You need supplies or your team needs supplies, but without a clear-cut process for requesting these supplies, they might just end up in a pile.

Internal requisition forms create a defined process for employees within an organization to request collaboration, products, or services from another department. So, instead of repeatedly reminding the department that you need supplies, you can submit the requisition form, and it will be processed.

Here’s how to create a workflow for your internal request with a template to get you started:

What Is an Internal Requisition Form?

Per my last email or just a friendly reminder are subtle corporate declarations of war.

Without an internal requisition form, you will most likely send or receive these declarations.

An internal requisition form allows you to request goods, services, or materials from one department or internal source to another. It’s a formal request that outlines the items you need, how much you need, and why you need them.

Why Do You Need an Internal Requisition Form?

Here are the major  pros of having an internal requisition form:

• Efficient Internal Resource Management: Using a standardized requisition document ensures procurement properly allocates resources to the departments that need them.
• Inventory Control and Budgeting: Purchase requisition forms help your organization track supplies, materials, and other resources each department uses and use them to create a budget for future purchases. You can also use it to monitor how much of the organization’s revenue goes into expenditure and create a paper trail for auditing purposes.
• Workflow Streamlining: Requisition forms standardize the request process, helping you reduce errors and delays. Instead of spending hours, days, or even weeks trying to pass your requisition form from your department to procurement, and waiting for a response, you can get it immediately with your form.

When to Use an Internal Requisition Form

The following are the most common use cases for internal requisition forms:

• Requesting Office Supplies: You can use requisition forms to request your department’s essentials like pens, paper, printer paper, etc. After submitting to procurement, they will approve or deny the request, but if it’s accepted, they will make a purchase order with the supplier and have the supplies delivered to you.
• IT Equipment: You can also use the requisition form to request new IT supplies such as laptops, software, laptop stands, etc. You can also use the form to request new parts for equipment or repairs.
• Maintenance Services:  You can send your maintenance requests via the form if you need to repair equipment or upgrade a facility,
• Departmental Transfers: You can use the form to request budget transfers for projects from one department to another. For example, if your team is handing over a project to another team to focus on another one.
• Marketing Materials: While working on campaigns or projects, you can request promotional materials such as brochures, banners, etc to increase your brand recognition.
• Internal Training: You can also use requisition forms to limit access to internal training courses. This way only people within the organization or department can access specific courses.

How to Create an Internal Requisition Form

Here’s a step-by-step guide to creating your contractor liability waiver form:

• Go to the Free Internal Requisition Form Template
• Edit the form’s questions to fit your organization’s request needs.
• Customize the form’s look and feel by changing its theme, color, or font. You can also add a background image.
• Preview and test the form to ensure it is mobile-responsive.
• Share the form with the other employees via email, QR code, or a direct link.
• Collect and analyze the response.
• You can also integrate the form with productivity and collaboration tools using the Zapier integration.

Components of an Effective Internal Requisition Form

• Header Information: This includes the form title and ID number (optional) to track and reference the form. It also helps anyone opening the form to immediately recognize its purpose.
• Requester Information: This includes the requester’s name, department, and contact information for clarification.
• Requisition Details: Request date, description of items or services requested, quantity of items/service needed, request justification, and desired delivery date.
• Approval Section: This includes the approving manager’s name, signature, and date. You can also add a budget cost for approving managers to specify the budget allocated for the request.
• Additional Notes/Instructions: This includes any special instructions or notes related to the request.

Common Mistakes to Avoid

• Lack of Clarity:  Ensure the form is easy to understand and fill out by using clear terms and properly labeling the fields with help text to guide users.
• Missing Fields: Ensure your questions capture everything you need for the requisition and its approval. So, proofread the form after you complete it to ensure it will collect all the data you need.
• Poor Design: You don’t need elaborate designs for your requisition form, keep the design simple and user-friendly.
• No Feedback Loop: Collect feedback from people using the forms to see any improvement opportunities and make the form better achieve its purpose.

Free Template Sample

The Formplus internal requisition form template is a customizable and downloadable template that allows you to collect, send, and manage requests within your organization. It has all the questions you need to need to specify items you need, who you need them from, and how to receive them. You can also track your requisition process by looking at the responses dashboard.

Make your requisition process smoother with this template.

Conclusion

Internal requisition forms don’t just allow you to request items, they also help you maintain your productivity and efficiency. They create a structured method to request items within your organization, establishing a clear workflow that allows you to follow up on requests and track your inventory.

We hope this guide makes your requisition workflow easier and here’s a template to get you started.