Free form template · Word

Replacement Hiring Request

A replacement hiring request asks HR to backfill a position vacated by resignation, termination, transfer or retirement. It links the vacancy to the exiting employee, confirms the role is still needed and records whether the replacement will be hired at the same grade and cost.

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[Company Logo][Company Name]

REPLACEMENT HIRING REQUEST

Request No.:: [Reference Number]
Date:: [Date]
Department:: [Department]

Part A – Exiting Employee Details

Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location

Part B – Reason for Vacancy

Resignation
Termination
Retirement
Internal transfer / promotion
End of fixed-term contract
Other: [Specify]

Part C – Replacement Requirement

Is the role still required? (Yes/No)
Same designation and grade? (Yes / No – specify change)
Proposed CTC range (₹ per annum)
Changes to job description (if any)
Target Date of Joining
Preferred source: Internal / Referral / Job Portal / Agency

Part D – Handover and Interim Cover

Handover to (Name)
Handover status: Not started / In progress / Complete
Interim cover arrangement until replacement joins

Part E – Approvals

Role	Name	Approved (Y/N)	Signature & Date
Reporting Manager	[Reporting Manager]
Department Head	[Name]
HR Business Partner	[HR Name]

Declaration: I confirm that the position continues to be required and request HR to initiate replacement hiring within the approved budget.

Requested by
[Reporting Manager]
[Designation]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Exiting employee name, ID, last CTC and last working day
Reason for vacancy, useful for attrition analysis
Confirmation that the role is still required in the same form
Changes to the role, grade or location, if any
Handover and interim cover plan during the gap
Approval to hire at the same or revised budget

When to use it

An employee has resigned and is serving notice
An internal transfer or promotion leaves a seat empty
A retirement or contract end is coming up in the next quarter
Reviewing whether a vacated role should be backfilled or eliminated

How to customise this template

1Link the form to your exit or resignation acceptance process
2Add a field for the exit interview reference number
3Set the maximum allowed variance from the last CTC
4Remove the interim cover section if your teams always have backups

HR tips

Raise the request as soon as the resignation is accepted so the notice period overlaps with sourcing
Use the backfill as a chance to update the job description, not just copy the old one
If the replacement CTC is much higher than the last drawn, flag it for pay equity review
Track average time-to-backfill per department in your recruitment MIS

For HR & hiring managers

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Frequently asked questions

Does a replacement hire need fresh approval?+

Most companies require a short approval to confirm the role is still needed and the budget is unchanged. It is faster than a new position request.

Can the replacement be hired at a higher salary?+

Yes, if market rates have moved, but the increase should be approved and checked against peers in the same grade.

When should HR start replacement hiring?+

Ideally on the day the resignation is accepted, so interviews run during the notice period.

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[Company Logo][Company Name]
EMPLOYMENT VERIFICATION REQUEST EMAIL
Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]
Dear HR Team, [Former Employer Name],
Greetings from [Company Name]. [Candidate Name] has been offered the position of [Designation] with us and has stated that they worked with your organisation from [MM/YYYY] to [MM/YYYY]. As part of our standard pre-employment process, we request you to kindly verify their employment details.
The candidate's signed authorisation and our verification form are attached. Please confirm the following:
1. Employee ID: [ID]
2. Designation at the time of leaving: [Designation]
3. Date of joining and last working day: [DD/MM/YYYY] – [DD/MM/YYYY]
4. Last drawn CTC (if your policy permits): ₹[Amount] per annum
5. Reason for leaving and eligibility for rehire
If filling the form is not convenient, a simple reply to this email confirming or correcting each point will be sufficient. We would be grateful for your response by [Date].
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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
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[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]
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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
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JOB DESCRIPTION
Company:
[Company Name]
JD Code:
[Reference Number]
Version / Date:
[Version] / [Date]
1. Job Details
Field Details
Designation [Designation]
Department [Department]
Grade / Band [Grade]
Reports To [Reporting Manager]
Direct Reports [Number / None]
Location [Work Location]
Employment Type [Permanent / Contract]
2. Job Purpose
The [Designation] is responsible for [core purpose of the role] in order to [business outcome]. The role works closely with [teams / stakeholders] and contributes to [department goal].
3. Key Responsibilities
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Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

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

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

Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)

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

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

Field	Details
Designation	[Designation]
Department	[Department]
Grade / Band	[Grade]
Reports To	[Reporting Manager]
Direct Reports	[Number / None]
Location	[Work Location]
Employment Type	[Permanent / Contract]

[Company Logo][Company Name]

JOB SPECIFICATION

Company:: [Company Name]
Designation:: [Designation]
Department:: [Department]
Date:: [Date]

1. Education and Certifications

Requirement	Essential	Desirable	Assessed By
Graduation / Diploma	[Degree]	[Degree]	Document check
Professional certification	[Certification]	[Certification]	Certificate
Licence / registration	[Licence]	-	Original verification

2. Experience

Requirement	Essential	Desirable	Assessed By
Total experience	[Years]	[Years]	Resume / reference
Domain / industry	[Domain]	[Domain]	Interview
Team handling	[Yes / No]	[Team size]	Interview

3. Technical Skills

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[Company Logo][Company Name]
WE ARE HIRING
[Designation] – [Work Location] | [Experience] Years
[Company Name] is a [industry] company serving [customers / markets] from [cities]. We are growing our [Department] team and looking for a [Designation] who enjoys [one-line motivation, e.g. solving customer problems / building reliable systems].
What you will do
- [Responsibility 1]
- [Responsibility 2]
- [Responsibility 3]
- [Responsibility 4]
- [Responsibility 5]
What we are looking for
- [Qualification] with [Experience] years in [domain]
- Working knowledge of [skill / software]
- Good communication in [languages]
- Willingness to [travel / work shifts], if applicable
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