Job Requisition Process: How to Get Open Jobs Filled Faster

Adam SeabrookJob Requisition Tips

If you work in management for a company with a human resources department and recruiters, or a layer of upper management, then a job requisition will be a necessary step in hiring your next great employee.

It may seem like a boring formality in the hiring process, but if done right a requisition can be used to get awesome candidates quickly. 

Let's start with the basics. 

What is a Job Requisition?

Seems like a simple, even obvious question, but the answer I'm going to give will help you quite a bit in your quest to fill open job requisitions.

If you do some reading about job requisitions, job descriptions and job ads online, you'll find that there's a lot of confusion about the distinction between these.

Some people use all three words interchangeably. That isn't so much of a problem as when people substitute one for the other, and post a job description in place of an ad. 

To me there is a distinct difference among these. 

The job description is an accurate description of the role, responsibilities and necessary qualifications of a job. It is usually a dry piece of technical copy, meant for internal use to pass along information about job requirements, and to give expectations to a new hire.

A job ad is meant to work like a real advertisement. It treats potential recruits like great customers, gets them excited about the possibility of working for your company, and helps you quickly fill a job vacancy.

If you're interested in learning more about writing job ads, check out our article on how to post a job ad.

Job ads v. job descriptions

A job requisition is a formal request to fill an open position at a company, with backup documentation. 

When you create a requisition, you'll typically need to include the job title, department, fill date, and the job description.

Usually a manager will fill out the requisition, get it approved by HR or upper management, then hand it off to a recruiter to find a candidate that meets their needs. Part of the purpose of a requisition is to act as a guide for the recruiter to be sure they're getting the right person for the job.

Another purpose of a requisition is selling the job to HR or management - convincing them that it does actually need to be filled. We'll go into that part next.

Understanding the Job Requisition Approval Process

Once the requisition form is written up, it's time to get it approved. Typically this is done by someone in human resources or upper management.

The biggest duty for the person approving the requisition is whether there is a case that this job is needed. Does not filling it cost the company more the filling it does? 

The person or department making the approval also checks that the requirements, duties and pay level are appropriate for the position.

If something is off, they recommend changes. If substantial changes are required, another round of approvals may be necessary.

Once HR or management signs off on the final requisition, the hiring manager will usually receive a confirmation of approval, information about how the job will be advertised, including which job search sites it will be advertised on, and social media recruiting strategies planned.

Whoever approves the job typically provides a copy of the job ad as well. Hiring managers should be sure to review the ad, both for accuracy and to be sure it reads like an ad, rather than a description. 

Switching these is a mistake that is made way too often. With a little nudge, you could easily get better ads written for your jobs, and fill requisitions faster.

So, now that we understand what a requisition is, and the approval process, let's look at how we can optimize them for approval.

Writing a Job Requisition that Gets Positions Filled

Writing A Job Requisition Form

The process of preparing a job requisition is going to vary quite a bit from company to company, but I've got three tips here that will help universally. 

1. Do your research. 

You should know exactly what is not getting done because you don't have this position, what will get done, and how it will affect the company overall, especially in terms of revenue, product or service quality, and morale.

2. Get buy-in. 

Talk to stakeholders from other departments and get them onboard with this position. If you can get heads of other departments supporting a role that doesn't even report to them, you've got a strong case. 

3. Focus on outcomes. 

What, exactly, will a successful candidate in this position accomplish? Give clear goals, say, for 90 days, 120 days and 1 year to make it easy for the person approving the requisition to understand exactly what the company is getting, and how to measure if it was a good hire.

Once you've got the position filled, have a look at our employee onboarding checklist to get started off right.

Going from Requisition to a Great Hire

Ok, got that requisition all done? Ready to do some hiring?

We've got a great tool that will help you post your job to 100+ job boards with just a few clicks, and track applicants as they come in.

Hiring? Post your job to 100+ job boards

Adam Seabrook
Adam Seabrook
Adam Seabrook is Co-Founder of Betterteam. Before Betterteam Adam spent 10 years recruiting for companies like Google, Atlassian, Dell, Symantec, Coca-Cola, Bigcommerce, and Oracle. He lives in Sydney, Australia.