: Overtime and benefit miscalcs.

Missing Approvals: Delays and revoked requisition.

Inaccurate Salary Range: Offer rejections and inequity claims.

Incomplete Documentation: Background or compliance failures.

Data Privacy Breach: HIPAA/FERPA exposure risk.

eSignature Pricing and Feature Comparison

Common vendor choices for requisition signing differ by price, bulk capabilities, and compliance features; signNow is listed first for comparison.

	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 free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
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

FAQs: Common Questions About Job Requisition Forms

Answers to frequent questions about completing, signing, and storing Job Requisition Forms, including electronic signature legality and recordkeeping.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid for most internal HR forms under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Are notarization or witnesses required?
Typically no for standard requisitions. Notarization or witnesses are only required when state law or organizational policy specifically mandates them, or when the form attaches documents that require notarization.
What authentication should be used for signers?
Use email verification for routine approvals and stronger methods (SMS code, SSO, or KBA) when approving sensitive roles or when audit requirements demand higher signer identity assurance.
How should I store completed requisitions?
Store approved requisitions in the HRIS or secure document system with an audit trail. Ensure retention meets IRS, HIPAA, and company policy requirements and remains searchable for audits.
What happens if information is incorrect?
If essential fields are incorrect or missing, approvals can be delayed or rescinded. Correct data before posting; if already posted, update records with documented amendment and re-approval per policy.
Can I revise a submitted requisition?
Yes, but revisions should follow the change control process: note amendments, obtain re-approvals if material (budget, role, or salary changes), and retain prior versions for audit purposes.

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