All you Need to Know About Setting Up a New Hire Request
The most common fallout of an employee’s resignation is an increased workload for the rest of the team. Filling up the vacancy with the right candidate becomes a top priority for the HR team. Another situation where new hire requests are made is when you are looking to expand your team to achieve the company’s targets. Or you might be looking for some new strategic role to add to your team to strengthen it. Your reasons for a new hiring request can be plentiful. But before you get busy with writing job descriptions and posting them to the world about the new vacancy, take a step back and know what job requisition is and how to write it in this article.
Job Requisition – New Hiring Request
A job requisition represents a formal document that the hiring manager raises internally when there is a hiring request for new employees. The job requisition is the first step in hiring requests and serves as a foundation for beginning the recruitment process. The documents contain crucial information such as job role, salary band, job description, employment type, budget, start date, etc. This information helps recruiters understand what the department needs exactly and looks for quality candidates.
After drafting the job requisition, the hiring manager sends it to HR and other concerned departmental managers for approval. The hiring process begins when the job requisition gets approved. The terms job requisition, job descriptions, and job postings are often used interchangeably, but they convey different meanings.
Job requisition is the internal document formally raised by the hiring manager that justifies the hiring request for new employees to the organization.
Job descriptions are a part of the job requisition, which summarizes the must-have skills, qualifications, and experience needed for the position. It explains the roles and responsibilities of the position.
A job posting is what appears on the job boards and career sites. Companies use copywriters to write job postings enticingly to attract top talents, highlighting the position’s benefits and company culture.
Theresa Santoro, Director of Operations and Human Resources with Actualize Consulting, states, “My belief is that the client manager needs to identify that there is a need and create the requisition first. Then as a recruiter, it is my job to work with the client to identify the skills that are needed.” In addition to this, Megan Kearney, human resources executive for Access Information Management, pointed out, “it would be very much contingent on how a company’s applicant tracking system was built. If it was built in a way that managers could initiate the requisition, that would trigger the HR team to reach out to the manager to discuss the role and draft the job description, that may streamline the process.” Experts say that a comprehensive job requisition system would give rise to a well-driven administrative process and attract potential talents.
Why Are Hiring Request Forms Important?
The hiring request form or the job requisition is not merely an internal document for getting approvals. It is significant for an organization, and it serves a larger purpose.
This is one of the main reasons companies should invest some time writing a hiring request. Hiring requests justify the need for a particular role in the department. It allows hiring managers to substantiate and analyze the benefits of hiring new employees that will impact the company’s performance. Well-articulated hiring requests help recruiters understand what an ideal candidate profile for a particular role would look like.
When the departments incorporate the use of hiring request forms for job requisitions, the hiring process can be more lucid. It helps recruiters understand what the department is looking for in a candidate with regards to the educational qualification, skills, experience, salary range, etc. When they have clarity, they can hire potentially qualified candidates for the organization.
Documenting and maintaining hiring request forms provides a clear paper trail for different hires in a company. This makes it easier for hiring managers to go back to it anytime to see what a specific job role entails and how the job role has evolved in time. Maintaining hiring request forms can be indispensable, especially during HR audits.
When outsourcing your recruitment to external vendors, hiring request forms come in handy as they contain all the crucial information required to source suitable candidates. Otherwise, tracking and communicating hiring specifics becomes cumbersome.
Hiring request forms are integral for measuring KPIs and help build transparency in the HR department. Using the hiring request forms, you can analyze the time taken for filling a specific job role, measure applicants’ quality, know how many potential candidates have been selected, and calculate hiring costs.
Things To Include in A Hiring Request Form
There are certain clauses to be included in a job requisition. A hiring request form usually consists of:
New Hire Request Form Template
Here are some of the new hire request form sample templates which can be used.
Sample#1
| Job title: | Type of Employment : Full-time Part-time Contract Internship |
| Job Description: | Specify a detailed job description |
| Business case for hiring: | Specify the justification in detail |
| Salary: | $ |
| Expected Start Date | dd/mm/yyyy |
| Department | Choose the department |
| Name of the hiring manager | |
| Email of the hiring manager |
Sample#2
New Hire Request Form
Confidential *All fields are required
| Department | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Department: | Date of Request: | |||||||||
| Department Code: | Requester: | |||||||||
| Department Head: | Hiring Supervisor: | |||||||||
| Approval signature: | Approval Signature | |||||||||
| Position | |||||||||
|---|---|---|---|---|---|---|---|---|---|
| Employment Type: Full-time Part-time Internship Contract | Hiring Reason : New Backfill | ||||||||
| Category: Exempt Non-Exempt | Replacing Employee Name: | ||||||||
| Posting: Internal External | Reason for Replacement: | ||||||||
| Designation: | Salary Band: $ | ||||||||
| Job Description: | |||||||||
| Job Duties: | |||||||||
| Additional Requirements: (e.g. Funding for research) | |||||||||
| Equipment needed: (furniture, phone, etc.) | |||||||||
| Other requirements: Frequent Travel Weekend/Evening hours Valid Driver License Capable of heavy lifting and long-standing/walking hours | |||||||||
| Approval | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Budget Information for Approval | Proposed Annual Compensation or Hourly Wage | |||||||||
| Executive Vice President Signature | Date | |||||||||
| CFO Signature | Date | |||||||||
| President Signature | Date | |||||||||
Sample #3
New Hire IT request Form
| New Employee Name: | |
| Department / Location: | |
| Email Group: |
| Equipment/software requirements | |||||||||
|---|---|---|---|---|---|---|---|---|---|
| Computer | Laptop | ||||||||
| Additional monitor | Docking Station | ||||||||
| Software needed: Choose an item. | |||||||||
| Printers, mapped drivers, and other configuration settings required: | |||||||||
| For IT Department Usage | |||||||||
|---|---|---|---|---|---|---|---|---|---|
| Computer/laptop name: | |||||||||
| DID/Ext/MAC: | |||||||||
| Asset Tag: |
| Approval | |||||||||
|---|---|---|---|---|---|---|---|---|---|
| Employment start date: | Request form submission date: | ||||||||
| Hiring Manager’s name: | Signature: | ||||||||
