Job Requisitions: Template, Tips, and FAQs

Imagine this: you’re deep into the hiring process, reviewing candidates, conducting interviews, and suddenly you realize that the role you’re hiring for isn’t exactly what you or your team had in mind. The qualifications seem off, the budget doesn’t line up, and the skills the candidates bring to the table aren’t what the team really needs. How did this happen? Nine times out of ten, it traces back to the job requisition.

A job requisition isn’t just a formality or a routine document—it’s the cornerstone of an effective talent acquisition strategy. Done right, it lays out everything you need to get hiring approval, secure the right budget, and define the role with crystal clarity. Done poorly, it can lead to misalignment between departments, unrealistic candidate expectations, or worse—costly hiring mistakes.

Recruiters know that getting the job requisition right from the start prevents major headaches later on. From getting buy-in from HR and finance to keeping your team on the same page, a well-thought-out job requisition is the first step to making a successful hire. In this guide, we’ll break down everything you need to know to create a rock-solid job requisition, complete with a template you can use today.

What is a job requisition?

A job requisition is the formal request to initiate the hiring process for a new or replacement position within an organization. It’s a detailed document, often completed by a hiring manager, that serves as a proposal to HR and finance teams. The purpose of this document is to get internal approval for hiring by outlining key aspects of the role—such as job title, department, budget, and specific responsibilities.

A well-structured job requisition (also known as a job req) provides clarity and alignment among all internal stakeholders. It asks for more than just the “what” and “who”—it dives into the “why” of the hire. For example, are you filling a critical gap in skills? Is the role part of a long-term growth plan? This clarity ensures that the HR team and finance department have a full understanding of the role’s importance before they sign off on the request.

Skipping or mishandling this step can result in budget overruns, delayed hires, or hiring misfits. If there’s no clear vision upfront, the entire recruitment process can stumble before it even starts.

The difference between a job requisition, job description, and job posting

Although the terms “job requisition,” “job description,” and “job posting” might sound interchangeable, they refer to three different pieces of the hiring puzzle:

• Job requisition: The internal request submitted to HR or finance for approval to hire a new employee.
• Job description: A more detailed outline of the role, including duties, required qualifications, and reporting structure. It’s the blueprint for creating the job posting and can help guide the interview process.
• Job posting: The external advertisement that is shared on job boards or the company’s career site to attract candidates. It condenses the job description into a more marketing-friendly format, highlighting the most appealing aspects of the role to potential applicants.

Understanding these distinctions ensures the hiring process is organized and that everyone knows their role at each stage.

Steps to create an effective job requisition

A well-executed job requisition doesn’t just secure approval—it sets the foundation for attracting the right talent. Below are the steps to follow when creating a job requisition that streamlines the hiring process and ensures all internal stakeholders are aligned.

1. Assess the need for the role

Before drafting a job requisition, it’s essential to critically evaluate the need for a new hire. Is this a new role, or are you replacing someone? How does this position fit into the broader organizational goals? Conduct an analysis with your team to identify specific gaps in skills, workload distribution, and upcoming projects that may require additional resources. By understanding the true need behind the requisition, you can craft a more compelling justification, which is a key component for securing approval from finance and HR.

2. Collaborate during the intake meeting

The intake meeting is crucial to developing a quality job requisition. During this meeting, recruiters should sit down with the hiring manager and relevant team members to discuss the position’s specifics, team dynamics, and long-term goals. This conversation allows you to gather insights on the qualifications, skills, and experience needed for the role, and how the new hire will integrate into the existing team. It’s also an opportunity to clarify reporting structures, budget expectations, and timelines.

By collaborating early on, you ensure that both the recruiter and the hiring manager are aligned, preventing any miscommunication that could slow down the hiring process later.

3. Define the role and responsibilities

One of the most critical components of the job requisition is defining the role itself. This goes beyond a generic job title. You’ll need to specify the job’s core responsibilities, required skills, and any qualifications or certifications necessary. Be as detailed as possible. For instance, instead of listing “strong communication skills,” outline what that looks like in practice (e.g., “experience leading cross-functional meetings” or “ability to present to senior leadership”).

Additionally, describe how this role contributes to the broader goals of the department and the company as a whole. The clearer the description, the easier it will be to filter candidates and ensure the right person is hired.

4. Set a budget and determine compensation

Establishing a budget for the role is a key part of the job requisition. This includes salary, benefits, and any additional costs associated with onboarding the new employee. Work with the finance department to confirm that there’s enough budget allocated to support this hire and verify that the salary range aligns with current market standards. Miscommunication at this stage can lead to approval delays or hiring freezes if the salary is later deemed unrealistic.

5. Justify the requisition

Every job requisition needs a clear justification to explain why this hire is necessary. Is the role essential to completing upcoming projects, or is it a replacement for someone leaving the company? Providing a strong business case not only speeds up the approval process but also builds confidence among stakeholders that the hire is strategic and necessary.

The justification should include:

• The role’s impact on team performance and company objectives.
• The costs of not filling the role (e.g., lost productivity, delays in project completion).
• Data or metrics that support the need for additional headcount (e.g., increase in workload, expanding client base).

6. Submit for approval

Once all the details have been gathered and the budget confirmed, it’s time to submit the requisition for approval. Depending on your organization, this might involve several layers of sign-off from HR, finance, and sometimes executive leadership. Be prepared to answer questions or provide additional justification to move the process forward quickly.

This structured approach to crafting job requisitions ensures clarity, alignment, and efficiency from the very start. Once the requisition is approved, you’re ready to proceed with job postings and candidate sourcing.

Key components of a job requisition form

A job requisition form is more than just a document—it’s a structured roadmap that guides both HR and the hiring manager through the approval and hiring process. A well-prepared requisition form ensures that everyone involved in the process has the information they need to make informed decisions and move forward efficiently. Below are the essential components every job requisition form should include:

1. Job title and department

The title of the role should be precise and accurately reflect the position’s responsibilities and level within the company. It’s also important to include the department this role will be part of, as this provides context for both the hiring manager and HR team. For example, “Senior Marketing Manager” is much clearer than simply “Manager.”

2. Hiring manager

Identifying the hiring manager helps streamline communication and ensures accountability. This is the person responsible for overseeing the recruitment process, conducting interviews, and ultimately making the hiring decision. Listing the hiring manager makes it easier for HR to know who to contact for follow-ups or clarifications.

3. Job description

A detailed job description lays out the role’s responsibilities, day-to-day tasks, and expectations. The description should be specific enough to attract candidates with the right skills and experience. This section also includes the required qualifications, including education, certifications, technical skills, and any prior work experience necessary for the job. A well-crafted job description is a crucial part of filtering candidates and ensuring only the most relevant applicants proceed through the hiring process.

4. Type of employment

Is this a full-time, part-time, or contract position? Clarifying the type of employment helps align expectations, not only for the candidates but also for payroll and HR teams that need to structure compensation packages and benefits accordingly.

5. Justification for hire

This section answers the “why” behind the job requisition. Whether you’re filling a new role due to company growth or replacing a departed employee, providing a clear rationale for the hire strengthens the business case. A strong justification, especially if backed by data (like an increase in workload or a critical skills gap), can speed up the approval process.

6. Budget and compensation

The budget section should include the salary range for the position as well as any additional costs, such as bonuses, benefits, and equipment expenses. Collaborate with finance to ensure the salary is aligned with both the company’s budget and market standards. This step prevents potential issues later in the hiring process when compensation offers are made.

7. Employment duration (if applicable)

For temporary or contract roles, it’s important to specify the expected duration of employment. This avoids confusion later and helps ensure that both the hiring team and candidates are aligned on the length of the employment period from the start.

8. Required start date

Including the desired start date helps recruiters and the HR team prioritize the role’s urgency. It also sets expectations for when the candidate needs to be onboarded, which is especially important if the hire is tied to a time-sensitive project.

9. Approval signatures

Finally, every job requisition must go through an approval process. This section includes space for necessary signatures from HR, finance, and sometimes senior leadership, depending on your company’s approval workflow. These signatures signify that all key stakeholders have reviewed and approved the hire, allowing the recruitment process to move forward.

Bonus tip: Automation in requisition forms

In many organizations, the job requisition process is becoming more automated, especially in larger companies with robust HR technology. Automating the approval process, tracking budgets, and integrating with Applicant Tracking Systems (ATS) can save valuable time and eliminate administrative errors. As you develop your job requisition form, consider ways to integrate recruiting automation for faster processing.

Job requisition template 

To make the process of creating a job requisition easier, here’s a simple, customizable template that you can adapt to suit your needs. This template ensures that all the essential details are captured, allowing for a smooth and efficient approval process. Whether you’re filling a new role or replacing a departing employee, this form covers all the critical areas required to get your requisition approved quickly and accurately.

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Job Requisition Template:

1. Job Title:
   Example: Senior Software Engineer
2. Department:
   Example: Engineering
3. Hiring Manager:
   Example: Jane Doe, VP of Engineering
4. Type of Employment:
   Full-time/Part-time/Contract (Select one)
5. Job Description:
   Provide a detailed list of responsibilities, duties, and any specific tasks the employee will be expected to complete. Include an overview of the role and how it contributes to the organization.
6. Required Qualifications:
   • Minimum education level
   • Certifications (if any)
   • Years of experience
   • Technical skills (if applicable)
7. Preferred Qualifications (Optional):
   • Additional skills or qualifications that would be nice to have but are not essential.
8. Justification for the Hire:
   Explain why this role is necessary. Is it a new position due to company growth or a replacement? Include any specific business goals or challenges that this hire will help address.
9. Budget and Compensation:
   Salary range (base and bonus if applicable), plus any other costs associated with this hire, such as equipment or relocation expenses. Make sure this is aligned with the finance department.
10. Employment Duration:
    Only if the role is temporary or contract-based, specify the start and end dates.
11. Desired Start Date:
    Example: November 1, 2024
12. Approval Signatures:

• Hiring Manager:
• HR Representative:
• Finance Approval:
• Executive Leadership (if needed):

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By filling out this form with accurate and detailed information, you set the stage for a smooth hiring process. Clear, aligned expectations prevent bottlenecks and miscommunications, which often cause delays in the recruitment process.

Job requisition FAQs

Job reqs are so much more than a formality

A well-prepared job requisition is much more than just a step in the hiring process—it’s the foundation that sets your recruitment efforts up for success. By ensuring alignment across departments, clarifying the role’s requirements, and justifying the need for the hire, you can avoid unnecessary delays and ensure you’re attracting the right talent. Remember, taking the time to fine-tune the requisition early on saves countless hours later in the hiring process. With the right preparation, a job requisition becomes a strategic tool that ensures every hire is the right one.