Free policy template · Word

Recruitment Policy

A recruitment policy controls how the company decides to hire and where it finds candidates — the manpower requisition and budget approval, internal job posting, sourcing channels such as job portals, referrals and agencies, timelines and record-keeping. It ensures every hire is planned, approved and sourced fairly.

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[Company Logo][Company Name]

RECRUITMENT POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources – Talent Acquisition

1. Purpose

This policy ensures that [Company Name] hires the right number of people, at the right cost, through fair and efficient sourcing channels, with every position approved in advance.

2. Scope

It applies to all permanent, fixed-term and intern positions at all locations. Engagement of contract labour through vendors is covered under the vendor management process.

3. Definitions

Manpower Requisition Form (MRF): the approved request to fill a position.
New position: a role not in the approved headcount plan.
Replacement position: a role vacated by resignation, transfer or termination.
Empanelled agency: a recruitment agency with a signed agreement with the company.

4. Policy

No recruitment starts without an approved MRF.
Replacement positions within budget are approved by the Department Head and HR; new positions also need [Authorised Signatory] approval.
All vacancies in grade [Grade] and above are posted internally for [Number] working days.
External sourcing follows this order unless urgent: employee referrals, job portals and careers page, campus, then empanelled agencies.
Agency fees must not exceed [Number]% of annual fixed CTC and must carry a replacement guarantee of [Number] days.
Job advertisements describe the role and requirements and do not state preferences based on gender, religion, caste or any other protected ground unless legally permitted.
The company never charges candidates any fee at any stage.

5. Procedure

Hiring manager raises the MRF with a job description in [HRMS].
HR validates budget and grade; approvers sign off within [Number] working days.
Talent Acquisition prepares the sourcing plan and posts the role.
Shortlisted profiles are shared with the hiring manager within [Number] days.
Selection follows the Recruitment & Selection Policy.
Time-to-fill targets: [Number] days for junior roles, [Number] days for mid-level and [Number] days for senior roles.

Position title
Department
Grade
New / Replacement (name of employee replaced)
Budgeted CTC range
Work Location
Required by date
Requested by
Approved by

6. Responsibilities

Hiring managers: plan headcount and define requirements.
Talent Acquisition: source, track and report hiring metrics.
Finance: confirm budget.
HR Head: approve agencies and policy exceptions.

7. Non-compliance

Offers made without an approved MRF will not be honoured by payroll. Agency invoices for unapproved engagements will not be paid.

8. Review & Approval

HR will review this policy annually along with the headcount plan.

Prepared by
[HR Name]
Human Resources

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Download Word (.docx) — free

What this template includes

Manpower requisition form — every vacancy linked to an approved budget
Approval matrix — who can sign off replacement vs new positions
Internal job posting for [Number] days — gives employees first chance
Approved sourcing channels — job portals, referrals, campus, agencies
Agency empanelment and fee cap — controls cost
Recruitment records — supports audits and data protection

When to use it

Managers hire without approved headcount and budgets overshoot
Setting rules for using recruitment agencies and their fees
Requiring internal job posting before going outside
Standardising hiring timelines and reporting for a growing team

How to customise this template

1Insert your approval matrix by grade and type of position
2List the job portals and agencies you use
3Set agency fee limits and replacement guarantee periods
4Decide the internal posting period and eligibility
5Add target time-to-fill for each level

HR tips

Write a clear job description before posting — vague JDs attract mismatched applicants
Post the role on job portals like BetterJobs and your careers page at the same time to widen the pool
Never ask candidates for a deposit or fee — it is a common fraud signal
Store CVs securely and delete them after the retention period

Recruitment must be non-discriminatory and handle candidate personal data lawfully. Review this template against equal remuneration and disability rights requirements, the Digital Personal Data Protection Act, 2023 and with legal advice.

For HR & hiring managers

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Frequently asked questions

What is a manpower requisition?+

It is a formal request by a manager to fill a position, stating the role, reason (new or replacement), budget, and required skills. It must be approved before recruitment starts.

Should internal candidates be considered first?+

Many companies post vacancies internally for a short period before external hiring. It boosts retention and career growth, though the final choice should still be merit-based.

How long should CVs of unsuccessful candidates be kept?+

Keep them only as long as needed for the stated purpose, such as six to twelve months for future openings with consent. State the retention period in your privacy notice.

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[Company Logo][Company Name]
RECRUITMENT & SELECTION POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources – Talent Acquisition
1. Purpose
This policy sets the method by which [Company Name] assesses and selects candidates, so that every hiring decision is based on job-related evidence and treats applicants fairly.
2. Scope
It applies to all external and internal candidates for any position, and to every employee who takes part in interviews or assessments.
3. Definitions
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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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Effective Date:
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1. Purpose
This policy sets out the types of leave available to employees of [Company Name], how leave is earned, applied for and approved, and how unused leave is treated, so that employees can rest and attend to personal needs while business continuity is maintained.
2. Scope
This policy applies to all employees on the rolls of the company at all locations, including probationers, unless their appointment letter states otherwise. Where state laws, standing orders or settlements provide more favourable terms, those terms will prevail.
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ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
It applies to all employees on the company's rolls at all locations, including probationers and fixed-term employees. Contract workers follow this policy as applied by their contractor and site rules.
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OVERTIME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
This policy sets the rules for approving, recording and paying overtime (OT) at [Company Name] so that extra work is planned, fairly compensated and kept within legal and safe limits.
2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
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WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] is an office-first organisation. This policy allows employees to work from their residence on an occasional basis while ensuring business continuity, availability and protection of company information.
2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
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REMOTE WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
This policy sets out the terms on which [Company Name] engages employees who work permanently from a location other than a company office, so that remote employees are productive, connected, secure and treated equally with office-based colleagues.
2. Scope
It applies to employees whose appointment letter or a written amendment designates them as 'Remote', with a specified Remote Work Location in India. Occasional work from home and hybrid arrangements are covered by separate policies.
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