Hiring the right talent is the cornerstone of building a successful team, but before you can start reviewing resumes and conducting interviews, there's an essential first step—creating a job requisition. Think of a job requisition as an official request that kicks off the hiring process within a company. It helps ensure that every new position is necessary, well-defined, and properly approved before it’s posted to job boards.
Whether you're a hiring manager, an HR professional, or someone new to the recruitment process, understanding how to write a clear and compelling job requisition can save time, reduce confusion, and attract the right candidates. In this guide, we’ll explain exactly what a job requisition is, why it matters, and how you can write one effectively. By the end, you’ll have a step-by-step approach to crafting job requisitions that get approved quickly and set the stage for a smooth hiring process.
What Is a Job Requisition?
A job requisition is the first official step in the hiring process. It’s a formal request to fill a position within a company, usually submitted by a hiring manager to the HR or recruitment team. This document outlines key details about the role, such as the job title, department, responsibilities, required qualifications, and the reason for hiring. Think of it as a proposal that justifies why the position is needed and ensures that hiring aligns with the company’s goals and budget.
But why is a job requisition important? Imagine if companies could just hire people without any structure—budgets would spiral out of control, roles might overlap, and the hiring process would become chaotic. A job requisition helps prevent these issues by ensuring that every new hire is necessary, properly planned, and approved by the right people.
Here’s how it typically works:
- A hiring need arises – Maybe someone left the company, a team is expanding, or a new project requires additional support.
- A job requisition is created – The hiring manager fills out a form or submits a request detailing the role, budget, and justification for hiring.
- Approval is obtained – The request goes through the necessary approvals, often involving department heads, HR, and finance.
- The hiring process begins – Once approved, the job requisition allows HR to post the job, source candidates, and start interviews.
Without a job requisition, hiring could be disorganized, leading to delays, budget issues, or even confusion about what the new hire is supposed to do. By taking the time to write a clear and well-structured job requisition, companies can streamline the hiring process and ensure they’re bringing in the right talent at the right time.
Steps for Writing a Job Requisition
Writing a job requisition is about making a strong case for why the position is needed and ensuring the hiring process runs smoothly. Whether you’re requesting a new hire for a growing team or replacing a departing employee, following a structured approach will help you create a clear, compelling job requisition that gets approved quickly.
Let’s break it down step by step:
Step 1: Identify the Hiring Need
Before you start writing, take a moment to define why this role is necessary. Ask yourself:
- Is this a new position due to company growth, or is it replacing someone who left?
- How will this role support business goals?
- What problems will this new hire help solve?
Having a clear understanding of why the position is needed will help you write a stronger job requisition and justify the hire to decision-makers.
Example:
“Our marketing team has seen a 40% increase in workload over the past six months, and we need an additional Content Strategist to keep up with demand and maintain our publishing schedule.”
Step 2: Gather Job Details and Requirements
Now it’s time to outline the specifics of the job. This includes:
- The job title (Make sure it's clear and industry-standard.)
- A brief job description (What will they do daily?)
- The key responsibilities (Be as specific as possible.)
- The skills and qualifications needed (Separate must-haves from nice-to-haves.)
Example:
Job Title: Social Media Manager
Description: Manage and grow our company’s social media presence across multiple platforms.
Responsibilities: Create engaging content, analyze performance metrics, and collaborate with the marketing team to develop social media strategies.
Qualifications: 3+ years of experience in social media marketing, strong knowledge of Facebook, Instagram, LinkedIn, and Twitter.
Step 3: Define the Budget and Compensation
Money matters when making a hiring request. HR and finance teams will want to see that your request aligns with company budgets. Include:
- The salary range (based on market research)
- Whether the position is full-time, part-time, contract, or temporary
- Any additional costs (like equipment, training, or benefits)
Tip: Use salary benchmarking tools or check industry reports to ensure your salary range is competitive and realistic.
Step 4: Get Necessary Approvals
Once you’ve written the job requisition, it must be reviewed and approved by different people before moving forward. This may include:
- Your direct manager or department head (to confirm the need for the role)
- Finance team (to ensure the budget allows for the hire)
- HR or recruiting team (to start the hiring process)
Each company has its own approval process, so check with HR to understand who needs to sign off before moving to the next step.
Step 5: Submit and Track the Job Requisition
After getting approvals, submit the job requisition through your company’s hiring system or HR software. Many organizations use platforms like:
- Applicant Tracking Systems (ATS) (e.g., Greenhouse, Workday, Lever)
- HR Software (e.g., BambooHR, ADP, SAP)
- Internal Job Portals
Keep an eye on the approval status and follow up if necessary. Once approved, HR or the recruiting team will take over and begin sourcing candidates.
A well-crafted job requisition makes the entire hiring process smoother. By clearly outlining the need for the position, defining key job details, and ensuring budget approval, you’ll increase the chances of getting the role approved quickly. Plus, it helps HR attract the right candidates—saving time and effort for everyone involved.
Best Practices for Writing an Effective Job Requisition
A job requisition is a crucial document that sets the stage for a seamless hiring process. A well-written requisition helps HR and leadership understand the need for the role, ensures budget alignment, and attracts the right candidates. To make sure your job requisition is clear, compelling, and easy to approve, follow these best practices:
Be Clear and Specific
Vague job requisitions can lead to confusion, delays, and even the wrong hire. Be as clear and specific as possible when describing the role.
Good example:
"We need a Digital Marketing Specialist to develop and execute paid advertising campaigns on Google Ads and social media, with a focus on increasing lead generation by 20% over the next six months."
Bad example:
"We need someone to help with marketing and ads."
By specifying what the new hire will do and how their role contributes to company goals, you’re making a stronger case for approval.
List Realistic Qualifications
It’s tempting to ask for the perfect candidate, but setting the bar too high can drastically limit your applicant pool. Requiring excessive experience or unnecessary degrees may discourage great candidates from applying.
Bad example:
"Must have 10+ years of experience for an entry-level role."
Good example:
"2-3 years of experience preferred, but strong problem-solving skills and a willingness to learn are just as important."
Tip: Focus on the must-have skills and qualifications while keeping an open mind for candidates with transferable skills.
Use Concise, Professional Language
While you want to be detailed, keep your writing professional and to the point. Avoid overly technical jargon (unless necessary) or long-winded explanations. HR and leadership need to quickly understand the request, so clarity is key.
Example:
Instead of: "Our team is stretched incredibly thin and we’re drowning in work, so we desperately need another person to help out."
Try: "Due to a 30% increase in project workload, we require an additional team member to maintain efficiency and meet client deadlines."
Align the Requisition with Business Goals
A job requisition that clearly connects to company goals is more likely to be approved. Before submitting, ask yourself:
- How does this role contribute to revenue, efficiency, or innovation?
- Will hiring this person help us achieve a key company objective?
- What would happen if we don’t fill this position?
Example:
If your company is launching a new product, your requisition might say: "To support the launch of our new software product, we need a Product Marketing Manager to develop go-to-market strategies and drive customer engagement."
This shows decision-makers exactly why the role is essential.
Ensure Compliance with Company and Legal Requirements
Every job requisition should meet company policies and legal guidelines. Make sure you:
- Follow internal approval processes
- Include a fair and competitive salary range
- Avoid discriminatory language (e.g., "young and energetic" may unintentionally exclude qualified candidates)
If you’re unsure about compliance, work with HR to ensure your requisition meets all necessary guidelines.
Make the Approval Process Easy
If your requisition is missing details or requires multiple revisions, it could slow down hiring. To speed up approval:
- Double-check that all sections are fully completed
- Get input from team members or managers before submitting
- Be proactive and follow up with approvers if needed
Tip: If your company uses hiring software, familiarize yourself with the system to track approvals and avoid unnecessary delays.
The Takeaway
Writing a job requisition may seem like just another administrative task, but in reality, it’s one of the most important steps in the hiring process. A well-crafted requisition ensures that the right role is defined, justified, and approved efficiently—ultimately helping your team find the best candidate without unnecessary delays. By clearly outlining the job title, responsibilities, qualifications, salary range, and business needs, you set the stage for a smooth and successful hiring process.
Taking the time to write a strong, detailed job requisition benefits everyone involved. It helps hiring managers get the talent they need, ensures HR can attract the right candidates, and keeps the approval process moving quickly. By following best practices, you’ll increase your chances of getting the green light for your hire—without frustrating delays or miscommunication.
If you already have an approved job requisition and are in the process of finding the right candidates for your open position, schedule a free call with us to save time, money, and hassle while hiring your new favorite employee.
