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Approval to Hire Form + Accompanying Instructions for HR 

Get the green light before the hiring search begins

Before you post that job ad or start reaching out to candidates, you need internal approval. Our Approval to Hire Form helps hiring managers document key details about a new or replacement position—ensuring alignment with budget, department needs, and strategic goals.

This isn’t just a standard approval form. We’ve included a 'think outside the box' section that challenges requestors to consider position enhancements that could benefit the department and budget. Because hiring shouldn’t be just about filling a vacancy—it’s about making smart business decisions.

Why use this Approval to Hire Form?

• Saves time – No more scattered emails or verbal approvals that get lost. This form keeps everything documented and organized.
• Ensures alignment – Clearly defines the need for the role, budget, and how it fits into the department's strategy.
• Encourages strategic thinking – Pushes hiring managers to think beyond a simple replacement hire and consider improvements.
• Professional and polished – Formatted beautifully, so it’s easy to complete and even easier to review.

What’s inside the form?

• Position details – Job title, department, reporting structure, and reason for hire.
• Budget considerations – Salary range, cost center, and impact on department budget.
• Justification & strategic fit – Explanation of why the role is needed and how it aligns with business goals.
• Position enhancement ideas – A section that prompts managers to rethink job duties, efficiencies, or automation opportunities.
• Approval workflow – Clear structure for approvals, ensuring the right stakeholders sign off before hiring begins.

Why download our template?

AI won’t provide you with quality templates like these! See examples of why we think proper formatting is critical:

• Free! You can download it for free above. 
• Easily editable & beautifully formatted – HR documents that look clean, professional, and uniform.
• More than just a form – Comes with a customizable instructions document so your team knows exactly how to complete and use it.
• Part of a connected process – This form links to other HR documents, helping you build an end-to-end hiring workflow.
• Made for today’s workplace:
  • Gender-neutral language (no awkward 'he/she' workarounds)
  • Written in plain English—no unnecessary legal jargon
  • Modern, business-casual tone
• Built-in Microsoft Styles – Ensures every document looks polished and professional, with easy-to-use formatting.
• Professionally crafted – Created by experienced HR professionals, reviewed by an instructional design expert for clarity and consistency, and legally reviewed for compliance.

Hiring should be strategic, not chaotic. Get your Approval to Hire Form now and make approvals faster, smarter, and stress-free.