Job Requisition

Intro to Job Requisition

A job requisition is the formal document that initiates the hiring process within an organization. It serves as an internal request to recruit for a specific position and includes essential details like role requirements, budget approval, and justification. Understanding job requisitions helps organizations maintain structured, compliant, and efficient hiring workflows across departments.

Definition of Job Requisition

A job requisition is an internal authorization document that formally requests permission to fill a position, whether new or vacant. This document typically includes the job title, department, reporting structure, salary range, required qualifications, employment type, and business justification for the hire. The requisition flows through an approval chain involving hiring managers, department heads, HR, and finance teams before recruitment begins. Unlike a job description that outlines role responsibilities for candidates, a job requisition focuses on internal approval and budget allocation. It ensures hiring aligns with organizational headcount plans and financial constraints. Proper documentation through job requisitions creates audit trails and supports workforce planning initiatives across the organization.

Importance of Job Requisition in HR

Job requisitions provide crucial structure and accountability to the hiring process. First, they ensure budget control by requiring financial approval before recruitment expenses are incurred. Second, requisitions create transparency by documenting why positions are needed and how they support business objectives. Third, they enable better workforce planning by tracking hiring needs across departments and time periods. Fourth, requisitions support compliance by maintaining records of hiring decisions and approvals. For organizations working with Employer of Record providers, clear requisitions help EOR partners understand exact hiring requirements and compliance needs. Additionally, requisitions prevent unauthorized hiring and ensure all stakeholder input is gathered before committing resources. They also facilitate better collaboration between HR and department leaders throughout the recruitment lifecycle.

Examples of Job Requisition

Example 1: Replacement Hire
A marketing manager submits a job requisition after a senior content strategist resigns. The requisition includes the job title, required skills, salary range based on market data, and justification explaining how the vacancy impacts ongoing campaigns. It routes through the marketing director for departmental approval, then to HR for compliance review, and finally to finance for budget confirmation before recruitment begins.

Example 2: New Position Creation
A technology company planning expansion submits a requisition for a new data engineer role. The requisition details how this position supports the company’s AI initiative, includes projected ROI, outlines required technical skills, and specifies the proposed salary band. The approval chain includes the engineering director, CTO, HR business partner, and CFO, with each stakeholder reviewing different aspects before final authorization.

Example 3: Seasonal Hiring
A retail organization preparing for holiday season traffic submits bulk requisitions for temporary sales associates. These requisitions specify employment duration, hourly rates, required availability, and store locations. Because they follow a pre-approved seasonal hiring plan, they move through an expedited approval process, allowing HR to begin recruitment quickly while maintaining proper documentation.

How HRMS Platforms Like Asanify Support Job Requisition

Modern HRMS platforms digitize and streamline the entire job requisition workflow. These systems provide standardized requisition templates that ensure all necessary information is captured consistently across departments. Automated routing sends requisitions to appropriate approvers based on position type, salary level, or department, reducing delays and manual tracking. Email notifications keep stakeholders informed about pending approvals and requisition status changes. Built-in approval hierarchies enforce organizational policies and budget controls automatically. For companies exploring EOR solutions, HRMS platforms can route international requisitions appropriately and flag compliance considerations. These platforms also generate analytics showing time-to-approval metrics, requisition volumes by department, and hiring forecast data. Integration with recruitment modules means approved requisitions automatically trigger job posting workflows, creating seamless transitions from approval to active recruiting.

FAQs about Job Requisition

What information should be included in a job requisition?

A complete job requisition should include the job title, department, reporting manager, employment type (full-time, part-time, contract), salary range, required qualifications and experience, number of positions, start date, business justification, and budget code. Additional details may include work location, travel requirements, and special considerations.

Who needs to approve a job requisition?

Approval chains typically include the hiring manager, department head, HR representative, and finance or budget controller. Higher-level positions or new role creations may require additional executive approval. The specific approval hierarchy depends on organizational structure, position level, and budgetary authority limits.

How long does the job requisition approval process take?

Approval timelines vary by organization but typically range from two days to two weeks. Replacement positions in pre-budgeted headcount usually move faster than new role creations requiring additional justification. Using automated HRMS workflows can significantly reduce approval time by eliminating manual routing and reminder delays.

What is the difference between a job requisition and a job description?

A job requisition is an internal document requesting authorization to hire and includes budget and business justification. A job description is an external-facing document that outlines responsibilities, qualifications, and expectations for candidates. The requisition initiates the hiring process, while the job description attracts and informs potential applicants.

Can a job requisition be modified after approval?

Yes, but modifications typically require re-approval, especially if changes affect salary range, job level, or qualifications. Minor adjustments like updated start dates may not need full re-approval depending on organizational policies. HRMS platforms track all requisition versions and modifications, maintaining clear audit trails for compliance and reporting purposes.