When you’re ready to hire, there’s likely a sense of urgency — an employee needs to be replaced, your staff must grow in order to meet business demands, or you’re searching for specific skills and expertise to round out your dream team. It’s tempting to want to jump right to the job posting. But not so fast — before you hit publish, you’ll need to fill out a job requisition.

What exactly is a job requisition? Below, we’ll take a look at what a job requisition means, what it should include and tips for writing a great job requisition. 

What does a job requisition mean?

Typically, the word “requisition” means a written demand or request. Therefore, a job requisition is the formal documentation used to request a new hire, and typically involves a form that the hiring manager fills out to gain permission to start the hiring process. While a job requisition, also known as a job req, does outline the ideal candidate’s characteristics and qualifications, it is more than a job description — it justifies why you’re making the hire too. Once the job requisition has been approved by HR, the recruiter can finalize the job description, publish the job posting and begin the recruitment process.

Job requisitions are most common in companies with formal HR procedures, but creating one can be a helpful exercise for businesses of all shapes and sizes. Job requisitions help you clarify your hiring needs, align growth plans with business goals and ensure you have the budget needed to take on new employees. 

What information should a job requisition include?

What should you include in a job requisition form? A job requisition typically includes information such as:

  • Job title
  • Department the new role would be assigned to
  • Position type (full-time, part-time, permanent, contract)
  • Whether it’s a replacement or new hire
  • Job description, including roles and responsibilities, qualifications and skills needed
  • Preferred start date
  • Pay range, including whether it’s a salaried or hourly position
  • Benefits the position would qualify for
  • Budget needed, including whether the role is already budgeted for
  • Justification for the new hire

How do you write a great job requisition?

While much of the information you’ll provide in a job requisition is straightforward, there are ways to make your new hire request more likely to be approved. Keep these tips in mind as you fill out your next job requisition. 

  • Follow your organization’s process. A hiring manager typically fills out a job requisition. The HR department will then evaluate the request to determine if it aligns with company needs and available resources. Once approved, a recruiter will use the requisition to further refine the job description. While a short job description is needed to fill out the requisition form, finalizing the job description can be an iterative process. The specific approach taken can also depend on the organization’s application tracking system. To ensure everyone is on the same page, the hiring manager and recruiter should meet to discuss the new hire’s job responsibilities before the recruitment process begins. Check with your HR department to learn more about your organization’s job requisition submittal and approval process. 
  • Make the business case. Clearly state why the team needs this new hire — for example, outline what projects aren’t being completed or business that’s potentially lost by not being staffed at full capacity. Summarize what this new hire can accomplish that aligns with your organization’s goals and objectives. Share quantitative metrics that support how this hire will impact the company’s bottom line and ultimately contribute to its success.
  • Gain input from your team. Collaborate with managers and HR staff when evaluating your hiring needs. You will increase the chance of your job requisition being approved by gaining buy-in from key stakeholders ahead of time. If you can get the job requisition co-signed by other managers, even better.

Now that you know what a job requisition means and how to write a great one, you’re one step closer to making your hire. Taking the time to thoughtfully fill out a job requisition provides an opportunity to strategically evaluate and justify new hires, ultimately setting your organization up for success as you identify the ideal candidates for your company. 

This is part of a series covering fundamental topics in HR and recruiting. Want more? Learn more about what is recruitment or what is talent management.