Job Requisition: What It Is, What to Include & How HR Can Create One

Before HR posts a job ad or starts screening candidates, there is one important step that should come first: creating a job requisition.

A job requisition is a formal request to hire a new employee. It helps HR and hiring managers agree on why the role is needed, what the company is looking for, how much it can spend, and when the person is needed.

A clear job requisition can make the recruitment process more organised and reduce delays between the hiring manager, HR, finance, and management.

In this guide, we explain what a job requisition is, what to include, and how HR can create one before starting recruitment.

What Is a Job Requisition?

A job requisition is an internal request for approval to hire a new employee.

It is usually created by a hiring manager and submitted to HR or the relevant approver. Once the position is approved, HR can move forward with the recruitment process, such as preparing the job description, posting the vacancy, sourcing candidates, and conducting interviews.

A job requisition is mainly used internally. Candidates normally do not see it.

Job Requisition vs Job Description

A job requisition and job description are related, but they serve different purposes.

Job Requisition	Job Description
Requests approval to hire	Explains the role to candidates and employees
Explains why the position is needed	Lists job responsibilities
Includes headcount and budget information	Includes required skills and qualifications
Used for internal approval	Used during recruitment
Helps HR and management decide whether to hire	Helps candidates understand the job

For example, a hiring manager may submit a job requisition for a Sales Executive because the company is expanding into a new market.

After the requisition is approved, HR can create the job description and job ad for that position.

Why Is a Job Requisition Important?

A job requisition gives the hiring team a clear starting point before recruitment begins.

Keeps HR and Hiring Managers Aligned

The requisition makes sure everyone agrees on the position, responsibilities, requirements, salary range, and hiring timeline.

This can help prevent situations where HR is looking for a candidate who does not match what the hiring manager actually needs.

Helps Control The Hiring Budget

A requisition can include the expected salary range and other hiring costs.

This allows the company to review the cost of hiring before the recruitment process starts.

Creates A Clear Approval Process

Instead of starting recruitment based on a verbal request, the hiring need can go through the company's proper approval process.

Depending on the company, approval may involve the hiring manager, HR, finance, or senior management.

Helps HR Plan The Recruitment Process

Once HR knows the required headcount, start date, job requirements, and hiring deadline, it becomes easier to plan the recruitment timeline.

Reduces Unnecessary Hiring

A requisition gives the company an opportunity to ask an important question:

Does the business actually need this position?

The company can review the workload, headcount, budget, and business reason before approving the hire.

What Should a Job Requisition Include?

There is no single format that every company must use. However, a good job requisition should contain enough information for HR and management to understand the hiring request.

Position Details

Start with the basic information about the role.

Include:

Job title
Department
Location
Work arrangement
Employment type
Number of positions
Hiring manager
Expected start date

For example:

Job Title: Sales Executive

Department: Sales

Location: Kuala Lumpur

Employment Type: Full-time

Headcount: 2

Expected Start Date: October 2026

Keeping these details clear helps HR understand exactly what position needs to be filled.

Reason for Hiring

One of the most important parts of a job requisition is the reason for hiring.

Common reasons include:

New position
Business expansion
Employee replacement
Internal transfer
Increased workload
New project
New business function

Avoid using a vague reason such as:

“Need more staff.”

Instead, explain the business need clearly.

For example:

The sales team is expanding into the northern region and requires two additional Sales Executives to support new customer accounts.

This gives the approver enough context to understand why the position is needed.

Job Responsibilities

Add a short summary of the main responsibilities.

You do not need to create the full job description at this stage.

For example:

Manage customer accounts
Follow up on sales leads
Prepare sales proposals
Meet monthly sales targets
Maintain customer relationships

The detailed responsibilities can be developed later when HR prepares the job description and job advertisement.

Required Skills and Qualifications

The requisition should also explain what type of candidate the hiring manager needs.

Depending on the role, this may include:

Education level
Years of experience
Technical skills
Industry experience
Language skills
Professional certifications
Soft skills

It is useful to separate requirements into must-have and nice-to-have criteria.

For example:

Must-have

At least 2 years of sales experience
Good communication skills
Able to work in Kuala Lumpur

Nice-to-have

Experience in the technology industry
Existing customer network
Additional language skills

This helps HR focus on the requirements that are genuinely important when screening candidates.

Salary and Hiring Budget

The job requisition should include the expected salary range and hiring budget.

For example:

Salary Range: RM3,500–RM4,500 per month

Depending on the company, the hiring budget may also need to consider:

Employer contributions
Job advertising
Recruitment fees
Candidate assessments
Equipment
Other employee-related costs

For Malaysian employers, looking at the total cost of hiring rather than salary alone can give a more realistic picture of the budget required.

Hiring Timeline

Set a realistic timeline before recruitment begins.

For example:

Hiring Stage	Target Date
Requisition submitted	1 September
Approval completed	3 September
Job advertised	4 September
Interviews	5–20 September
Offer	22 September
Expected start date	1 October

This helps HR and the hiring manager understand how much time is available to source, screen, interview, and hire candidates.

Keep in mind that the actual timeline can vary depending on the role, candidate availability, and notice period.

Approval Requirements

Before recruitment starts, identify who needs to approve the position.

Depending on the company's structure, this may include:

Hiring manager
Department head
HR
Finance
Senior management

For larger organisations, the requisition may need to go through several approval stages.

For smaller businesses, the process may be much simpler.

The important thing is that the required approval should be completed before HR starts recruiting.

How HR Should Create a Job Requisition

Creating a job requisition does not have to be complicated. HR can follow these steps.

Start With the Hiring Need

First, understand why the company wants to hire.

Ask:

Why is this position needed?
Is it a new position or replacement?
What problem will the new employee solve?
Is the position permanent or temporary?
How many employees are needed?

This helps determine whether the hiring request is necessary.

Confirm the Headcount and Budget

Next, check whether the department has an approved headcount and budget.

Confirm:

Number of positions
Salary range
Employment type
Expected hiring costs
Available budget

If the position is outside the approved headcount or budget, additional approval may be required.

Define the Role

Work with the hiring manager to clearly define the role.

Agree on:

Job title
Main responsibilities
Required qualifications
Required skills
Experience level
Reporting manager

Avoid adding requirements simply because they sound good on paper.

The more unnecessary requirements you add, the smaller your potential candidate pool may become.

Set the Hiring Timeline

Agree on when the company needs the employee to start.

Then work backwards:

Job posting → Candidate screening → Interviews → Offer → Notice period → Start date

This gives HR a more realistic recruitment timeline.

Submit the Requisition for Approval

Once the details are complete, submit the requisition to the relevant approvers.

Do not start recruitment until the required approval has been received.

Turn the Approved Requisition Into a Job Ad

Once the position is approved, HR can use the information in the requisition to create the job description and job advertisement.

However, do not simply copy the entire requisition into the job ad.

A requisition is written for internal approval, while a job ad is written for candidates.

For example, internal information such as the reason for opening the position, approval status, and internal budget does not normally need to appear in the job advertisement.

A well-prepared job requisition helps HR and hiring managers stay aligned from the start. By clearly defining the hiring need, budget, requirements, and timeline, your team can begin recruitment with a clearer plan.

From Job Requisition to Your Next Hire

Once your job requisition is approved, it’s time to find the right candidates.

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