The job requisition is the first step in the recruitment process. In this article, we will explain what a job requisition is, why it is important, list all the key elements of a job requisition, and provide you with a template that you can use in your organization.
What is a job requisition?
A job requisition is a formal request to create a new position in a company. The requisition, usually in the form of a document or online form, holds information about the need for the new position, whether it is a full-time or part-time role, and whether the position is temporary or permanent.
The job requisition is either sent to the direct supervisor of the team’s manager, or to HR, depending on who holds the responsibility for approving the requisition.
The job requisition is the first step of the Talent Acquisition process. After the requisition is approved, the vacancy intake happens, after which the visible recruitment process starts.
For example, Bill is the team lead for accounting. Because the company has grown a lot, his current team of three cannot cope with the work. Bill, therefore, talks with his manager and is asked to fill in a job requisition form.
In the form, he states the reason for expanding the team, that the position will be a permanent and full-time role, and that the person would ideally start within two months. He then forwards the form to his supervisor. A week later, the HR business partner for his department forwards the formal approval and the same day the recruiter calls to make an appointment for the vacancy intake to start the hiring process.
Job requisition vs. job description vs. job posting
The job requisition is often confused with a job description or job posting. However, these are each very different.
- The job requisition is an internal document to get approval for the new position. This is a standard form filled in by the manager and submitted to his/her supervisor. The job requisition is the first step in the hiring process.
- The job description is an internal document that specifies the requirements for a new position, including the required skills, role in the team, personality, and capabilities of a suitable candidate. The job description is based on the vacancy intake, usually written by the recruiter, and forms the basis of the job posting.
- The job posting (or job advert) is the text as it is shown to potential candidates. The job posting is written by a recruiter or copywriter and is based on the job description. This is an external text and usually written in a salesy way to attract candidates.
As you can see, each document has a different role in the hiring process. This also means that the job requisition should not go into too much detail about the skills and qualifications required for the job – this is what the job description is for.
Let’s now dive into the key elements that are part of the job requisition form.
The job requisition form
A job requisition form has a number of standard elements. We will list each of them and explain the different options
- Job title. The job title is the proposed title for the new role. The final title will be determined during the vacancy intake.
- Department. The name of the department.
- Hiring manager. The name and/or ID of the hiring manager.
- Purpose of the role. This is the intended purpose of the role.
- Requisition reason. The role can be a newly created one, or the person leaving the role can be transferred, retired, promoted, leave without pay (e.g. go on a sabbatical), go on maternity/paternity leave, etc.
- Salary range. This holds the approximate salary range for the role. This is relevant for budgeting purposes. Any signing bonus should also be specified here.
- Job start date. This is the proposed starting date for the role.
- FTE / Weekly hours. This field specifies if the role is full-time or part-time. In case of a part-time role, either the number of hours or the Full-Time Equivalent (FTE) is defined (e.g. 20 hours per week or 0,5 FTE for a role of 2,5 days per week).
- Duration. The assignment duration is either permanent or temporary. In case of a temporary contract, the end date should be defined.
- Contract type. The contract type is either an employee or a contract worker. The latter is usually only relevant if the duration of the job is temporary. The type of contract will also impact the required budget, as employees are usually eligible for benefits.
- Required qualifications. Some organizations do inquire about (high-level) required qualifications of the new candidate, e.g. their education level or a minimum level of work experience.
- Budget. Oftentimes, there is also the question if the funding for the role is there. If it’s there, the job requisition can be approved easily. However, if the budget is not there, there will be a more stringent analysis of whether or not the role is really needed.
The job requisition form is often part of your Applicant Tracking System (ATS) or Human Resource Information System (HRIS). These forms can be programmed to contain most of this information. The advantage of implementing it in a system – or in an online form for that matter – is that it creates a workflow that is easy to manage. In addition, the data from the requisition can serve as excellent input for data-driven decision-making using people analytics.
Job requisition form template
The job requisition form template below shows a standard template for the job requisition. You can use this form as a printable document, or use it to create your own online job requisition form.
You can also download the form here:
On a brief, final note
You will learn much, much more about the recruitment process in our Talent Acquisition Certification Program that is focused on teaching you all about Talent Acquisition from a strategic perspective.
A job requisition is a formal request to create a new position at a company. The requisition, usually in the form of a document or online form, holds information about the need for the new position, whether it is a full-time or part-time role, and whether the position is temporary or permanent.
The job requisition is an internal document to get approval for the new position. The job description is an internal document that specifies the requirements for a new position, including the required skills, role in the team, personality, and capabilities of a suitable candidate.
The job requisition is an internal document to get approval for the new position. The job posting, or job advert, is an external text as it is shown to potential candidates.
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