How To Write A Job Description [Employer Guide]

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Job descriptions are everywhere. Go on any job listing site, and you will be overwhelmed by the sheer number of them. Then, consider how many companies hold onto job descriptions for internal use. Clearly, they are an essential resource in career development.

That is why you need to write a job description that meets your needs. A great job description can be the difference maker in having a great group of employees that all come together to help each other, and the company achieves its goals.

Key takeaways:

• Job descriptions list the responsibilities, functions, skills, and qualifications that define a job role.

• Do research and perform a job analysis before you write your job description.

• Be clear and concise and avoid any discriminatory language.

What Is a Job Description?

A job description is a document that lists the responsibilities, functions, skills, and qualifications of a specific job role. It is a tool used both for the hiring process and for internal review of employees. This is because a job description should provide an accurate summary of expectations for the position.

Most job descriptions follow a similar format that includes the following:

• Job title

• Company name

• Job summary

• Job responsibilities

• Skills and qualifications

• Compensation and benefits

• Additional information

How to Write a Job Description

To write a job description, you want to perform the following steps:

1. Job analysis. This is before you even begin to write a job description. A job analysis gathers data and information to detail what needs must be met by the position for the company.

2. Job title. This is the first section of the job description. It is important to choose a title that is both specific and standard. This way, applicants can easily search for the position and quickly understand what it entails. Consider including the level of authority in the job title for similar reasons.

3. Company description. It is important for the reader to understand the role of the position within the organization. A brief summary of the company, its mission, its values, its size, and its history, gives the job description useful context. A well-written company description also acts as a marketing tool to attract ideal candidates.

4. Summary. The job summary will provide a quick overview of the position. This includes its duties, responsibilities, location, time commitment, and role within the organization. You may also include details about who the position will work within and report to. Like the company description, a job summary will give the reader context and can attract top talent.

5. Job responsibilities. This section provides a detailed list of the position’s functions and tasks. Keep this list specific and concise, with five to ten bullet points, in descending order of importance and frequency. The list of job responsibilities should include;

   • Day-to-day activities

   • Qualifiers for success

   • How their role contributes to the overall success of the company

   • Type of supervisory responsibility.

   It is very important to do this right and communicate your needs effectively. A successful list of job responsibilities sets clear expectations to avoid future misunderstandings.

6. Skills and qualifications. This is where you break down what type of employee you desire. Though your required skills and qualifications should be specific, in general you will want to include:

   • Hard skills

   • Soft skills

   • Years or level of experience

   • Education or certifications

   • Preferred personality traits

   Like responsibilities, you want to keep this list specific and concise, so use between five to ten bullet points. With any skill consider applying a level of expected knowledge, such as “working knowledge” or “expert knowledge”. Tip: To avoid losing candidates, prioritize your skills between “required” and “preferred” skills and qualifications.

7. Compensation and benefits. This is an optional section but it can be very helpful to attract ideal candidates. Many applicants prefer to know what type of income and other benefits they can expect.

   They will use this information to weigh against other options, so if you want to get an edge on your competitors, include compensation and benefits in your job description. You can include information such as;

   • Salary or wages

   • Health insurance

   • Paid time off (PTO)

   • Retirement packages

   • Tuition or student loan reimbursement

   • Flexible scheduling

   • Remote or office availability

8. Additional information. In this section, you can include anything else you want your readers to know. Be cautious to not overwhelm the reader, so make sure your additional information section is relevant and contains items such as;

   • Work environment risks

   • Travel requirements

   • Length of employment (if temporary)

   • Work culture

Tips for Writing a Great Job Description

A great job description requires serious attention. If not, your job description will be ignored in the white noise of all other mundane job descriptions. Consider the following tips to make yours the best it possibly can be:

• Plan ahead. A thorough job analysis is key to determining what are your most important needs that must be met by the position. This will help you prioritize the information you want to share.

• Keep it short. Job descriptions should be between 500 to 600 words. Anything longer and you risk losing the reader.

• Be clear and direct. A cluttered, confusing, poorly organized job description will likely be ignored or lead to miscommunication. Keep it structured so that it is engaging and flows logically.

• Be specific. While still being clear and concise, let the reader know what is expected of the ideal employee. This is what the reader wants to know. Whatsmore, the specifics help make your description unique and stand out.

• Make it scannable. Format your job description so that it can be uploaded easily if you plan to use third-party job listings.

• Avoid discriminatory language. You must make sure that your job description meets the federal requirements to prohibit job discrimination. Otherwise, you risk legal action, which is enforced by the U.S. Equal Employment Opportunity Commission.

• Focus on essential duties. Prioritizing essential duties helps with readability. You don’t want to overwhelm the reader, which can lead to negative outcomes.

• List responsibilities and qualifications in order of importance. As already discussed, you want to give an accurate representation of what is expected, but keep it focused and easy to read.

The Benefits of Good Job Descriptions

A good job description is important, regardless if you use it for external hires or internal reviews because it:

• Sets expectations. A proactive approach to conflict saves time, energy, and money. Many workplace conflicts occur when expectations are not met, so avoid any miscommunication or misunderstanding at the very start. It will help foster a more professional environment between employees and supervisors.

• Attracts desired talent. Your job description is essentially an advertisement for a specific type of candidate. While these candidates search through dozens, perhaps hundreds, of job descriptions, they will only remember the ones that stand out because they were relevant, easy to understand, and uniquely interesting.

• Helps in interviews. An employer can use job descriptions to smoothly guide interviews with candidates or reviews with employees because it provides a central hub of job-related information.

Job Description Example Template

Job Description FAQ

1. What is the best format for a job description?

   The best format for a job description is one that flows logically. This makes it easy for the reader to understand quickly. You will want to provide in order the following: job title, company summary, job summary, job responsibilities, skills and qualifications, benefits and compensation, as well as any additional relevant information.

2. How long should a job description be?

   A job description should be between 500 and 600 words. You want to keep your information concise to maintain the reader’s attention. That is why you must prioritize what you need or want to share. Ask for feedback from others if you have trouble with the word length.

3. What not to say in a job description?

   Do not say anything in a job description that is irrelevant, inappropriate, or can lead to legal action. Irrelevant information will only clutter your document, while inappropriate language may offend readers. Be extremely careful about avoiding any discriminatory language that can lead to lawsuits or government regulation.

4. Can I use a previous job description?

   Yes, you can use a previous job description, but keep it up to date. Even if you are replacing a current position, read over your previous description, if there is one, and make any necessary changes. This is an opportunity for you to improve upon it and find an exceptional employee.

References

1. U.S. Equal Employment Opportunity Commission – Employees & Job Applicants

2. University of Pittsburgh – Job Description Writing Guide

3. U.S. Bureau of Labor Statistics – Occupational Job Descriptions

Author

Conor McMahon

Conor McMahon is a writer for Zippia, with previous experience in the nonprofit, customer service, and technical support industries. He has a degree in Music Industry from Northeastern University and in his free time he plays guitar with his friends. Conor enjoys creative writing between his work doing professional content creation and technical documentation.