A Complete Guide: What is a Job Requisition?

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Are you like the others? 

The thousands of other hiring managers urgently trying to build back their team and hire top talent during the Great Resignation? 

If so, you’re in the right place.  

Whether you need to replace an ex-employee, grow your team to meet business demands, or want to find top talent with a specific skillset, we’ve got you covered.  

In this post, we’ll review what a job requisition is, why it’s important, how it’s different than a job description or job posting, and how to build your own so you can start finding (and hiring) qualified candidates. 

Once you’ve read through this article, you’ll not only be able to produce a job requisition that your HR department will approve, but you’ll have a clear understanding of your ideal candidate and how to attract the best talent. 

Because let’s face it – when you make a great hire, you feel like you just hit the lottery. But when you make a bad hire, your company could face big losses and you feel like you let the whole team down. 

So, here’s to making great hires – let’s get started.  

(Need help finding top talent? We will handle the search, candidate curation, onboarding, and payroll for you. Check out more here.) 

What is a job requisition?

A job requisition is a formal request recruiters or hiring managers fill out for their company’s HR department to create a new position or fill a job vacancy.  

A job requisition goes beyond just the job description and job title – it also includes relevant information such as the job responsibilities, ideal qualifications, position type (full-time, part-time, contract, etc.) and much more. 

In other words, it’s the origin of your next great hire.  

Once HR authorizes your job req, you can finish up any last details on the job description, get it posted on whatever job board you use (we recommend the Insight Global job board), and then begin the recruiting process. 

While job requisitions are typically used in businesses with traditional HR methods, companies of any size or industry can utilize them to make great hires.

Why is a job requisition important?

There are two main reasons why a hiring manager – and companies of any size – can benefit from having a job requisition. 

First, understanding exactly what you need makes the recruiting process so much easier for everyone involved.  

Why? Because it allows your company to get out of the business of trying to fit square pegs into round holes (or, trying to force your company’s culture to change around the hire).  

Instead, you can get more focused on attracting top talent – because you know exactly what they need to bring to the table (their skills, qualifications, experience … everything).  

You’ll also avoid making mistakes that will cost time and money in hiring fees, frustration due to having an underperforming new team member, and the costs of having to replace that team member.  

That means more money for your company – and hopefully, a higher bottom line. 

Second, it provides you with a clear understanding of what your company values most in new hires. 

Because how can an employer know if they’re making the right hires if they don’t understand their own company culture? 

The job requisition process forces your organization to think harder about what they value, which will naturally eliminate some candidates from the recruiting pool.  

You might reject some candidates who are behind in certain skillsets or lack others – but that’s okay. Those candidates weren’t a good fit for your company anyway. 

And you’ll also attract – and ultimately hire – top talent who embrace your company’s values, mission and vision. 

What’s the difference between a job requisition, job description, and job posting?

A job requisition is just one part of acquiring top talent. The job description and job posting are also part of the process, however, it’s common for some to get these three terms mixed up.  

Let’s break down the differences.  

Job Posting

A job posting is an online notice that a job opening exists, and it typically includes the job title, responsibilities and qualifications.  

This is where you advertise your open job position to potential applicants – either through a website or an email blast to your active job candidates.  

In most cases, this will also include a link to apply for the position. 

Job Description

A job description is a written account of the duties, responsibilities and authority associated with a particular position title.  

It’ll typically include lists of tasks that need to be completed by the employee assigned to that job, as well as the essential requirements needed for every employee in that position.

Job Requisition

Finally, a job requisition is a business document that makes a specific request to hire a certain individual for the job described in your company’s job description.  

This happens after HR has reviewed and approved the job position, and they’ll then provide you with a requisition number.

The job requisition form

While each business will have different needs, typically the job requisition document should include:  

  • Job Title and Job Code (used to track applications)  
  • Essential Functions (necessary tasks and responsibilities to complete the job) 
  • Requirements/Qualifications  
  • Education/Training/Experience required  
  • Salary Range and Associated Costs (i.e. benefits)  
  • Union status (if applicable)  

The most important thing is to make sure that this document accurately reflects the duties of the open position, as well as your company culture. 

A job requisition form acts as proof that you’ve reviewed and approved all of the hiring documents for a specific opening. It should be given or sent to HR for review and approval.  

For some, the job requisition form will serve as a contract between the employer and the candidate – promising them the position if they meet all of the requirements.  

Tips for writing a great job requisition

There are a variety of ways to make your new employee request more likely to be authorized, even if most of the information is simple. Keep these ideas in mind as you complete your next job requisition. 

1. Make sure the position is a fit

Before you start writing your job requisition, make sure that you have a clear understanding of which roles are most needed in your company- and just as importantly, why they are needed. Then try to find employees who fit those needs.  

If an employee is not a good match for the role, they can’t just be retrained. They have to be sent back to the job market where they might get hired by someone else, or worse – remain unemployed. 

2. Think about your company culture before you hire

Your hiring process should start with your company culture in mind. If you know what type of employees would thrive in your company, you can find them more easily by advertising a job position that reflects your company culture. 

3. Take the time to write a good job requisition

Hiring is an investment in your company’s future – and for many companies, it’s their biggest expense. It only makes sense that you might want to spend some time on creating a thorough job requisition that will serve as a valuable document during the hiring process. 

Keep all of these tips in mind when writing your next job requisition, and you’ll be prepared to hire the best employees who are a good fit for your company culture.  

Job requisition template

Job Title  

Requisition Number  

Job Code  

Requested By:  

Date of Request:  

Position/Section to be hired for:  

– A brief description of this position. Be specific about the job duties, responsibilities, and qualifications needed to succeed in this position.  

Position duration/contract type: 

-Determine whether this position is full-time or temporary and what type of contract it will have (if applicable) 

Position qualifications: 

– Minimum and Preferred qualifications for this position. If there is a salary range associated with the job, be sure to include it here as well.  

– Describe any necessary certifications or licenses that need to be obtained to succeed in this role. You may also want to list what steps should be taken if the candidate already has the certification/license.  

– If it’s necessary to be certified in CPR or First Aid, mention that as well.  

– Is this position union? What type of bargaining unit do they fall under? This should be included as an additional document with your job description. 

Requisition reason: 

-Is this for a new role? To fill a vacancy? Did an employee retire? Make sure you have space to include the reason for the requisition. 

Budget: 

-Add details about the impact the new position will have on budget – is there room in the budget for a new hire? Or will this new hire require additional budget? 

Please review all documents before approving and sign below. 

Conclusion

In today’s current work environment, with many employees leaving their jobs, hiring managers are quickly trying to build back their team or hire talented individuals who have a specific skillset. 

And the first step to making that next great hire, whether it’s for a new position or to fill a vacancy, starts with a job requisition. 

Job requisitions help you better define your employment needs, align expansion goals with corporate objectives, and ensure that you have adequate funding to take on new employees. 

They are the first step of your recruitment process and effective job requisitions can help you quickly identify candidates with the right qualifications to meet your company’s specific needs.  

If you’ve read through this post, you’re now well prepared to create a strong job requisition or submit job requisition requests that will help expedite your HR team’s approval process so you can get moving with your new hire.  

If you need some help filling some open positions, check out the Insight Global hiring page and we’ll instantly connect you with top talent. 

Need help finding talented employees? Visit Insight Global's Staffing Services page to get started.