Job order template for staffing and recruiting firms
A job order is the record of one open role at one client. This template lists the fields most firms track, from the client contact to the pay and bill rates to why a role was lost.
Print it, copy it into your ATS or a spreadsheet, or download it as a markdown file. Drop the sections that do not apply to your kind of work.
Job order template
Order details
Job order number and date opened
Client requisition or PO number
Recruiter and account manager
PriorityUrgent, standard, or pipeline only.
Client
Client company
Hiring manager: name, title, email, phone
Timesheet or invoice approver
Billing contact and billing address
Worksite address and where to report on day one
Position
Job title
Number of openings
Employment typeTemporary, temp-to-hire, contract, or direct hire.
Duties and what the role delivers
Start date and expected length
Schedule: shift, days, and hours per week
Overtime expected, and who approves it
Work arrangementOn site, hybrid, or remote.
Pay and billing
Pay rate or salary range
Bill rate, or placement fee percent
Overtime and holiday rates
Per diem, bonus, or other pay
Payment terms and invoice frequency
Conversion fee terms, if temp-to-hire
Guarantee period, if direct hire
Requirements and screening
Must-have skills and experience
Nice-to-have skills
Education, certifications, or licenses
Background check, drug test, or physical
Work authorization and I-9 timing
Tools, safety gear, or dress code the worker needs
Submission rules
How many candidates to send, and by when
How to submitEmail, client portal, or vendor management system.
Is this order exclusive to us?
Interview process and expected feedback time
Status
Candidates submitted, interviewed, and offered
StatusOpen, on hold, filled, canceled, or lost.
If filled: start date and final rate
If lost or canceled: the reason
Notes
Job order or job requisition
A job order is the staffing firm's record of work a client has asked it to fill. A requisition is the client's internal approval to hire. They often describe the same role. Ask the client for the requisition number and put it on the job order.
Keep the order current
Update the status as the role moves. A job order that still says open after the role was filled elsewhere wastes recruiter time and makes the pipeline look larger than it is.
- Record who the client approver is for timesheets before the first shift.
- If the role is lost, write down why. The pattern over twenty orders is worth more than any one reason.
Once the deal is priced, the next question is where the next job order comes from. dreach flags the employers hiring now, names the manager who owns the roles, and shows your warmest way in.