When to use this template
Use this hiring request form template whenever a branch, store or office needs to add or replace a role. It turns a manager's verbal ask into a written record that finance, HR and operations can approve before a job goes live. Every location fills out the same fields, so leaders can compare requests side by side and spot gaps early. If you need a refresher on the underlying concept, see what a job requisition is.
- A manager wants to backfill a role after a resignation.
- A location is opening, expanding hours or adding a shift.
- Seasonal demand means several sites need hires at once.
- Finance needs a clear headcount picture before approving budget.
Fields every request should include
| Field | Why it matters |
|---|---|
| Location and cost center | Ties the hire to the right budget and reporting line. |
| Role title and level | Keeps titles consistent across sites. |
| Reason for request | Separates backfills from new headcount. |
| Schedule and shift needs | Tells recruiters which candidates actually fit. |
| Pay range source | Points to the approved band instead of a number the manager picks. |
| Target start date | Sets the timeline for screening and interviews. |
| Approvers | Shows who signs off and in what order. |
Copy-ready templates
Copy any of these into your document tool or intranet form. Replace each [bracketed] item before sending.
Template 1: Standard hiring request form
Requested by: [Manager name and title] Location: [Site name / address] Cost center: [Code] Role title: [Job title] Department: [Department] Employment type: [Full-time / Part-time / Seasonal / Temporary] Number of openings: [Count] Reason: [Backfill for (name) / New headcount / Seasonal] Schedule: [Days, shift times, weekend or evening needs] Pay range: [Per approved band for this role and location] Target start date: [Date] Must-have requirements: [Licenses, certifications, skills] Nice-to-have: [Preferred experience] Hiring manager for interviews: [Name] Notes: [Anything recruiters should know]
Use this as the default form for all sites.
Template 2: Job requisition request form for managers (short version)
Manager: [Name] Location: [Site] Role needed: [Job title] How many: [Count] Why: [Replacing (name) / New need because (reason)] Shifts to cover: [Days and hours] Needed by: [Date] Must have: [Top requirements] Best days for interviews: [Days and times]
For busy branch managers who need to submit a request in a few minutes.
Template 3: Headcount request template for multi-site planning
Planning period: [Quarter or season] Submitted by: [Regional or ops leader] Location: [Site A] | Role: [Title] | Openings: [Count] | Type: [FT/PT/Seasonal] | Reason: [Backfill/New] | Start: [Date] Location: [Site B] | Role: [Title] | Openings: [Count] | Type: [FT/PT/Seasonal] | Reason: [Backfill/New] | Start: [Date] Location: [Site C] | Role: [Title] | Openings: [Count] | Type: [FT/PT/Seasonal] | Reason: [Backfill/New] | Start: [Date] Budget reference: [Approved budget line or plan name] Priority order: [Which sites to staff first and why] Shared requirements across sites: [Common skills or certifications]
Use when one leader requests hires for several locations at once.
Template 4: Approval record
Request ID: [Number] Role and location: [Title, Site] Step 1 – Hiring manager submits: [Name, date] Step 2 – Regional / ops review: [Approved / Returned / Declined] by [Name], [date]. Comments: [Notes] Step 3 – Finance budget check: [Approved / Returned / Declined] by [Name], [date]. Budget line: [Code] Step 4 – HR final review: [Approved / Returned / Declined] by [Name], [date] Status: [Open for recruiting / On hold / Closed] Assigned recruiter: [Name]
Template 5: Sample filled-out request
Requested by: [Example] Jordan Lee, Store Manager Location: [Example] Riverside store Cost center: [Store code] Role title: Shift Supervisor Employment type: Full-time Number of openings: One Reason: Backfill for a supervisor who transferred to another store Schedule: Closing shifts, including weekends Pay range: Per approved band for Shift Supervisor at this store Target start date: [Date] Must-have requirements: Prior team lead experience, open availability on weekends Nice-to-have: Experience with inventory counts Hiring manager for interviews: Jordan Lee Notes: Prefer candidates who can cover a nearby store when needed
Fictional example. Replace every detail with your own.
Approval workflow
- 1 Manager submits The branch manager completes the form and sends it to a single shared inbox or form, not to individual people.
- 2 Operations reviews need A regional or ops leader confirms the role is needed and the schedule makes sense for the site.
- 3 Finance checks budget Finance confirms the hire fits an approved budget line and pay band.
- 4 HR finalizes HR confirms the title, requirements and job description, then assigns a recruiter.
- 5 Recruiting opens the job Only approved requests become live postings.
Importing into your ATS
Once a request is approved, treat it as the source of truth for the job. Copy the title, location, schedule, requirements and hiring manager into the job record so nothing gets retyped from memory. Decide in advance who can create jobs and who can only view them; reviewing your roles and permissions setup helps keep that clean across sites. From there, you can design a branded apply page for the role.
Consistency should carry through to onboarding too. With ATS Mako, a multi-location operation runs the same digital W-4 step for every new hire, regardless of which office is onboarding them, and the completed form is stored with the rest of that person's onboarding documents.
Customization tips
- Add a dropdown for location so names are always spelled the same way.
- Pre-fill role titles from an approved list to stop title drift between sites.
- Add a field for language needs if some locations serve multilingual customers.
- Keep the short form for managers and the full form for HR, but map both to the same fields.
- Store blank versions alongside your other forms in a shared recruiting template library.
What to avoid
- Letting managers type their own pay numbers instead of referencing the approved band.
- Approving requests by text or hallway conversation with no written record.
- Leaving schedule needs vague, which leads to candidates who cannot work the shifts.
- Using different forms at different sites.
- Opening a job before every approver has signed off.
Turn approved requests into live jobs faster
See how ATS Mako keeps hiring consistent across every location. Book a demo or review pricing.