Request details
| Field | Fill in |
|---|---|
| Requisition number | [Auto or manual number] |
| Date raised | [Date] |
| Raised by | [Name, title] |
| Department and cost centre | [Department] / [Code] |
| Position title and grade | [Title] / [Grade] |
| Reporting to | [Manager name and title] |
| Work location and mode | [Location] / [Office, hybrid, remote, site] |
| Number of positions | [Number] |
| Type | New position / Replacement for [Name, last working day] / Backfill for leave |
| Employment type | Permanent / Fixed term for [number] months / Contract / Intern |
| Required joining date | [Date] |
The need
- Why is this position needed? [Two or three lines on the work it will do.]
- What happens if it stays unfilled for [number] weeks? [Impact on work, customers or other staff.]
- Is it in the approved headcount plan? Yes / No. If no, why now?
- Could the work be covered by redistributing tasks, training or a process change? [Answer.]
- Main duties: [Five or six bullet points.]
- Must-have skills and experience: [List.] Good to have: [List.]
- Qualifications or licences needed for the role: [List.]
Budget
| Item | Amount (₹) | Note |
|---|---|---|
| Annual CTC range for the role | [Min] to [Max] | Within the salary band for [Grade] |
| Variable pay or incentive | ||
| One-time costs (hardware, relocation, joining support) | ||
| Recruitment cost (agency fee, job boards, referral reward) | ||
| Total expected first-year cost |
Approval routing
Set the approval levels in your own delegation rules. Write them on the form so nobody has to guess who signs.
| Approver | Reason they approve | Decision | Signature and date |
|---|---|---|---|
| Reporting manager | Confirms the need | ||
| Department head | Confirms priority and headcount plan | ||
| Finance | Confirms budget is available | ||
| HR | Confirms grade, band and the hiring plan | ||
| [Director or CEO] | Required for [grades, new positions or cost above ₹ amount] |
For HR on approval
- Requisition approved on [Date]. Target time to fill: [number] days.
- Recruiter assigned: [Name]. Channels: [Internal posting, referrals, job boards, agency].
- Interview panel: [Names]. Scorecard to be used: [Link or form].
- Closed on [Date] with [Name] joining on [Date], or cancelled because [Reason].
A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.