--- url: https://www.qualityweb360.com/how-to-create-an-effective-personnel-requisition-for-a-company-in-mexico/ title: "Personnel requisition: what it is, a form to copy and an example" language: en kind: post generated: 2026-10-20T17:24:38Z source: https://www.qualityweb360.com/ --- # Personnel requisition: what it is, a form to copy and an example - [Home](https://www.qualityweb360.com) - [Quality Management 360](https://www.qualityweb360.com/quality-management-360/) - Personnel requisition: what it is, a form to copy and an example # Personnel requisition: what it is, a form to copy and an example An operator resigns on Friday, on Monday the supervisor asks HR for “someone just like them”, and three weeks later a new hire starts without the experience the job actually needed. Nobody agreed on what was required, nobody approved the budget in writing and, when the auditor shows up, there is no way to show why that person was hired. That is exactly what a well-built personnel requisition prevents. In this guide you will see what it is, which fields it should include, a blank form you can copy, a complete filled-in example, the approval workflow, and how it connects to ISO 9001 if your company runs a quality management system. **In short:** a personnel requisition is the formal request a department uses to fill a vacancy. It states which position, why it is needed, which profile is required, who approves it and with what budget. Further down you will find a blank form ready to copy and a filled-in example, field by field. Table of Contents - [What is a personnel requisition?](#What_is_a_personnel_requisition) - [Why it matters (and what happens without one)](#Why_it_matters_and_what_happens_without_one) - [What a personnel requisition form should include](#What_a_personnel_requisition_form_should_include) - [Personnel requisition form (blank, ready to copy)](#Personnel_requisition_form_blank_ready_to_copy) - [Personnel requisition example (filled in)](#Personnel_requisition_example_filled_in) - [How to create a personnel requisition, step by step](#How_to_create_a_personnel_requisition_step_by_step) - [Approval workflow: who signs and in what order](#Approval_workflow_who_signs_and_in_what_order) - [Personnel requisitions and ISO 9001](#Personnel_requisitions_and_ISO_9001) - [Common mistakes](#Common_mistakes) - [From a spreadsheet form to a controlled process](#From_a_spreadsheet_form_to_a_controlled_process) - [Frequently asked questions](#Frequently_asked_questions) - [What is a personnel requisition?](#What_is_a_personnel_requisition-2) - [Who fills out the personnel requisition form?](#Who_fills_out_the_personnel_requisition_form) - [What is the difference between a requisition and a job description?](#What_is_the_difference_between_a_requisition_and_a_job_description) - [Does ISO 9001 require a personnel requisition?](#Does_ISO_9001_require_a_personnel_requisition) - [How long should approval take?](#How_long_should_approval_take) ## What is a personnel requisition? A personnel requisition (also called a job or staff requisition) is the document, on paper, in a form or in a system, that a department manager uses to ask HR to open a hiring process. It is the **starting point of every hire**: without an approved requisition, no job ad should go out. It is easy to confuse with two other documents: - **Job description:** describes the position permanently (duties, responsibilities, competencies). It exists even while the job is filled. - **Job posting:** the public ad candidates see. It comes _after_ the requisition is approved. The requisition links the two: it takes the current job description, explains why the position must be filled now and records the approval. ## Why it matters (and what happens without one) When the requisition is a two-line email or a hallway conversation, the same problems keep coming back: - **Profiles that change mid-process:** the department asks for one thing, HR understands another, and candidates are interviewed against a profile nobody agreed on. - **Hires without budget:** a salary is offered that Finance never approved, or a position is opened outside the approved headcount. - **Time-to-fill you cannot measure:** with no request date, you never know how long a vacancy takes to fill or where it gets stuck. - **Zero evidence:** when someone asks why a person without the required experience was hired, there is nothing in writing. A formal requisition fixes all four with one document: it sets the profile before the search starts, records the approval in writing and marks the date the clock starts. ## What a personnel requisition form should include These are the fields no personnel requisition form should be missing, grouped by section: SectionFieldsWhy it mattersRequest detailsReference number, date, requesting department, requester nameLets you track the request and measure time-to-fillPositionJob title, number of openings, direct manager, shift and work locationRemoves ambiguity about what is being hiredReasonReplacement (of whom and why), new position, temporary workload increaseA new position usually needs more approvals than a replacementEmployment typePermanent, temporary or project-based; full or part time; target start dateDefines budget and urgencyRequired profileEducation, experience, technical knowledge, key skills and competenciesThis is what candidates will be screened againstMain duties3 to 6 responsibilities (or a reference to the current job description)Makes sure the posting describes the real jobConditionsApproved salary range, benefits, tools or equipment neededAvoids offering something that was never approvedApprovalsSign-off from the department head, HR and the budget owner, each with a dateThe evidence that the hire was authorizedIf your current form only has “position” and “signature”, that is where most of the problems above come from. ## Personnel requisition form (blank, ready to copy) Here is the complete form, ready to copy into Word, Excel or whatever system you use. Paste the table, add your company logo and document code, and fill one in for each vacancy. If your QMS controls forms, give it a revision number like any other document. FieldEntry1. Request details**Reference number**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Request date**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Requesting department**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Requester name and title**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_2. Position**Job title**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Number of openings**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Direct manager**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Shift and work location**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_3. Reason**Replacement (of whom and why) / New position / Temporary workload increase**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_4. Employment type**Permanent / Temporary / Project-based**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Full time / Part time**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Target start date**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_5. Required profile**Education**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Experience (years and field)**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Technical knowledge**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Key competencies**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_6. Main duties**Duty 1**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Duty 2**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Duty 3**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Duty 4**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_7. Conditions**Approved salary range**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Benefits**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Equipment or tools needed**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_8. Approvals (name, signature and date)**Requesting department head**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**HR**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Management or Finance (budget)**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_9. Closure (completed by HR)**Person hired and start date**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Profile changes during the process and why**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Section 9 is the one almost every form leaves out, and it is what lets you measure how long a vacancy takes to fill. ## Personnel requisition example (filled in) Here is a complete requisition for a typical case in a manufacturing company. The data is illustrative: swap the department and job names for your own. FieldExampleReference and datePR-2026-014 · October 12Requesting departmentProduction, assembly line 2Requested byProduction managerPosition and openingsIn-line quality inspector · 1 opening · morning shiftDirect managerQuality supervisorReasonReplacement after the incumbent’s voluntary resignation (last day: October 30)Employment typePermanent, full time · target start: November 3EducationTechnical diploma or high school; some engineering studies preferredExperienceAt least 1 year in inspection or quality control on a shop floorKnowledgeBasic drawing reading, use of calipers and micrometers, nonconformity recordingCompetenciesAttention to detail, communication with operators, working to procedureMain duties1) Inspect product in line per the control plan · 2) Record and segregate nonconforming product · 3) Report deviations to the supervisor · 4) Keep inspection records up to dateSalary rangeWithin the current pay band for the role (level 3)EquipmentPPE, calibrated measuring kit, access to the records systemApprovalsProduction manager (Oct 12) · HR (Oct 13) · Operations director (Oct 13)Notice three details: the reason states **who** is being replaced and from when; experience is **in numbers** (“at least 1 year”), not adjectives; and every approval has a **date**. Anyone reading this requisition six months from now will understand what was requested and who approved it. ## How to create a personnel requisition, step by step 1. **Confirm the vacancy is real.** Before asking for someone, check whether the workload can be redistributed or whether the role is still needed as it is. A departure is a good time to rethink the job, not just refill it. 2. **Start from the current job description.** If it exists, use it as the base; if it is missing or outdated, update it first. The requisition should not reinvent the profile every time. 3. **Involve the direct manager and whoever does the job today.** The supervisor knows which competencies the team lacks; the person leaving (or a peer in the same role) knows the real duties that are not written down. 4. **Fill in the whole form.** Every field in the form above, with no “TBD” in the profile or the salary. 5. **Route it for approval.** Usually: department head, HR and the budget owner. Define in your procedure who approves what (a new position may need the general manager, for example). 6. **Open the vacancy with the approved data.** The ad, the screening criteria and the interview are built from what the requisition says, not from what someone remembers. 7. **Close the requisition.** Record who was hired, when, and, if the profile changed along the way, why. That closure is what lets you measure time-to-fill and improve next time. ## Approval workflow: who signs and in what order There is no single workflow, but the one that works for most SMEs follows this order: - **Requesting department head:** confirms the vacancy is needed and validates the profile. - **HR:** checks that the profile is complete, matches the job description and that the salary is within the pay band. - **Management or Finance:** approves the budget, especially for new positions or anything outside approved headcount. What matters is not the number of signatures but that it is written down who approves each type of requisition, and that every approval is dated. If a requisition sits for two weeks waiting for a signature, that is the data point you need to improve the process. ## Personnel requisitions and ISO 9001 ISO 9001 never uses the word “requisition”, but a requisition is one of the simplest ways to meet several requirements of [ISO 9001 clause 7 (Support)](https://www.qualityweb360.com/iso-9001-clause-7-support/): - **7.1.2 People:** the organization must determine and provide the people needed to operate the QMS and its processes. The requisition is evidence that the need was determined and addressed. - **7.2 Competence:** you must determine the competence required for work that affects quality and make sure people have it through education, training or experience. The required-profile section of the requisition is exactly that. - **7.5 Documented information:** if the requisition is part of your hiring process, it is controlled like any other record: current form, approvals and retention. A typical audit question is: “how do you make sure the people you hire have the competence the job requires?”. A requisition with a defined profile, the candidate file and a later [performance evaluation](https://www.qualityweb360.com/staff-evaluation-in-iso-9001/) tell the whole story, from need to verification. ## Common mistakes - **Asking for “someone like the person who left”** without checking whether the job has changed. - **Profiles full of adjectives and no numbers:** “experienced”, “proactive”, “good with Excel”. None of that can be verified in an interview. - **Leaving salary for later** and finding out at offer stage it was never approved. - **Undated approvals**, so nobody knows where the hire got stuck. - **A different form in every department**, or an old version circulating by email. - **Never closing the requisition:** the job was filled, but the record is still “open” and nobody knows how long it took. ## From a spreadsheet form to a controlled process A well-designed form already solves much of the problem. What usually breaks afterwards is control: different versions of the form in circulation, approvals chased by email and requisitions nobody can track. If you also want to control this and your other forms, the [Simple Document Builder](https://www.qualityweb360.com/guides/simple-document-builder/) guide helps you build and control documents like this one inside your quality system. And if you want the requisition to move through its approvals on its own, with dates and status in plain sight, the [QualityWeb 360 staff requests module](https://www.qualityweb360.com/staff-requests/) does it in the same place your QMS lives. ## Frequently asked questions ### What is a personnel requisition? It is the formal request a department uses to ask HR to fill a vacancy. It states the position, the reason, the required profile, the employment conditions and who approves it. Every hiring process starts with it. ### Who fills out the personnel requisition form? The manager of the department that needs the person, with HR’s help on the profile and conditions. HR and the budget owner then approve it, following the company’s workflow. ### What is the difference between a requisition and a job description? The job description describes the role permanently: duties, responsibilities and competencies. The requisition is a one-off request to fill that role at a specific time, with its reason, date and approvals. ### Does ISO 9001 require a personnel requisition? The standard does not require a form with that name. It does require determining the people needed (7.1.2) and the competence of those doing work that affects quality (7.2). A requisition is a practical, easy-to-audit way to show both. ### How long should approval take? There is no rule, but it pays to set an internal target (for example, three working days) and measure it. If requisitions wait weeks for a signature, the problem is the approval workflow, not recruitment. ### Share your love ### About The Author [#### Gabriel Salles ](https://www.qualityweb360.com/author/gsalles/)Founder and CEO of QualityWeb 360. With over 15 years managing, auditing, and implementing ISO 9001 Quality Management Systems across industries, he built QualityWeb 360 so any organization can run their QMS simply — no spreadsheets, no chaos. 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