What is a Job Requisition? A Complete Guide

Hiring the right person doesn’t start with a job post. It starts with a plan. And that plan begins with one thing most teams overlook: the job requisition. Skip it, and you get guesswork, misaligned managers, and top candidates slipping through the cracks. If your hiring process feels messy, it’s probably because this step is missing or misunderstood. 

In this blog, you’ll learn what a job requisition is, what goes into it, how to write one, and how it differs from job descriptions and job postings. We’ll also share simple job requisition form examples and answer questions like “What is a requisition number on a job application?” Let’s break it all down.

What is a Job Requisition?

A job requisition is a formal request submitted by a hiring manager to fill a new or existing role within a company. It’s the internal green light for recruiting to begin. Think of it as the starting point of the hiring journey. When you define a job requisition, you’re really defining the foundation of structured hiring.

So, what is a job requisition in real terms? It’s a document or digital form that outlines why a role needs to be filled, what budget is required, and who needs to approve it. It typically includes details like job title, department, justification for the role, salary range, and whether it’s a replacement or a new position.

What is in a Job Requisition?

A well-written job requisition form includes several key details that help streamline the hiring process. Here’s what you’ll typically find inside:

1. Job Details

Start with the basics. Job title, department, full-time or part-time, and where the role is based. Get these wrong and you’re setting the stage for confusion. Get them right and you’re already halfway to posting a role that actually makes sense.

2. Justification for the Role

This is where you define the job requisition with some real talk. Why do you need this role? Replacing someone? Launching a new project? Team drowning in work? This part tells leadership there’s a plan not just a panic hire.

3. Budget and Compensation

This part covers the approved salary range, benefits, and any additional budget considerations. It ensures finance teams are aligned before hiring begins.

4. Reporting Structure

Who’s the boss? This is where you spell it out. Clarifying who the new hire reports to keeps the org chart clean and prevents those awkward “wait, who do I talk to?” moments later on.

5. Requisition Number

What is a requisition number on a job application? It’s the tracking ID that keeps everything organized behind the scenes. Each job requisition gets its own unique code so HR isn’t mixing up roles like it’s a shuffled deck. It’s how smart teams stay on top of what’s open, approved, and in motion.

6. Approval Workflow

Every job requisition form needs sign-offs. The form should outline who must approve the requisition before it can move forward, such as HR, finance, department heads, or all of the above.

Understanding the Job Requisition Process and Its Benefits

The job requisition process is how you go from “we need someone” to “let’s hire them.” It adds structure, accountability, and a paper trail to what’s often a messy start. Think of it as the blueprint that turns a hiring wish into a real, approved role. Here’s how it works in practice:

The Typical Job Requisition Process:

1. Need Identified – A manager realizes they need a new hire due to growth, backfill, or skill gaps.
   
2. Job Requisition Form Created – The manager fills out a form detailing the role, justification, budget, and other key info.
   
3. Internal Approvals – Department heads, HR, and finance review and approve the request.
   
4. Requisition Posted to ATS – Once approved, the job requisition is added to the applicant tracking system (ATS), where recruiters can start sourcing.
   
5. Recruitment Begins – With the green light, the job gets posted publicly, and the candidate search begins.

Why This Process Matters:

• Avoids Over-Hiring or Miscommunication: Everyone from HR to finance is aligned on the why, what, and how of the hire.
  
• Saves Time: Clear job requisitions reduce back-and-forth, speeding up hiring timelines.
  
• Improves Budget Control: With salary ranges and department approvals upfront, hiring stays within budget.
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• Keeps Compliance on Track: Requisition tracking helps with audit trails, EEOC compliance, and workforce transparency.

How to Write a Job Requisition?

Writing a job requisition isn’t rocket science. Here’s how to get it right.

Step 1: Define the Need

Start with why you need to hire. Is this a new role or a replacement? What problem will the hire solve? Be as specific as possible.

Step 2: Outline the Job Details

Include the job title, department, location, reporting manager, employment type (e.g., full-time, remote), and target start date. This sets the baseline for recruiters and HR.

Step 3: Set Budget & Compensation

Confirm the salary range and total compensation (including bonuses or benefits). If the role is already budgeted, note that. If not, flag it for finance review.

Step 4: Add Role Justification

Write a short summary explaining the reason for the role. For example:
“We need a mid-level UX designer to support the redesign of our mobile app. Current resources are maxed out and we’ve delayed product releases.”

Step 5: Set Approval Flow

List the people who must sign off on the request. Typically, that includes the hiring manager, HR lead, finance manager, and department head.

Step 6: Assign Requisition Number (if applicable)

In systems like Workday or BambooHR, requisition numbers are auto-generated. If doing this manually, keep a simple sequential format (e.g., MKTG-2025-07).

When you follow a clear structure, your job requisition doesn’t just move things along faster. It helps attract the right talent from the start.

Job Requisition Form Examples

Not every company uses the same layout, but most job requisition forms follow a similar structure. Whether it’s a spreadsheet, a Google Form, or part of an HR software platform, here’s what a sample job requisition form might look like:

Simple Job Requisition Form Template

Field	Example
Job Title	Marketing Coordinator
Department	Marketing
Hiring Manager	Sarah Lee
Employment Type	Full-Time
Location	Remote (US-based)
Start Date	June 15, 2025
Salary Range	$50,000 – $60,000
Justification	New role needed to support growth in email marketing campaigns
Reports To	Director of Marketing
Budget Code	MKT-2025-012
Requisition Number	MKT-REQ-054
Approvers	Sarah Lee (Manager), John Kim (Finance), Alicia Gomez (HR)

If you use an applicant tracking system (ATS), this form may already exist digitally, and most of the data flows directly into your job posting workflow.

Want to simplify the process even more? Many platforms like BambooHR, Workable, or Greenhouse allow custom requisition templates that sync with your job boards and approval chains automatically.

Job Requisition vs. Job Description vs. Job Posting

These three terms often get mixed up, but they each serve a different purpose in the hiring process. Here’s a breakdown of job description vs job specification vs job posting:

Term	Purpose	Audience	Key Contents
Job Requisition	Internal request to hire	HR, Finance, Leadership	Catchy intro, benefits, and how to apply
Job Description	Defines the responsibilities and qualifications of the role	Internal teams & Candidates	Duties, skills, requirements
Job Posting	Public-facing ad to attract applicants	Job Seekers	Catchy intro, benefits, how to apply

Conclusion

A solid hiring process starts with a clear, well-structured job requisition. It sets the tone for everything that follows, from budgeting and approvals to writing the job description and posting the role. By understanding what a job requisition is, how to write one, and how it differs from other hiring documents, you empower your team to move faster, stay aligned, and attract the right talent from day one.