Job Requisition 101: Examples, Templates, and Process

A well-written job requisition is more than just a formality; it’s a powerful tool that can attract top talent and ensure a successful hire.

Hiring without a job requisition often leads to mismatched candidates and chaotic outcomes, resulting in what we call a “bad hire.”  A poor hiring decision can waste up to 30% of an employee’s first-year salary. That’s a loss you definitely want to avoid!

So, we have compiled this blog post to help you refine your hiring process. It’ll cover

• What a job requisition is
• Why do you need job requisition as part
• What to include in the job requisition 
• How to write an effective job description

Let’s make every hire count – Read along!

What is a Job Requisition?

Ever wonder how companies decide it’s time to hire? It all starts with something called a job requisition. Think of it as the official “We need someone!” document. It simplifies the responsibilities of hiring teams by including every key detail of a job profile. 

The requisition can take two forms: a backfill, where you fill a vacant position, or, it can be a new request, where you create a new role. 

Now, this isn’t just a “Hey, let’s hire someone” note. It’s more like a pitch to the finance and HR team. Here’s what it usually covers:

• The nitty-gritty of the job (What’s this person going to do all day?)
• Why is it worth spending money on (Show me the ROI!)?
• A nudge to get things moving (We needed this person yesterday!)
  

The senior direct supervisor or HR is responsible for approving the job request. Once approved, HR assigns a requisition number to the request.

Next up is the job intake—a quick chat between HR and the requesting manager to get on the same page. After that, the recruitment process kicks off smoothly.

Job Requisition Vs. Job Description Vs. Job Posting

Now that you briefly know what a job requisition is, it’s equally important to know what it isn’t. Many people confuse this with a job description or a job posting. While all three work together in the recruitment, they are different from each other. 

• A job requisition is a written request to fill a vacant role
• A job description details the responsibilities and expectations associated with the role
• A job posting is a public announcement of the hiring interest

Here’s a breakdown of their differences.

Table of Comparison on Job Requisition Vs. Job Description Vs. Job Posting

Aspects	Job Requisition	Job Description	Job Posting
Format	Internal document	Internal document	External advertisement
Audience	HR managers; Executives in charge of hiring	Potential candidates	Job seekers
Content	Reasons for recruiting; Budget justification; desired candidate profile	Roles and responsibilities; expected qualification and experience; compensation and perks	Company profile; expectations from the job role; workday breakdown; compensation and allowances
Compiled by	Hiring manager	Recruiter	Posted on behalf of the company

So, while a job requisition gets the ball rolling internally, the job description sets the expectations, and the job posting shares the opportunity with the world. Each plays a unique role, but together, they ensure a smooth hiring process.

Why is a Job Requisition Important in the Hiring Process?

Did you know it takes an average of 42 days to fill a role? But a clear job requisition can help speed that up. It gives everyone—HR and managers—all the details they need right from the start. No more endless back-and-forths. With clear info upfront, approvals happen faster, and the hiring process stays on track. 

This means you could fill that open role much sooner, cutting down on those 42 days.

✅Fixing the skills gap

Across all industries, skill shortages are becoming a major problem; 87% of businesses report having a skills gap that is either present or will develop soon. A job requisition is all you would need here to save the day. It’s where you spell out exactly what skills your new hire needs. Just be precise about your expectations and candidate capabilities in your requisitions, and you’re all set to bridge that skills gap.

✅Create company-wide alignment

Through job requisitions, all departments within the company—HR, finance, and other relevant team members—are kept informed about the duties, necessary screening, compensation, and other aspects of the post. The alignment eliminates any needless obstacles, which leads to a hiring process that is both efficient and transparent.

✅Allocate budget more efficiently

You should check the department’s budget before hiring someone new. Salaries for new hires are often greater than those for existing employees, even when filling a resigned position that has been resigned. 

When you submit a job request, it alerts the finance and HR departments, giving them time to check your budget and determine if the funds are available or if they can find another solution.

✅Adhere to legal requirements

Recruitment must abide by internal standards, labor laws, and equal opportunity regulations. Costly re-hires or compliance fines can arise from violating these criteria. Job requisitions allow HR professionals to customize descriptions and advertisements to laws.

For example, hiring managers in Europe are required to adhere to EU-wide regulations on racial and gender equality, respect the rights of the LGBTQ community, and treat applicants with disabilities equally. Neutral job requisitions prevent discrimination and respect EU rules.

What are the Essentials of a Job Requisition?

A job requisition starts the hiring process. It contains key information needed to find the right person for a role. Here’s what you’ll typically find in a job requisition:

Position Details 

This part names the job and where it fits in the company. It includes:

• Job title: Specify the title of the position.
• Department: Add the department or team the role is part of.
• Reporting to: Detail the supervisory structure and who the role reports to.
• Approval sequence: Describe the steps required to approve the hire.

Job Description 

This section spells out what the job involves:

• Main responsibilities: Summarize key duties and responsibilities of the role.
• Candidate qualifications: List necessary qualifications, including education, experience, skills, and any required certifications.

👉 Here’s an example of a well-written, clear job description from LinkedIn. Note how the description directly speaks to the applicants. It uses simple, direct language and looks like it was crafted for skimmers. Read our blog on job descriptions and job specifications to craft this section effectively.

Employment Information 

Here’s where you’ll find the nuts and bolts of the job.

• Employment status: Is full-time, part-time, temporary, or permanent?
• Work schedule: What are the working hours or shifts?
• Contract details: Clarify if the role is a direct hire or a contractual position, and note any relevant contract specifics.
• Duration: If temporary, state the contract’s end date.
• Work location: Mention if the position is onsite, remote, or hybrid.

Pay and Benefits 

This part talks money, but often in general terms:

• Salary range: Provide the salary range or budget allocated for this role.
• Benefits package: Outline any additional employee benefits or perks.

👉 Rather than using icons to highlight words, HelloFresh employs a list with bullets and bolded text. Additionally, they have tried to use conversational language in the listing. To create a connection with candidates, you can incorporate your company’s personality into your listing, similar to how HelloFresh does.

Justification for Hiring 

This explains why the company needs this role:

• Reason for hire: Explain why the position is needed—company growth, project demands, or staff replacement.
• Impact on business: Describe how the new hire will help achieve organizational objectives.

💡Pro tip: For many firms, metrics, and statistics are often more powerful than words alone. Use metrics and statistics in your job request to strengthen its argument. Here are some questions to get started. What measurable, quantifiable impact would the ideal applicant have on the business? Which benchmarks must they meet? What are their goals for the next 60 days? What are they going to achieve in a year? How are they going to affect the company’s revenue?

Hiring Plan 

This lays out how to find the right person:

• Sourcing Channels: List preferred methods for candidate sourcing, like job boards, social media, or internal referrals.
• Recruitment Tools: Mention any tools or systems, such as applicant tracking systems or pre-employment testing, that will be used.

👉 Wondering where to start? We have compiled a comprehensive hiring process checklist to help you structure your recruitment in no time.

Timeline and Priority

This covers when things need to happen:

• Start Date: Indicate the desired start date for the new hire.
• Hiring Urgency: Specify if the role is urgent or if the timeline is flexible.

Authorization

This part shows who needs to approve the hire:

• Submitted By: The requesting manager should sign and date the requisition.
• Additional Approvals: Include sections for approval signatures from HR or executive management, if necessary.

Notes 

This is for any other important details:

• Special considerations for the role
• Potential internal candidates
• Budget implications

Job Requisition Form Template

We’ve got a straightforward job requisition template you can edit, feed, and start using now. Remember to tweak it according to your company’s needs and objectives. DOWNLOAD NOW

Job Requisition Form Complete and submit this form to request a job posting or funding. Forward it to [email@example.com]. Requested Position Details: (a) Position Title: (b) Department: (c) Start Date: (d) Hiring Manager: (e) Requisition Reason: Position Details: Position Duration: ☐ Permanent ☐ Temporary (End Date: _______) Contract Type: ☐ Employee (Full Benefits) ☐ Employee (Partial Benefits) ☐ Contract Worker Salary Range & Benefits: ____________________________ ____________________________ ____________________________ ____________________________ Required Qualifications: ___________________________ ___________________________ ___________________________ ___________________________ ___________________________ Budget: ☐ Budget needed: ☐ Sufficient Budget ☐ Requires Additional Budget Work Location: ☐ Onsite ☐ Remote ☐ Hybrid If onsite, location:__________________________________ Other Positions Impacted: Does this requisition impact other positions? If yes, please explain:____________________________ Additional Notes:_____________________ Authorization & Approvals: Hiring Manager Name Signature Date Need to speed up your hiring process? Connect with Peoplebox.ai! Our platform streamlines everything from job requisitions to performance reviews using GenAI. Book a demo today and see how we can help you build the perfect team.

Tips To Write The Best Job Requisition

Despite the relative simplicity of the content, there are a number of approaches that can increase the likelihood of authorizing your new hire request. By using these five tips, you may enhance your processes, get better outcomes from your recruitment efforts, and effectively draft your next job request. 

• Perform a comprehensive job analysis before beginning to write the job request. Speak with the hiring manager, look over comparable job descriptions, and do surveys or interviews with workers who presently hold comparable positions.

• Be specific and to the point in outlining the duties, goals, and advantages of the position. Draw attention to the organization’s USPs and stress the chances for expansion and improvement.

• Make a distinction between “must-haves” and “nice-to-haves” to rank the most important requirements.

• When drafting requisitions, emphasize the benefits the new hire will provide to your company. How do they benefit the organization or group they’ll be a part of? Why are they necessary to fulfill organizational objectives and achieve growth?

• Automate resume screening, applicant tracking, and hiring using Applicant Tracking Software. ATS can assist with scheduling interviews, managing candidate data, and coordinating with other hiring team members.

• Use video interviewing tools for efficient virtual interviews. The time and resources saved are especially useful for candidates in diverse regions.

• You can increase your chances of getting your request authorized by getting feedback from HR teams and other department managers. If they agree with your evaluation, have them co-sign the requisition.  

• Provide managers with quick training on presenting clearly, being explicit, and avoiding bias to further lessen the likelihood of misunderstandings.

Improve Your Hiring Process With Peoplebox

Want to build a team that just feels right? Peoplebox has you covered. This all-in-one platform handles everything from recruitment and performance reviews to internal promotions and career growth—all powered by GenAI.

HR teams can make talent choices more quickly and link talent strategy to organizational goals with the support of real-time reporting and dashboards.

With Peoplebox, you’ll:

• Find perfect candidates faster than you can say, “You’re hired!”
• Turn performance reviews from snooze-fests into growth opportunities
• Keep your team’s goals aligned
• Say goodbye to talent gaps and hello to a thriving workforce

What makes Peoplebox stand out? It’s smart use of AI to merge talent acquisition with talent management. It sorts through resumes, highlights the top candidates, and gives you a clear view of each person’s strengths and potential—all in a snap.

HR teams can make talent choices more quickly and link talent strategy to organizational goals with the support of real-time reporting and dashboards.

Summing Up

A well-executed job requisition can greatly streamline an otherwise difficult, sensitive, and elaborate procedure and yield superior business outcomes.

A job requisition form will help you identify your ideal candidate and budget limitations. It can also speed up hiring approval and guarantee that all teams—including accounting and HR—are in agreement throughout recruitment.

To streamline the hiring process, increase your hiring rate, and cut down on time spent screening resumes, try Peoplebox’s AI Resume Screening tool. Along with attributes that are in the public domain, it offers insights into each candidate’s strengths and weaknesses. Book a demo now to get started.

FAQs

1. What is the difference between a job requisition and a job description?

A job description outlines the duties, required qualifications, and functions associated with a job vacancy. Job requisitions are internal documents typically created to request new positions or fill vacancies. These are forms that the recruiting manager completes and sends to HR or their supervisor.

2. What is an example of a job requisition?

Let’s say there’s an opening for a new position in a company. The position title is ‘Marketing Manager’. The department head raises a hiring need for the role to the HR department. Now, the team drafts and sends a formal request with the qualifications required to the Board for approval. Once approved, the HR business partner proceeds with the recruiting efforts by putting up job postings on relevant recruitment channels. 

3. What is a requisition for a new employee?

When there are new job opportunities or a new position to be filled immediately, the HR department forwards a job requisition document to the authorities. This document contains enough information about the required skills and estimation of required financial resources from the finance department.