Staff Requisition Form
The internal ask that starts every hire — role, justification, budget and approvals.
A ready-to-use human resources form for HR, people ops and hiring managers: 12 questions, 2 pages, 3 conditional rules.
- Questions
- 12
- Pages
- 2
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
- staff requisition
- staff requisition form
- personnel requisition form
- employee requisition form
- hiring request form
- job requisition template
Also filed under
Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
Page 1 of 2 — The role
Every question on this page is currently visible.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Staff Requisition Form is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.
- HR, people ops and hiring managers working in human resources.
- Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
- Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
- Respondents are candidates and employees — the form asks them 12 questions across 2 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.
- 8 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It pins the request to a specific date.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Staff Requisition Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features conditional validation: if “New role or replacement?” is Replacement, “Replacing whom” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Budget approved?” is No, the form dynamically exposes “Finance review needed”. Otherwise that question never appears.
- Features conditional validation: if “Budget approved?” is No, “Approver” becomes mandatory before the form can be sent.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Hiring starts with an internal ask, and when that ask is an email the approval chain has nowhere to live. This form gives it a record. Page one describes the role: the requesting manager, department, job title, whether it is a new role or a replacement, who is being replaced, the employment type and a target start date. Page two makes the case: justification, the budgeted salary range, whether budget is already approved, and who the approver is. Together they answer the four questions finance always asks, in the order they ask them. It sits upstream of the Job Interest Form and the application templates — requisition first, then advertise, then apply — which is what stops a vacancy going live before anyone has agreed to pay for it. Two rules keep it disciplined: choosing 'Replacement' requires naming who is being replaced, so headcount growth cannot hide inside a backfill, and answering that budget is not approved reveals a finance-review note and requires an approver, so an unbudgeted request still has a named owner.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — The role
- Requesting managerrequired
- Departmentrequired
- Job title requestedrequired
- New role or replacement?required
- Replacing whom
- Employment typerequired
- Target start date
Page 2 — The case
- Justificationrequired
- Salary range budgetedrequired
- Budget approved?required
- Finance review needed
- Approver
12 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “New role or replacement?”
- Makes answers required
If “New role or replacement?” is Replacement, “Replacing whom” becomes required before the form can be submitted.
Driven by “Budget approved?”
- Reveals questions
If “Budget approved?” is No, the form reveals “Finance review needed”.
- Makes answers required
If “Budget approved?” is No, “Approver” becomes required before the form can be submitted.
Set it up step by step
- 1
Match departments to your org chart
Replace the placeholder departments so requisitions route to the right approver automatically.
- 2
Ask for the cost of not hiring
Add one line to the justification help text; it is the answer that decides most borderline requisitions.
- 3
Set an approval SLA
State how long approval takes on the cover so managers plan recruitment around it instead of chasing.
- 4
Feed approvals straight to recruitment
Forward approved submissions to the recruiter with the salary range and start date already attached.
Mistakes to avoid
- Approving a replacement without naming who left, which hides quiet team growth inside a 'like-for-like' request.
- Submitting a salary range with no budget line, so recruitment starts and stops when finance sees it.
- Writing a justification that describes the workload but never says what happens if the role is not filled.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Route approved requisitions to recruitment with the job title, type and salary range attached, hold unbudgeted requests for the next finance review, and open the vacancy only once the approver has confirmed.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the staff requisition form, matched on the words people actually search for.
Employee Timesheet Form
approvalbusinesemployeeemploymenthiring
Open Position Application Form
businesemployeeemploymenthiringhr
Application Form with Resume Upload
employeeemploymenthiringhrhuman
Employee Information Form
employeeemploymenthiringhrhuman
Employee Reference Request Form
employeeemploymenthiringhrhuman
Job Application Form
businesemployeeemploymenthiringhr
Privacy & compliance
This form holds employee or applicant data. Route it to a named HR mailbox rather than a shared inbox, and keep the audit trail on so you can show who viewed each response.
Frequently asked questions
Who should complete this form?
The hiring manager requesting the headcount. HR and finance then review the submission rather than rewriting it.
Why require the name of the person being replaced?
Because a replacement is a different financial decision from a new role. Naming the leaver keeps headcount reporting honest.
Can it capture approval as well as the request?
Yes — add an approval question and a signature for the approver, or route submissions through your existing approval workflow.
What happens to unbudgeted requests?
They are flagged for finance review with a named approver and normally held to the next planning cycle rather than rejected outright.
Is the Staff Requisition Form template free to use?
Yes. You can preview and test Staff Requisition Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Staff Requisition Form template ask for?
It asks 12 questions across 2 pages, 8 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Staff Requisition Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this human resources form work?
3 conditional rules ship with the template: Features conditional validation: if “New role or replacement?” is Replacement, “Replacing whom” becomes mandatory before the form can be sent. Features advanced show logic: if “Budget approved?” is No, the form dynamically exposes “Finance review needed”. Otherwise that question never appears. Features conditional validation: if “Budget approved?” is No, “Approver” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Staff Requisition Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Staff Requisition Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
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