Whether you're expanding your team or replacing a key role, communicating requisition requests clearly is vital. These ready-to-use email templates streamline the process between hiring managers, HR, and leadership—ensuring every hiring decision is well-documented and approved efficiently.
Subject: Request for New Position – [Job Title]
Dear [HR Manager’s Name],
I hope you’re doing well. I’d like to formally request a new hire for the position of [Job Title] in the [Department Name].
Justification for Request:
[New project/client onboarding/team expansion]
[Required skill sets or expertise]
Role Details:
Title: [Job Title]
No. of Openings: [X]
Type: [Full-time/Part-time/Contract/Internship]
Expected Start Date: [DD/MM/YYYY]
Reporting To: [Manager’s Name]
Please let me know if you need any further documentation to proceed.
Best regards,
[Your Name]
[Your Designation]
Subject: Approval Needed – New Hire Request for [Job Title]
Dear [Approver’s Name],
I’m writing to request your approval for a new position requisition submitted by [Manager’s Name] for the role of [Job Title] in the [Department Name].
Summary of Request:
Justification: [Brief explanation]
Budget Allocated: [Yes/No]
Proposed Hiring Timeline: [Insert timeline]
Please review the request and share your decision at your earliest convenience.
Warm regards,
[Your Name]
HR Department
Subject: Approved: Requisition for [Job Title]
Dear [Manager’s Name],
Your requisition request for [Job Title] has been approved.
What Happens Next:
The opening will be published on [Portal/Website].
Talent sourcing will begin on [Date].
Feel free to reach out if you need any updates or additional support during the hiring process.
Best regards,
[HR Representative’s Name]
HR Department
Subject: Requisition Request for [Job Title] – Not Approved
Dear [Manager’s Name],
After careful review, your request for the [Job Title] position has not been approved at this time.
Reason for Rejection:
[Budget limitations / Role redundancy / Other specified reason]
Please let me know if you’d like to discuss this further.
Regards,
[HR Representative’s Name]
HR Department
Subject: Request for Replacement Hire – [Former Employee’s Name]
Dear [Approver’s Name],
I would like to raise a requisition for a replacement hire for the role of [Job Title], previously held by [Employee’s Name], who is set to exit on [Last Working Day].
Details:
Position: [Job Title]
Department: [Department Name]
Reason for Replacement: [Resignation/Transfer/Termination]
Urgency Level: [High/Medium/Low]
Please confirm your approval so we can begin the recruitment process immediately.
Kind regards,
[Your Name]
HR Manager
Always personalize the names, roles, and departments.
Ensure alignment with your company’s recruitment policy.
Double-check approval workflows to avoid delays.
Keep the tone formal yet approachable.