Free form template · Word

Recruitment Approval Form

A recruitment approval form is the sanction document that management signs to authorise hiring against a requisition. It shows the budget check, current versus approved headcount and expected sourcing cost, and records each approver's decision with conditions, if any.

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[Company Logo][Company Name]

RECRUITMENT APPROVAL FORM

Approval No.:: [Reference Number]
Requisition No.:: [Requisition Number]
Date:: [Date]

1. Position Summary

Designation
Department
Grade
Number of Positions
Work Location
Type: New / Replacement

2. Headcount Check

Approved Headcount	Current Headcount	Open Positions	Headcount After This Hire
[Number]	[Number]	[Number]	[Number]

3. Budget Check

Item	Budgeted (₹)	Proposed (₹)	Variance (₹)
Annual CTC per position	[Amount]	[Amount]	[Amount]
Agency fee	[Amount]	[Amount]	[Amount]
Joining bonus / relocation	[Amount]	[Amount]	[Amount]
Total hiring cost	[Amount]	[Amount]	[Amount]

4. HR Comments

[Internal candidates considered, market availability, expected time to hire]

5. Approval Decision

Approver	Decision (Approve / Hold / Reject)	Conditions	Signature & Date
Department Head
HR Head
Finance Controller
CEO / Director

Approval valid until
Approved number of hires

This approval authorises HR to recruit for the position described above within the approved budget and validity period. Any change in grade, CTC or headcount requires fresh approval.

Prepared by
[HR Name]
Date: [Date]

Final Sanction
[Authorised Signatory]
[Designation]

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What this template includes

Requisition reference and role summary
Headcount check: approved, current and after this hire
Budget check: budgeted versus proposed CTC
Estimated hiring cost: agency fee, joining bonus, relocation
Approver decisions with conditions
Validity period of the approval

When to use it

Hiring freeze periods where every hire needs top-level sanction
Positions above a certain grade or CTC threshold
Hiring that will use paid agencies or relocation support
Audit trail for statutory or internal audit reviews

How to customise this template

1Set the CTC threshold above which CEO approval is required
2Add your agency fee slabs to auto-calculate hiring cost
3Include a field for project or client code for billable roles
4Change approval validity to match your policy, for example 90 days

HR tips

Attach the MRF and JD so approvers have context in one place
State clearly whether the approval covers one hire or multiple openings
Record conditions such as 'approve only if joining before quarter end'
Re-approve if the role remains unfilled after the validity period

For HR & hiring managers

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Frequently asked questions

Why is a recruitment approval form needed if the MRF is approved?+

Some companies combine both. A separate approval is useful when headcount and budget must be checked by Finance and management after HR has validated the requisition.

Who should approve recruitment?+

Usually the department head, HR Head and Finance, with CEO approval for senior roles or unbudgeted positions.

How long is a hiring approval valid?+

That depends on your policy; many companies set 60–90 days, after which the need is reconfirmed.

All 50 recruitment & hiring →

[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
Form · Word
Recruitment Requisition Form
Download .docx

Must-Have Skills	Good-to-Have Skills	Deal-Breakers
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]

[Company Logo][Company Name]

CANDIDATE SALARY APPROVAL FORM

Approval Ref.:: [Reference Number]
Candidate Name:: [Candidate Name]
Position / Grade:: [Designation] / [Grade]
Date:: [Date]

1. Proposed CTC Breakup

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special / Other Allowances	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF contribution	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]
Gratuity provision	[Amount]	[Amount]
Annual variable / bonus	-	[Amount]
Total CTC	[Amount]	[CTC]

2. Band Position

Band Minimum (₹)	Mid-point (₹)	Band Maximum (₹)	Proposed (₹)	Compa-ratio
[Amount]	[Amount]	[Amount]	[CTC]	[Ratio]

3. Internal Parity

Form · Word

Candidate Salary Approval Form

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[Company Logo][Company Name]

OFFER APPROVAL FORM

Offer Approval No.:: [Reference Number]
Requisition / Selection Ref.:: [Requisition Number] / [Selection Ref]
Salary Approval Ref.:: [Salary Approval Ref]
Date:: [Date]

1. Offer Terms

Term	Proposed	Standard Policy?
Candidate Name	[Candidate Name]	-
Designation	[Designation]	[Yes / No]
Grade	[Grade]	[Yes / No]
Department	[Department]	-
Work Location	[Work Location]	-
Reporting Manager	[Reporting Manager]	-
Annual CTC	₹[CTC]	[Yes / No]
Probation	[Months] months	[Yes / No]
Notice Period (probation / confirmed)	[Days] / [Notice Period]	[Yes / No]
Date of Joining	[Date of Joining]	-
Special clauses	[Joining bonus clawback / bond / IP / non-solicit]	[Yes / No]

2. Pre-offer Checks

All interview rounds completed and documented
Salary approval obtained
Current CTC proof received
Reference check completed / scheduled
Background verification consent obtained
Offer letter drafted on approved template

3. Offer Validity

Form · Word

Offer Approval Form

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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
Form · Word
Manpower Requisition Form
Download .docx
Form · Word
New Position Request Form
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[Company Logo][Company Name]
JOB OPENING FORM
Opening ID:
[Reference Number]
Linked Requisition No.:
[Requisition Number]
Date:
[Date]
Section 1 – Opening Details
Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required
Section 2 – Salary and Benefits Display
- Show salary range: ₹[Amount] – ₹[Amount] per annum
- Show 'Best in industry / Negotiable'
- Do not display salary
- Mention benefits: PF, health insurance, [Other]
Section 3 – Posting Schedule
Form · Word
Job Opening Form
Download .docx
[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
Form · Word
Candidate Application Form
Download .docx

Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required

Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)

[Company Logo][Company Name]

EMPLOYMENT APPLICATION FORM

Company:: [Company Name]
Position:: [Designation]
Application Date:: [Date]

Section A – Personal Information

Full Name
Father's / Spouse's Name
Date of Birth
Gender
Mobile and Email
Current Address
Permanent Address
PAN
UAN (if any)
Aadhaar (last 4 digits only)

Section B – Educational Qualifications

Course	Institute / Board	From – To	% / CGPA	Mode (Regular / Distance)
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]

Section C – Employment History (latest first)

Form · Word

Employment Application Form

Download .docx

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Recruitment Approval Form

Preview of the form

1. Position Summary

2. Headcount Check

3. Budget Check

4. HR Comments

5. Approval Decision

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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