What Is a Job Requisition? (Definition and Importance)

By Indeed Editorial Team

Published 20 June 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

An organisation's human resources (HR) department often manages and oversees the hiring process for new employees. If someone wants to develop a new position or fill an empty one, it's common practice for a hiring manager to write a job requisition for the human resources department. Learning how to use this document can help you successfully explain why you want to make a new hire. In this article, we answer the question, ‘What is a job requisition?', explain its importance, discuss how it differs from a job description and describe how to write one effectively.

What is a job requisition in the workplace?

The answer to ‘What is a job requisition?', that it's an internal human resources document that requests permission to make a new hire. Typically, a hiring manager submits a job requisition to the human resources (HR) department before they begin the recruitment or hiring process. Hiring managers can start once HR approves the requisition.

The document helps explain the open position, justifies why it's necessary to hire, and helps the company ensure that there's room in the budget. These hiring request documents are most common in big corporations or organisations with formal HR procedures. Some small businesses can also benefit from implementing this process to ensure each job opening is advantageous for the company.

Related: How to Find a New Career (With Questions to Consider)

Why is a job requisition important?

Job requisitions are important internal documents because they formalise the process of hiring a new employee. There are many benefits and uses for these documents in the workplace. Here are a few reasons why these documents are important:

Clarify the hiring need

Many larger companies have several departments with several employees in each. Writing a request for a new hire helps explain to the human resources team how the new person can benefit the company. The HR team may question the need for a replacement or a new position in a department even though employees raise the issue to their managers. Submitting and gaining approval for someone new can help streamline recruitment for the HR team and ensure organisational alignment.

Related: How to Hire Employees: The Ultimate Guide (With Tips)

Align hiring with business goals

Another reason why requisitions are important is that they help companies align the hiring process with pre-existing business goals. Each requisition typically includes a justification for the hire, which explains how the job duties of this position can move the organisation closer to certain goals or objectives. For example, if a company wants to increase its social media engagement by the end of the year, hiring a social media manager may be a practical choice that helps the company reach this goal.

Related: Understanding Objectives vs Goals (Including Examples)

Assess the budget

Companies typically assess their budget before making a new hire. Hiring a new employee costs the company money, so it's best to ensure that the organisation has the budget for a new salary. Assessing the budget before beginning the hiring process can help the organisation determine how much they can pay. This is beneficial to know since many applicants negotiate salary during the hiring process. After completing a job requisition, the hiring manager typically knows the salary range for those negotiations.

What to include

When writing a job requisition, there are a variety of details to include. While you might add specifics after receiving approval from HR, you can include a wide range of information to advocate for the position's necessity. Here are a few details to include:

  • List the job title of the open position. This increases clarity about the role, including seniority level and what team the new hire would work with.

  • Name the department with the open position. By including information about the department, HR can better understand the scope of the role.

  • Explain the position type, such as full-time, part-time or contracted. This demonstrates to HR what type of employee to look for, including the salary expectations.

  • Explain whether the position is for a replacement or a new hire. If an employee is leaving the company, you may still need an approved request to hire their replacement.

  • Include a job description with responsibilities, qualifications and necessary skills. A job description justifies why the position is important for the company to function.

  • Name the desired start date. Including the desired start date communicates the urgency of the position to the HR department.

  • List the desired pay range, including salaried or hourly pay. Saying whether you expect a new hire to receive an hourly wage or a salary typically impacts the HR team's decisions.

  • Explain the benefits necessary for the role. Different types of employees, such as contracted or part-time employees, can receive different employment benefits than full-time hires.

  • Discuss the complete budget needed for the role. There may be other expenses for the HR team to consider, such as a hiring bonus or the purchase of equipment for the new hire.

  • Include the justification for the role. Since this is the main purpose of the document, it's important to include a detailed justification for this position within the company.

Job requisition vs. job description

Job recs differ slightly from job descriptions. A job requisition is a formal, internal document. It states the need for a new employee and explains why the company wants to hire someone for the open position. Often, the document remains internal.

A company might wait to write a complete job description until after the requisition gains approval from HR. Once approved, the hiring manager can create a more specific job description. The job description is internal and external. The internal description helps ensure active employees fulfil their responsibilities, and the external description communicates to interested applicants the job duties, qualifications, skills and salary. A job description can attract qualified candidates for the role based on the details included.

Related: What Are Job Qualifications? (With Types and Examples)

How to write an effective job requisition

If you want to fill a position in your department, you can write a job requisition to accelerate the process. It's important to include all the details when writing a requisition. Some companies may use a general form or document that you simply fill in. You can also follow these steps to write one effectively:

1. Assess the hiring need

The first step is typically to assess the hiring need. For example, if the communications team approaches you and asks for an additional team member, you might meet with each member individually to determine why they want a new hire. If someone leaves the company, you might assess if the team can manage the workload or if the job duties require a replacement. This can help you make an informed decision, which can help as you write the requisition.

2. Follow the organisational process

If the organisation has a formal process for requesting a new hire, it's best to follow it precisely. For example, some companies want the hiring managers to write the requisition so the HR department can assess and approve the request. Then, the hiring manager and recruiter can begin the process of recruitment.

Related: 10 Examples of Policies and Procedures in the Workplace

3. Make a strong case

Since the requisition is a request for approval to hire, it's important to make a strong case. Try to be persuasive in the justification of this position by explaining why the hire makes sense for the company. You could explain how the team could improve with certain skills that a new hire could satisfy. You might explain how this position could help the organisation reach its goals more effectively. Including strong justification can increase the likelihood of gaining approval.

4. Gain input from others

Consider working with people on the team to put together a conclusive document that includes specific details. They could have insider information about why they want a new hire that could help you strengthen your case. Additionally, you could have managers or department leaders add their names to the document to strengthen the merit of the employment request.

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