Requisition

What is a job requisition?

A job requisition is the formal internal request to open and fill a position. It captures the role, the reason for hiring, the budget, and the required approvals before any recruiting begins. Think of it as the internal green light for a hire.

What a requisition includes

Most requisitions list the job title, department, hiring manager, whether the role is new or a replacement, location and work arrangement, salary range, target start date, and the approvals needed. Many also link to the job description and job specification.

Types of job requisitions

• New position requisition: adds headcount that did not exist before.
• Replacement requisition: backfills a role after someone leaves.
• Temporary or contract requisition: covers short-term needs or projects.
• Evergreen requisition: stays open for roles hired continuously, such as seasonal or high-volume jobs.

Why it matters

Requisitions keep hiring tied to budget and workforce plans. They prevent unapproved hires, give finance and HR visibility into headcount, and make sure recruiting starts with clear, agreed requirements instead of shifting expectations.

How the process works

A hiring manager submits a requisition, it moves through approvals such as the department head, HR, and finance, and once approved, recruiting opens the role and posts the job. The requisition then stays attached to the hire for reporting.

Job requisition process step by step

• Step 1: The hiring manager identifies the need and drafts the requisition.
• Step 2: HR reviews the job description, level, and pay range.
• Step 3: Finance confirms budget and headcount.
• Step 4: Leaders approve, and the requisition gets an ID.
• Step 5: Recruiting opens the role, posts the job, and starts sourcing.
• Step 6: The requisition closes when the offer is accepted, and its data feeds reporting.

Job requisition vs. job description vs. job posting

Requisition metrics to track

• Approval time: days from submission to approval.
• Requisition age: how long an approved role has been open.
• Time-to-fill: days from approval to accepted offer.
• Open requisitions per recruiter: a check on workload.

Example

A sales director requests a new account executive. The requisition lists the territory, budget, and start date, and it is approved by finance and HR within a week. Recruiting then posts the role and begins sourcing.

In a second case, a growing startup lets managers hire without requisitions. Within a year, headcount exceeds the budget and two teams recruit for the same role. Introducing a simple requisition form with finance approval ends the overlap and gives leaders a clear view of hiring.

Best practices

• Standardize the requisition form and required fields.
• Set clear approval steps and response times.
• Attach the job description so requirements are agreed up front.
• Track requisition age to spot delays.
• Give each requisition a unique ID for reporting.
• Include the pay range at approval to avoid late surprises.
• Close or pause stale requisitions so reporting stays accurate.

Common challenges

Slow or unclear approvals delay hiring, and requisitions that change after approval create confusion. Tracking requisitions in email or spreadsheets makes it hard to see what is open and why.

How to avoid these problems

• Approval bottlenecks: set response targets for each approver.
• Scope creep: lock requirements at approval and re-approve major changes.
• Poor visibility: keep all requisitions in one system, not email.

Key takeaways

• A job requisition is the internal approval to open and fill a role.
• It ties hiring to budget and workforce plans.
• Clear approvals keep hiring fast and accurate.

How uRecruits helps

uRecruits lets teams manage requisitions and approvals on the platform, so hiring starts clean and each opening stays connected to its candidates on one record.