Office requisition forms are documents which are used by organizations and companies to record the details of the items that a specific office and department will need, either for restocking the items or for requesting something new. With the form, the authorizing and purchase or acquisition personnel of the organization will be able to know the type, quantity, and the brand of the item which must be ordered or be acquired from the stocks of the organization to provide to the requesting office.
Why Are Office Requisition Forms Important?
Office requisition forms are important because these documents serve as proof that an office requested and will be using the items they enlist for a particular purpose or event which can benefit the organization. Furthermore, since the items are to be used for office purposes, there would be a need for the authorizing personnel to verify the claims in the form. After the verification, the authorized personnel must affix his signature in the allotted area of the form to document that the items and claims had been verified and indeed are needed by the office.
Office Purchase Requisition Form
Office Stationery Requisition Form
Office Supply Requisition Form
Office Transport Requisition Form
Types of Office Requisition Forms
Below are some of the types of office requisition forms that organizations and companies can consider using:
Office Departmental Requisition Form – This is the type of form to be used by organizations whose offices are referred to as “departments”. Three sections comprise this form type. The first section is intended for the name of the office department using the form, the name of the user and his contact information, the account name and number of the department, the reference number of the user, as well as the requisition number and other details identifying the parties involved in the requisition. In the second section of the form, a table is placed which is for numbering the items to be requested along with its individual descriptions, quantity, unit of measurement, unit price, and extend price.
Office Departmental Requisition Form
Moreover, in the third section of the form, the details of the vendor will be indicated such as the vendor’s tax identification number, company name, mailing address, and phone number. After three sections are filled out and the request is approved, the president or the fiscal officer of the organization must affix his signature on the form along with his name and the date when he signed the form.
Office Expenditure Requisition Form – This form has parts or contents which are identical to the aforementioned form type, however, the difference is that instead of having only the signature of the fiscal officer, an office expenditure requisition form requires the approvals and signatures of the deans, directors, and the VP approver of the organization. This means that the form will be passed on to varying authorities in order to verify and ensure that the claims are accurate and that the organization will be releasing funds for a valid purpose.
Office Expenditure Requisition Form
Office Personnel Requisition Form – Items or stocks are not the only subjects which can be requested by offices using requisition forms but also personnel or staff members and employees. For this, an office personnel requisition form will be the type of form to use. Two sections comprise this form type which centers on documenting the details of the position to be requested. Specifically, the position title, its type, workload category, employment duration, funding sources, salary information, and required qualifications will all be stated in the form. The name of the requesting party and the one who endorsed the job position will also have to be indicated to allow the organization in acknowledging the persons behind the requisition.
Office Personnel Requisition Form
Office Petty Cash Requisition Form – The objective of an office petty cash requisition form is to inform the organization about the need of an office or department to have funds for a program, for purchasing an item, or for other purposes including starting up a new employment procedure. In the form, the requestor will need to disclose the name of the office or department that he is working in along with its number, the amount requested, the request justifications, special instructions, as well as his own basic data. The form must also be signed by the organization’s authorized personnel in order to have it completed.
Office Petty Cash Requisition Form
Office Vehicle Requisition Form – Office members or employees who will be needing a vehicle to use as transportation in order to go to an event mandated by the organization must use this type of form. Basically, an office vehicle requisition form will state the details of the vehicle request such as the place or destination to where the office members are header, the names of the people who will be using the vehicle, the purpose of the transport, and the general information of the vehicle to be used.
Office Vehicle Requisition Form
Intraoffice Requisition Form
Essential Contents of Office Requisition Forms
Regardless of the type of office requisition form that an organization will be providing for their office employees, the form must always collect the following data and information for it to be an effective document:
The identifications of the parties who are requesting and will be using the requested items
The parties should include the name of the office, the name of the requestor, and the list of beneficiaries or people who will be directly benefiting from the items or services requested from the organization.
The requisition specification or details
This is where the description of the requisition will be stated. Aside from the basic details about the items, the specifications must also include the total amount or at most the estimated amount to be spent by the organization to meet the request.
The approval and comments of the authorizing party or approval committee
The signatures of the authorizing party or approval committee are essential, however, their comments and suggestions in lieu of the request are also valuable which is why a suggestion or comment section must be incorporated into the form.
In addition, the form should also retain a professional look and feel regardless of its type and variety. Its designs must be kept minimal and its format should suit the usage method or preference of the organization.
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