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How To Write A Job Description (With Examples)

By Di Doherty - Aug. 17, 2023
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Reviewed by Chris Kolmar, Zippia Hiring Expert: 8+ years of experience, 130+ roles filled

Writing a compelling job description is essential to the hiring process. A good job description effectively markets your company and the role to job seekers and potential candidates.

If you’re a hiring manager who’s working on drafting the perfect job description or updating old ones, this article will go step-by-step through the process of how to write a job description.

Key Takeaways:

  • Ensure that your job description includes relevant information like the job title, summary of the role, required qualifications, responsibilities, and, optionally (but highly recommended), salary and benefits.

  • A job description is most applicants’ first exposure to your company, so they should be error-free, concise, and provide insight on your company culture.

  • A compelling job description balances detail with a concise description of the essential facts — top-performing job descriptions are between 250 to 500 words.

How to write a job description

A job description should always include an accurate job description, a brief summary of the role, a company description, duties and responsibilities, and necessary qualifications. Optional job description sections include nice-to-have qualifications, salary and benefits information, scheduling details, working conditions, location details, and disclaimers.

  • Job title

    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.

    While some companies are getting creative with job titles, it’s an iffy proposition. Many experienced job seekers try to compare this position with an equivalent one, and that’s very difficult to do if you create unique titles.

  • Job summary

    This should be a very brief 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 with and report to.

    A job summary should be no longer than a paragraph. Explain the basics of what the job is and what it entails; you can get into greater detail in later sections.

  • Company description

    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.

  • Job responsibilities

    Next, provide a detailed list of the position’s duties, tasks, and responsibilities. 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

    • How success is measured

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

    • Points of contact internally and externally

    • Type of supervisory responsibility

    • Who the role reports to

  • Required qualifications

    List the experience, education, or other training you require applicants to have. This section should be kept to the minimum requirements and qualifications for the job so you don’t dissuade on-the-fence applicants from applying, nor encourage unqualified job seekers from applying. Nice-to-have qualifications can be introduced later on in the job description.

    • Hard skills

    • Soft skills

    • Years or level of experience

    • Education or certifications

    • Preferred personality traits

  • Expected hours

    Be sure to state that the job is full-time, or, if it’s part-time, state how many hours to expect. If there is expected availability, it’s not a bad idea to mention that, either, especially if it’s part-time or outside typical work hours.

  • Nice-to-have qualifications (optional)

    An Indeed survey found that 63% of job seekers don’t apply for a job if they don’t know the specific tools or skills, or don’t have the required years of experience listed in a job description. Join the 71% of employers who include a second list of “nice-to-have” qualifications so you don’t scare off talented candidates. You can also call this section “Preferred Qualifications” or “Preferred Experience.”

    These skills aren’t necessary to carry out the day-to-day tasks of the job, but they’ll help your new hire be more productive and successful. These can include the same sorts of topics covered in the “Job Requirements” section — skills, experience with certain technology, educational background, general knowledge of a certain process, etc.

  • Salary range (optional)

    This is technically optional, but it’s beneficial if you’re trying to attract ideal candidates. Most job seekers prefer to know what salary they can expect before bothering to apply for a job.

  • Benefits (optional)

    Benefits are a deciding factor for many job seekers, so if you offer a generous benefits package, it’s worth highlighting in your job description. Common elements to include in this section include:

    • Health insurance

    • Paid time off (PTO)

    • Retirement package (401(k))

    • Tuition or student loan reimbursement

    • Flexible scheduling

  • Location/scheduling flexibility (optional)

    In most cases, if you don’t specify, job seekers will assume it’s an in-office job. But work-from-home or hybrid schedules are becoming more common, and many workers prioritize them. That means that if you do offer flexible scheduling or remote options, then it’s best to be upfront about it as a way to attract talent.

  • Disclaimer (optional)

    An equal opportunity employer statement is the most common thing to include. A secondary disclaimer might state that the employee may be asked to perform job functions beyond the description can also protect you legally.

  • Additional information (optional)

    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)

    • Company culture

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Job description template

Job descriptions usually follow a set template. There are many different services that offer job description templates, like Smartsheets, but in case you don’t have access to those, here’s one to start with.

Job Title

Company Description

A brief description of the company’s history and background — ask yourself, “Who do you help, and how do you help them?” to ensure you cover your company’s primary function as quickly as possible.

Job Summary

A brief description of the job and how it fits in the company. It’s a good idea to include a general metric of success and expectations and who the role reports to.

Responsibilities

  • Use this to list the most important responsibilities and duties of this position

  • Be sure to use complete sentences

  • Start with a verb whenever possible and keep each short and punchy

  • Use inclusive language

  • Format it as a bulleted list of between 5-10 major responsibilities

Qualifications

  • Use this to list what qualifications you need to apply, like:

  • Required education

  • Required experiences

  • Required skills

  • Required certifications or training

  • Required licenses

  • Required physical abilities

Nice-to-have qualifications

  • This is optional

  • It’s a good idea to break this out into another section if possible

  • You can highlight who would be the best candidates but not exclude other qualified applicants

Salary range and benefits

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Job description examples

Searching through job descriptions can be overwhelming. If possible, it’s best to look at descriptions for job titles that are identical or similar to the one you’re planning to write. But to start off, here are a couple of examples.

  • Example job description 1: Marketing associate

    Entry Level Marketing Associate – ABC Corp.

    About the company

    At ABC Corp, we believe in providing the best for customers. That is why we are dedicated to using data-driven solutions to improve housing conditions for low-income neighborhoods across the United States. Our crack team of contractors, engineers, social workers, and sales representatives, along with the rest of our employees, work together to improve our communities and ourselves in the process.

    About the role

    As an entry-level marketing associate, your job will be to assist the marketing team and promote our services. We are a for-profit social business, with a focus on economic impact, but we want to make our mission accessible to clients and investors alike. Therefore you need to have a robust knowledge of our mission, values, services, and results, as well as a healthy involvement with current industry trends.

    Responsibilities include:

    • Creating digital content through text, images, and video.

    • Maintaining current relationships with clients and media organizations.

    • Collaborating with the marketing team on developing new campaigns.

    • Using data analysis to review progress.

    • Reporting to the Director of Marketing on activity and results.

    • Partaking in company events, providing and recording content.

    Skills and qualifications for this position:

    Required:

    • 1+ years of experience in marketing, sales, or community development

    • Working knowledge of Adobe Creative Suite

    • Working knowledge of Google Analytics and similar programs

    • Ability to handle multiple projects at once

    • Able to work both independently and on a team.

    • An ability to stay up to date with social and digital media trends

    Preferred qualifications:

    • Industry knowledge of low-income housing situation in the United States

    • Comfort with insurance and construction protocols

    • Experience with social businesses or nonprofits

    • Experience with film and photography, as well as visual and audio editing

    Salary and benefits

    • Salary range: $50,000 to $65,000

    • 3 weeks of vacation, plus the ability to earn further PTO

    • Health and dental insurance

    • 401k retirement plan

    • Remote or in-office available

    • Education or certification compensation

    Additional information

    This job requires travel for work events, which may take place on the weekends or after regular business hours.

  • Example job description 2: Baker

    Who we are

    We’re a community bakery with three locations in the St. Louis area. We started with a dream of making food for everyone, and we’re proud to have served over 30,000 patrons last year alone.

    Who you are

    You have a background in making quality pastries, cookies, cakes, pies, and other baked goods that delight the senses. You also have experience in creating new recipes, ingredient stocking, and coordinating schedules.

    This is a part-time position with an expected 20 hours per week, mainly in the morning. You will report directly to the pastry chef.

    Baker duties and responsibilities:

    • Maintain an appropriate stock of fresh baked goods for sale

    • Ensure compliance with food safety standards

    • Maintaining proper supplies, inventory, and equipment

    • Assess the quality of raw goods upon receipt

    • Decorate baked goods with glaze, icing, and fondant to maintain a finished and appealing appearance

    Required qualifications

    • One year of experience in a bakery (or equivalent)

    • Experience with baking utensils and equipment

    • Knowledge of and compliance with food safety standards and regulations

    • Ability to work in a noisy and fast-paced environment

    • This job requires spending a long time standing and being able to lift up to 50 pounds

    Salary will range from $15-20 per hour based on experience.

  • Example job description 3: Marketing assistant

    We are looking for a marketing assistant that will be a self-starting addition to our team. You will support senior marketing staff as they execute marketing campaigns. You’ll be expected to communicate effectively with other departments as needed, prepare reports, and administer surveys, questionnaires, and other tools to determine the effectiveness of marketing campaigns.

    This is a full-time hybrid position. You will be expected to come to the office at least two days per week. You’ll be reporting to the marketing manager.

    Marketing assistant responsibilities:

    • Assist senior marketing staff in executing and assessing marketing campaigns.

    • Keep up communication with other departments and help keep the marketing campaign consistent.

    • Generate reports on the effectiveness of the campaign and other possible marketing strategies.

    • Aid with surveys, questionnaires, and other ways of assessing marketing campaigns.

    • Write copy for marketing materials as needed.

    Qualifications:

    • A bachelor’s degree in marketing, psychology, communications, or a related field.

    • Familiarity and experience with social media.

    • Strong written and verbal communication skills.

    Salary and benefits:

    Salary will range from $25,000 to $30,000 depending on experience. Include full benefits, health insurance, sick leave, two weeks of vacation, and parental leave.

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Job description tips

The most important tips for writing a compelling job description are to maintain a direct and concise style, ensure that it’s error-free, and write in a positive, engaging way that encourages action. Here are more details on how to write a great job description:

  • 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.

  • Include all relevant information. There are pieces of information that must be included in a job description. These include the job title, requirements to get hired, who they report to, expected hours, whether it’s in person or work from home, and the responsibilities the position entails. It’s also a very good idea to include a salary range.

  • Keep it concise. Most people who are searching for a job end up applying to a bunch of different positions. That means that they spend a lot of time reading job descriptions. If yours is too long or dense, then it’s likely to make them cross-eyed before they finish it. Put in the information that’s required, then be sparing in additional details.

  • Allude to the company culture. This is likely the applicant’s first exposure to your organization. Give them an idea of the sort of office culture they can expect, so they’ll have an idea of whether or not they’ll fit in there.

  • Don’t be too rigid in the requirements. It’s good to list the education, experience, and skills you feel are necessary to do the job. However, it’s also a good idea to split them into the need to have and nice to have. If your requirements are too strict, then you’re going to have a lot of job seekers decide they aren’t qualified enough to apply.

    If it’s a specialized position or one that’s in high demand, then being strict isn’t necessarily bad. But if it isn’t either of those things, you may not get as many candidates as you’d like. Remember that it takes effort to apply to a position, so if they expect it’ll be an automatic no, then they won’t bother. And you may lose an excellent candidate.

  • Don’t be too creative. While it is good to give them a taste of the company culture, trying to be too creative about it or writing a job description that stands out is rarely a good idea. Many candidates will be put off by a description that’s too offbeat, and if it’s not done just right, they may even be confused by it.

  • Put yourself in job seekers’ shoes. Almost all of us have done a job search at some point in our careers. Very few people have fond memories of the experience. So try to look at your job description as a potential applicant would.

    Does it have all the relevant information? Is it clear? Does it sound like the sort of place you would want to work? Is the salary competitive? If it isn’t, does it offer other benefits to make up for it?

  • Proofread it. There isn’t much that’s more unprofessional looking than misspelled words in a job description. It’s not going to make the company look well-organized or thorough, and it may make job seekers look elsewhere. Be sure that your sentences are clear and make sense and that everything is spelled correctly.

  • Look at examples. This can include templates and other examples – such as the ones included in this article – as well as posted job descriptions on job sites like Zippia. Consider what you find appealing or helpful and what you find off-putting or confusing. Use both of those things to know what to do and what to avoid.

What to avoid in a job description

Key elements to avoid including in a job description include exclusionary language, over-the-top jargon, and irrelevant information. Here’s more detail on blunders to keep out of your job description:

  • Exclusionary language. You want to encourage as many people to apply as possible to be sure you get the best candidates. It’s also good to have diversity in the workplace, even if it isn’t mandated.

    Using exclusionary language or specific pronouns can have a chilling effect on applicants. If you really want to avoid the singular they, then vary your pronouns.

  • Lingo or jargon. While this could fall under the umbrella of exclusionary language, it is still its own category. It can be tempting to use jargon in the job description, but it can either end up pushing out candidates who are qualified but aren’t up on the lingo or those who feel that it makes you look like a tryhard.

  • Irrelevant information. While it’s good to allude to the company culture, including a long section about it isn’t advisable. This can also include explanations about why the position is available or anything that doesn’t directly relate to the job.

  • Being patronizing. While this is an uncommon problem in job descriptions, it can happen. It’s mostly an issue of harping on explanations, such as how to apply. Some people will submit applications incorrectly. Chances are this will happen no matter how clearly you explain or how much attention you draw to it.

    Don’t irritate the people who read the directions by being overly aggressive or obnoxiously explicit in your directions. Make sure they’re clear, but don’t harp on them.

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by u/rokchok19 from discussion Job Descriptions
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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 250 and 500 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. U.S. Bureau of Labor Statistics – Occupational Job Descriptions

Author

Di Doherty

Di has been a writer for more than half her life. Most of her writing so far has been fiction, and she’s gotten short stories published in online magazines Kzine and Silver Blade, as well as a flash fiction piece in the Bookends review. Di graduated from Mary Baldwin College (now University) with a degree in Psychology and Sociology.

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