Personnel Requisition Form [Word, PDF] – Free Download 2026

A personnel requisition form is used to address inevitable staff shortages within a business, especially during periods of expansion or strategic changes. To get timely approval for additional personnel, departments need to clearly present their reasons, needs, and proposals.

In this article, 1Office will provide a standard, administratively correct personnel requisition form template that is easy to edit for specific situations. We will also offer detailed guidance on how to write it, the necessary content for the form, and tips to increase the chances of quick approval.

I. What is a personnel requisition form? When is it needed?

A personnel requisition form is an internal document used to propose and seek approval from the Board of Directors for hiring additional staff for a department. The form must clearly state the reason for the request, the position to be filled, the proposed timeline, and the required competencies.

The personnel requisition form needs to clearly and detailedly present the following information: Job position, number of personnel, work experience, expected salary, required start date, employment type (Part-time / Full-time), contract term (Seasonal / Fixed-term / Indefinite-term), etc.

Hiring the right additional personnel helps ensure the company’s human resources plan is well-executed. This allows the organization to maintain the necessary resources to meet its development goals.

II. What should be considered when drafting a personnel requisition form in a business?

Managers need to compare the actual workload with existing resources to determine the urgency of recruitment, ensuring that new hires bring long-term economic value rather than just solving temporary issues.

Before creating the form, you should consider the following key factors:

1. When should you not submit a request to hire more staff?

Hiring at the wrong time or for the wrong reasons can lead to the following consequences:

• Choosing the wrong person for the company’s position.
• Wasting the company’s time and resources on training.
• Wasting the employee’s time and effort.

You should not request additional staff when:

• The workload increases seasonally. Consider hiring seasonal, temporary, or part-time employees.
• A project shows unusual signs, with stages arising that are not part of the normal routine.
• A team member is sick, on vacation, etc.
• Employees complain about their workload. You need to check the employees’ time management skills before approving a recruitment proposal.

See more: Standard Employee Recruitment Process Template for Businesses

2. When to submit a personnel recruitment request

In the following cases, managers should consider approving a proposal for additional staff:

• Submit a request for additional staff when the workload is consistently overwhelming

Does overtime (OT) happen frequently in your company? Are your employees able to maintain a work-life balance, and has their productivity and focus decreased? OT is a common situation in many businesses and is unavoidable when the company has unexpected projects or a sudden surge in business demand for a short period. However, if OT occurs too frequently and for extended periods, it is highly likely that the workload assigned to employees is too heavy or exceeds their capacity.

• The company frequently has to hire external resources

Have you been using a lot of temporary labor, subcontractors, or freelancers? If you regularly hire external resources for routine work, it might be time to consider finding a full-time employee for this position.

To get your personnel recruitment proposal approved easily, you need to clarify the following reasons:

• If you hire subcontractors and freelancers, you may not incur any costs when you don’t need them.
• External resources are often more costly than long-term employees. And they are usually unfamiliar with the organization’s situation.
• Analyzing hidden as well as visible costs helps you make the best decision from a financial perspective.
• The manager no longer has time for their main tasks. Hiring an employee to handle support tasks can free up the manager’s time, allowing them to focus on more profitable and strategic duties.

Identify why you or your team need extra help and the benefits the new hire will bring. As the proposer, you must be very clear about this in the form when submitting it for approval.

III. What content should a personnel requisition form include?

A standard personnel requisition form must provide complete legal and practical information, from the reasons for the proposal based on specific data to a detailed recruitment plan, to give leadership sufficient grounds to approve the resources quickly.

The core structure of a personnel reinforcement proposal includes:

1. Title: Request for Additional Personnel for [Department]
2. Creator: Usually the department head, can be a direct manager or team leader
3. Approver: Usually the Board of Directors or the HR Director
4. Reason for Proposal: State clearly in formal language, with data if available (e.g., “Business Unit A currently has only 5 employees, while the industry average requires a minimum of 8”)
5. Proposed Quantity: Clearly state by job title and position
6. Professional Requirements: Degrees, experience, necessary skills
7. Recruitment Timeline: Clearly state the month, planned onboarding schedule
8. Coordination Proposal: Assign tasks to the HR & Admin or Recruitment department

IV. How to Write a Standard Personnel Requisition Form

The company’s personnel requisition form is regulated by the company’s charter. Therefore, the format of this form is quite simple and includes:

1. Formalities Section:

The National Emblem and Motto are placed at the top right of the form

Title section: Titled in all caps “PROPOSAL”, followed by the subject (e.g., for additional personnel, for recruitment…).

2. Body of the Proposal:

The body of the personnel requisition proposal must include the following sections:

• To: The departments and individuals responsible for reviewing the proposal. For example: Board of Directors, department heads,…
• Reason: State the reason for requesting additional personnel. The reason must be detailed, clear, and based on the actual situation.
• Create a recruitment proposal table including: Quantity, position, job summary, and description of required personnel skills

3. Closing Section

This section includes the confirmation signatures of the heads of departments involved in the approval process. You then send the proposal to the relevant departments to obtain all necessary signatures and stamps for it to become effective.

V. How to Use Persuasive Language in a Personnel Requisition Proposal

A personnel requisition form is not just an administrative document, but also a “persuasive proposal.” The writer needs to demonstrate the urgency, reasonable justification, and positive impact of adding personnel on the department’s operations.

1. Clearly state the basis and purpose

The beginning of the proposal should state a specific basis, such as: the production-business plan, increased workload, employee departures, or project expansion.
For example:

“Based on the plan to expand the Central region branch in Q4/2026 and the current staffing level being unable to meet the increased workload, the Sales Department respectfully proposes the addition of 02 Market Development Officer positions.”

2. State the reason with specific data and evidence

Instead of just saying “we are short-staffed,” provide clear figures:

“Currently, the department has 05 employees covering 12 provinces, with each person managing an average of 25 clients, which is double the standard procedural quota.”

This presentation helps the approver easily assess the necessity and feasibility.

3. Use standard, formal language and avoid subjectivity

Use the active voice and avoid personal phrases like “I think” or “perhaps.”
Instead, use clear structures:

• “The … Department proposes”

• “To ensure the progress of…”

• “Respectfully submitted to the Board of Directors for consideration and approval.”

4. Emphasize the benefits of adding personnel

The conclusion should affirm the positive impacts: increased productivity, reduced risks, ensuring the production-business plan stays on schedule.
For example:

“The timely addition of personnel will help the department maintain customer service quality and achieve the 2026 sales targets.”

VI. Download Free Personnel Requisition Templates (Word, PDF)

> Download the free personnel requisition form template (Word file) HERE

VII. Process After Submitting the Proposal

After the proposal is submitted to the management, the HR department will implement a series of processing steps to ensure the recruitment need is assessed correctly, sufficiently, and quickly. The detailed process includes the following steps:

1. Submit the proposal for approval and await management’s response

• After submission, the proposal will be forwarded to the Board of Directors or the competent authority.

• Management reviews:

  • The necessity of the position

  • Its alignment with the personnel plan

  • Timeframe for hiring

  • Proposed budget

• The feedback can be: approved, request for adjustment, or rejected.

2. HR Department confirms the need and budget

After the Board of Directors agrees in principle:

• The HR Department reviews the recruitment needs with the department head.

• Cross-reference with the annual/quarterly/monthly personnel budget.

• Determine:

  • Salary grade

  • Estimated recruitment cost

  • Completion deadline

This is a crucial step to ensure recruitment is within budget and aligns with the overall personnel plan.

3. Create a detailed recruitment plan

The HR Department creates a recruitment plan that includes:

• Description of the position to be filled

• Target number of candidates

• Proposed recruitment channels

• Timeline for each stage: posting – CV screening – interviewing – offering

• Person in charge of each step

• Estimated completion time

This plan helps all parties understand the progress and coordinate smoothly.

4. Coordinate with the department head on the JD and recruitment channels

HR works with the department head to:

• Update or finalize the JD (Job Description), ensuring accurate job requirements.

• Agree on selection criteria: skills – experience – priority level.

• Select effective recruitment channels:

  • Recruitment websites

  • Social media (Facebook, LinkedIn)

  • Headhunters

  • Internal referrals

  • HRM platforms with automatic job posting

The goal is to reach the right group of potential candidates in the shortest possible time.

5. Implement recruitment and execute the onboarding process

When the plan is ready:

• HR posts job ads, screens CVs, invites candidates for interviews, and organizes assessment rounds.

<li data-start="2

Step 1. The department head prepares a proposal

• Determine the actual need (workload, employee leave, new projects).

• Draft the proposal with a job description and rationale for the headcount.

• Sign and send to the Human Resources (HR) department.

Step 2. The HR department reviews and evaluates

• Check the information, rationale, and overall company headcount.

• Assess its alignment with the budget and annual recruitment plan.

• Provide feedback (approve, request additions, or suggest adjustments).

Step 3. Submit to the Board of Directors or General Director for approval

• The Board of Directors reviews the proposal and analyzes the cost-effectiveness.

• Makes a decision to officially approve, postpone, or request further clarification.

Step 4. Announce the result and implement

• HR sends the official approval document to the department head.

• If approved, HR proceeds with the recruitment or personnel transfer process.

• File the proposal record for future evaluation.

Note:

• The process should be standardized in writing or through an internal system to avoid overlap.

• The company should define a maximum response time (SLA) for each level to ensure progress.



IX. Digitize and automate the recruitment process with 1Office software

The 1Office human resource management software allows you to:

• Create online proposals with an automated approval workflow
• Connect directly with the recruitment and employee evaluation modules
• Manage the post-recruitment onboarding process

Writing a proposal to request additional personnel is not just a procedure, but the first step in a rigorous recruitment process. When automated with a tool like 1Office, the entire process becomes more transparent, fast, and professional.

If you want to shorten the time it takes to create a personnel request proposal and make it easier for managers to approve proposals online, don’t miss the recruitment management feature of 1Office. This software allows the HR department to create new recruitment proposals using pre-made forms on the system.

Furthermore, your employees will immediately receive notifications about whether their requests are approved or not. Over 6,000 businesses have successfully applied 1Office software in human resource management, bringing many benefits to their companies.

Register for a free feature Demo!

X. Frequently Asked Questions about Personnel Requisition Proposals

What is the most convincing reason for the Board of Directors to approve a proposal?

Reasons based on real data are the most persuasive. Provide specific numbers about excessive workload, low goal completion rates due to understaffing, or outsourcing costs that are higher than the cost of hiring a full-time employee.

What core information should be prepared before writing the proposal?

You need to clearly define: The position to be filled, the specific number of hires, a summary of the job description (JD), professional requirements, the expected salary range, and the date the new employee needs to start working.

Does a personnel requisition proposal have to follow administrative formatting?

Yes. To enhance professionalism and facilitate approval, the proposal should adhere to a standard layout: National emblem and motto, document title, a section addressing the competent authorities, detailed proposal content, and confirmation signatures from the relevant parties.

How can the proposal approval process across different levels be expedited?

Companies should digitize this process on the 1Office platform. Creating proposals online allows for automatic routing to the authorized management level, with instant notifications, which helps shorten the waiting time for manual paperwork approval.

What is the next step after the proposal is approved?

Upon approval, the HR department will coordinate with the Head of Department to finalize the job description (JD), determine recruitment channels, and implement the interview process. To optimize this stage, you can refer to the recruitment management module at 1HRM.

Get a free consultation

XI. Conclusion

Creating a professional personnel requisition proposal helps businesses address resource shortages and demonstrates clear management capabilities. An effective proposal must be based on actual data, sound reasoning, and a transparent approval process, ensuring new personnel contribute directly to growth objectives.

Discover now how to set up an automated personnel proposal approval process, helping to reduce document circulation time between departments by 80%.

Get the solution today