Job Requisition Checklist

Max 4 MB | PNG, JPG

Job Requisition Checklist

Department:

Requested By:

Position Title:

Requisition Preparation

☐Define the business need for the role

Document the specific business objective or gap that this new position will address within the department

☐Determine the position type and level

Specify whether the role is full-time, part-time, or contract, and identify the appropriate seniority level

☐Outline core responsibilities and duties

List the primary functions and day-to-day tasks the new hire will be responsible for performing

☐Identify required qualifications and skills

Define the minimum education, experience, certifications, and technical skills needed for the role

Budget & Compensation

☐Confirm budget availability for the role

Verify with finance that the department has approved headcount budget to support the new position

☐Establish the salary range and pay grade

Work with compensation to set a competitive salary band based on market data and internal equity

☐Define the benefits and perks package

Outline any role-specific benefits such as signing bonus, relocation assistance, or equity grants

☐Get financial approval from leadership

Obtain sign-off from the department head and finance on the total compensation package for the role

Approval Workflow

☐Submit requisition to the hiring manager

Route the completed requisition form to the direct hiring manager for review and initial approval

☐Obtain HR department review and sign-off

Have the HR team review the requisition for compliance with job architecture and compensation guidelines

☐Secure executive or VP-level approval

Escalate the requisition to senior leadership for final authorization if required by company policy

☐Log the approved requisition in the ATS

Enter all approved details into the applicant tracking system and assign a unique requisition number

Job Description Finalization

☐Draft the job description content

Write a clear and engaging description that includes responsibilities, qualifications, and company culture highlights

☐Review for inclusive and unbiased language

Run the job description through a bias-detection tool to ensure it appeals to a diverse candidate pool

☐Add compliance and legal disclaimers

Include required equal opportunity employer statements, physical requirements, and any regulatory disclosures

☐Finalize and attach to the requisition

Get the hiring manager's final approval on the job description and link it to the requisition record

Sourcing Strategy

☐Select target job boards and platforms

Choose the most effective channels for the role including general boards, niche sites, and social media platforms

☐Determine the internal posting timeline

Decide how long the role will be posted internally before opening it to external candidates

☐Assign a recruiter to the requisition

Designate a primary recruiter who will own sourcing, screening, and candidate communication for this role

☐Set the target fill date and milestones

Establish a realistic timeline with checkpoints for posting, screening, interviews, and offer stages

What Is a Job Requisition Checklist?

A job requisition checklist is a structured guide for creating, reviewing, and approving formal requests to fill open positions. It ensures that every requisition includes accurate job details, budget justification, and the necessary approvals before recruiting begins. This prevents unauthorized hiring and aligns headcount with organizational strategy.

Why Hiring Managers Need This Checklist

Incomplete or poorly documented requisitions lead to delays, miscommunication with recruiters, and misaligned candidate profiles. This checklist ensures hiring managers provide all critical information upfront, including reporting structure, compensation range, and must-have qualifications. It streamlines the approval chain and gets positions posted faster.

Key Areas Covered in This Checklist

The checklist covers position justification, job title and level confirmation, compensation benchmarking, budget approval, hiring timeline, required qualifications versus preferred qualifications, and recruiter briefing notes. It also includes steps for updating the applicant tracking system and notifying relevant stakeholders once the requisition is approved.

How to Use This Free Job Requisition Checklist

Use the Brief view for straightforward backfill positions and the Detailed view for new roles requiring additional justification. Customize fields to match your company's approval hierarchy and ATS requirements. Download the checklist to attach to your internal requisition form or share it with finance and department heads for sign-off.

Frequently Asked Questions

What is a job requisition and why does it matter?

A job requisition is a formal request to hire for a specific position, typically requiring managerial and finance approval. It matters because it ensures hiring aligns with budget constraints and organizational needs. Without a formal requisition, companies risk overspending on headcount or hiring for roles that no longer exist.

What information should a job requisition include?

A complete job requisition should include the job title, department, reporting manager, position justification, compensation range, employment type, required qualifications, and target start date. It should also specify whether the role is a backfill or new position. Including this information upfront reduces back-and-forth during the approval process.

Who approves a job requisition?

Approval workflows vary by organization but typically involve the hiring manager, department head, HR, and finance. Some companies require VP-level or executive approval for senior roles or roles outside the approved headcount plan. A clear approval chain prevents bottlenecks and ensures accountability.

How long does the job requisition process take?

The requisition process typically takes one to two weeks depending on the number of approvers and organizational complexity. Using a standardized checklist and digital approval workflows can significantly reduce this timeline. Delays usually occur when requisitions are incomplete or lack proper budget justification.

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

A job requisition is an internal approval document that authorizes hiring for a position. A job posting is the external-facing advertisement used to attract candidates. The requisition must be approved before a job posting can be created and published.

Can I use this checklist for contract and freelance positions?

Yes, the checklist can be adapted for contract, freelance, and temporary positions. You may need to modify sections related to benefits eligibility and employment classification. Be sure to include proper worker classification steps to maintain compliance with IRS and state labor regulations.

How does a job requisition checklist integrate with an ATS?

Most applicant tracking systems have a requisition module where you can input the details from this checklist directly. The checklist ensures you have all required information ready before creating the requisition in your ATS. This prevents incomplete records and ensures recruiters have the context they need to source effectively.

What happens after a job requisition is approved?

Once approved, the recruiter creates the job posting, develops a sourcing strategy, and begins candidate outreach. The hiring manager and recruiter should hold a kickoff meeting to align on priorities, timeline, and evaluation criteria. The approved requisition serves as the reference document throughout the hiring process.

Written by Adithyan RK

Fact Checked by Surya N

Published on: 3 Mar 2026|Last updated:

Share now: