What is a job requisition?

A job requisition is an internal document or request submitted by a manager or team lead to formally initiate the hiring process for a new role. It typically includes details about the position, why it’s needed, budget approval, and what qualifications are required. In many small businesses, the job requisition may be a quick conversation or a short form—while in larger operations, it’s a more structured, documented process.

For small business owners, a job requisition helps bring clarity and structure to the hiring process. It ensures that every new hire is intentional, aligned with your goals, and financially justified. With Homebase, you can streamline job posting, applicant tracking, and onboarding, starting the moment a new role is approved.

Why job requisitions matter—even in small teams

It might feel like overkill to create a job requisition if you’re running a tight, hands-on operation. But the benefits of even a lightweight process are worth it.

A job requisition helps you:

• Avoid rushed or unnecessary hires
• Clarify the responsibilities and expectations for the role
• Get input and buy-in from key team members
• Track and standardize hiring decisions
• Ensure you have the budget and bandwidth to bring someone on

This process turns hiring from a reactive scramble into a strategic decision.

What to include in a job requisition

Whether it’s a written form or a digital record, your job requisition should clearly outline the details of the position and the justification for filling it.

Here’s what to include:

1. Position title

Include the official title (e.g., Line Cook, Assistant Manager, Barista).

2. Department or location

Specify where the new employee will work, especially if you operate multiple locations.

3. Type of role

Is this a new position, a replacement for someone who’s leaving, or a seasonal/temporary role?

4. Employment type

Full-time, part-time, hourly, contract, or salaried?

5. Justification for the hire

Why is this role necessary? Common reasons include:

• Increased customer demand
• Expanded hours of operation
• Coverage for an employee leaving
• Plans to launch a new service or product

6. Essential job duties

Include a brief summary of what this role will be responsible for. This becomes the foundation for your job description.

7. Required qualifications

Note any certifications, experience, or skills needed (e.g., food handler’s card, POS experience, bilingual).

8. Compensation range

Include the hourly wage or salary range you’re offering, along with any tips, bonuses, or benefits.

9. Hiring timeline

When do you need the new employee to start? Are you filling the role ASAP or planning ahead for seasonal hiring?

10. Approvals needed

Depending on your business, you may want the owner, HR manager, or finance lead to approve the requisition before the job gets posted.

When should you create a job requisition?

You should create a job requisition before posting any open role—especially when:

• Someone on your team gives notice
• You’re expanding hours or services
• Customer demand is outpacing your current staffing levels
• You want to promote someone and need to backfill their position
• You’re hiring for a new type of role (e.g., delivery driver, social media manager)

By documenting the “why” and “what” behind each hire, you make better staffing decisions and avoid overhiring or underpreparing.

How a job requisition supports better hiring

When you take the time to create a job requisition, you’re laying the groundwork for a smoother, more strategic hiring process. It helps you:

• Write better job postings by starting with a clear list of duties and expectations
• Interview more effectively by aligning questions to the role’s real needs
• Onboard faster because the role’s responsibilities are clearly defined
• Measure success by having goals or outcomes tied to the role from day one

Plus, if you’re delegating hiring to a manager, a requisition helps them align their needs with your business priorities.

How Homebase helps streamline hiring from requisition to onboarding

Homebase gives small business owners an all-in-one hiring and onboarding platform that makes it easy to go from “we need someone” to “they’re ready to work.”

With Homebase, you can:

• Create and manage job postings based on role templates
• Track applicants and schedule interviews in one dashboard
• Store hiring documentation and notes for better decision-making
• Send digital offer letters and onboarding documents
• Sync new hires into scheduling and payroll seamlessly

Explore Homebase Hiring and Onboarding to turn every job requisition into a smooth, fast, and fully compliant hiring experience.