How To Write a Job Description Effectively

A girl smiling in front of a laptop while writing

October 3, 2023

Crafting effective job descriptions requires you to deliver just enough information without overwhelming your readers.

With 8.7 million new job openings and around 5.3 million people looking for a job in 2023, writing job descriptions that appeal to the candidates you need is a skill any hiring manager should learn.

In this guide, we break down the key components to include in your job descriptions.

We also outline the writing process for different industries complete with ready-to-use job description templates for your upcoming job posts.

Table of Contents

What Is a Job Description?

A job description summarizes the nature of the job, responsibilities, salary expectations, skills and qualifications.

Aside from outlining the role and core tasks, it’s also an applicant’s first introduction to your company, including your mission, culture and employee benefits.

When crafting your job description, keep in mind that it serves as the initial impression applicants get of your company — introducing them to your mission, culture and benefits.

The way you present the role can either draw in your ideal candidate or potentially discourage them.

Interestingly, a study indicates that 52% of job seekers consider the job description’s quality as a significant factor influencing their decision to apply for a position.

So, ensuring your job description resonates positively with potential candidates is key to attracting the right talent.

Why do you need a job description?

Every company and organization should post and have a job description for each position. There are several reasons that make this practice beneficial for employers and applicants.

These include:

Clear expectations: An effective job description guides employers and candidates, letting both know exactly what is expected in this role.
Recruitment: An effective job description includes details such as salary, responsibilities, benefits and requirements. As such, it helps candidates determine whether they are a fit for the role and helps employers find the most qualified candidate.
This is especially important considering that 73% of recruiters struggle with too many applications from unqualified candidates.
Employee accountability: Job descriptions can be used as a reference point once the candidate is hired. During evaluation periods, an employer can assess the candidate’s performance and how well they performed based on the expectations from the JD.
Legal compliance: Job descriptions can also serve as an important legal document in cases where employees take legal action against the company, as they clearly state the physical, mental, educational and other requirements for the role.
Additional training: Job descriptions include all responsibilities within a role. As such, when comparing the expectations against interested candidates, job descriptions can point out where qualified candidates might need additional skills and training.

Job description vs. job responsibilities

While a job description is a comprehensive document that encompasses all the aspects related to the role, job responsibilities refer to the duties associated with the role.

They include common duties and day-to-day activities that make the job what it is.

While a job description includes duties, job responsibilities offer a fuller and more nuanced look at what the employee will be expected to do daily.

How To Write a Job Description in 7 Easy Steps

With these easy-to-follow guidelines, you’ll write a job description that grabs attention and gets the job done!

1. Write a Clear Job Title

Choose a clear job title: Select a job title that accurately reflects the role’s nature and seniority level. Avoid vague or overly complex titles.

Example: Instead of Manager, write Digital Marketing Manager.

Include seniority level (optional): If relevant, add a term like “Junior,” “Senior” or “Entry-Level” to indicate the position’s level.

Example: Senior Software Developer

2. Craft a Compelling Job Summary

Highlight key responsibilities: Summarize the primary tasks and objectives of the role in 2–3 sentences.

Example: As a Digital Marketing Manager, you will lead our online marketing efforts, including SEO, SEM and social media campaigns.

Convey impact: Mention how the role contributes to the company’s goals or mission.

Example: Your work will drive brand visibility and customer engagement, ultimately boosting online sales.

3. Describe Your Company Accurately

Define your company’s identity:

Mission: Begin by stating your organization’s mission, which encapsulates its purpose and primary goals.

Example: At XYZ Inc., our mission is to revolutionize the way people interact with technology, making it more accessible and user-friendly.

Values: Describe the core values that guide your company’s actions and decisions.

Example: Our company values include innovation, integrity and teamwork. These principles shape everything we do.

Culture: Offer insights into your company’s workplace culture, such as its atmosphere, collaboration style and employee interactions.

Example: We foster a dynamic and collaborative work environment where every team member’s voice is heard and innovation is celebrated.

Highlight unique selling points:

Flexible work policies: Mention specific policies or benefits that make your company stand out.

Example: Our company’s flexible remote work policy allows employees to find a healthy work-life balance, providing the freedom to choose where they work best.

Employee growth: Highlight your commitment to employee development and career advancement.

Example: What truly differentiates us is our dedication to employee growth. We offer ongoing training, mentorship programs and clear pathways for career advancement.

Achievements: If applicable, showcase any awards, recognitions or notable achievements that emphasize your company’s excellence.

Example: We’re honored to have received the “Innovator of the Year” award for our groundbreaking contributions to the industry. This reflects our commitment to pushing the boundaries of technology.

4. Outline Responsibilities and Duties

List essential tasks: Outline the core responsibilities in a bulleted list for clarity. Here are examples of responsibilities and duties for a waitress.

Example:

Greet and seat guests courteously.
Take food and beverage orders, ensuring accuracy.
Communicate with and relay orders to the kitchen staff.
Maintain a clean and tidy dining area.
Handle customer inquiries and process payments.

Keep it focused: Include only the most important duties to avoid overwhelming candidates.

5. Specify Qualifications

List mandatory qualifications: Write down the essential qualifications, such as education, certifications or experience.

Example:

Strong communication and customer service skills.
Previous restaurant or customer service experience.
Ability to stand for extended periods and lift items.
Knowledge of food safety and hygiene.
High school diploma or equivalent.

Add preferred qualifications (optional): Include skills or qualifications that would be beneficial but aren’t mandatory.

Example:

Experience with point-of-sale (POS) systems.
Certification in responsible alcohol service.
Familiarity with the menu.
Multilingual abilities to assist diverse customers.

6. Explain the Reporting Structure

Identify the immediate supervisor: Mention the title and department of the role’s direct manager.

Example: Reports to the Marketing Director.

Note any supervisory responsibilities (if applicable): Indicate if the role involves managing other team members.

Example: Oversees a team of three digital marketers.

7. Detail Compensation and Benefits

Provide salary range: Specify the expected salary range for the position.

Example: Competitive salary range of $65,000–$83,000 per year.

List benefits: Highlight the benefits package, including health insurance, paid holidays, retirement plans, wage increase schemes and unique perks.

Example: Comprehensive health coverage, 401(k) matching and monthly wellness stipend.

By following these steps and including relevant details, your job description will be clear, informative and appealing to potential candidates.

Tips for Writing a Job Description

Creating a good job description is vital when looking to attract top talent. To help you do it right, here are some important things you should and shouldn’t do.

Use Inclusive Language

Do use gender-neutral language and avoid any terms that may inadvertently exclude certain demographics. Inclusivity promotes diversity and attracts a wider range of candidates.

Example: Instead of salesman, use salesperson or sales representative.

Highlight Opportunities for Growth

Do mention opportunities for career advancement and growth within the company. Candidates often seek roles that offer long-term development.

Example: This position provides a clear pathway for career advancement within our organization.

Include Keywords for Search Optimization

Do incorporate relevant keywords related to the job and industry. This helps your job description appear in online searches, increasing visibility to potential candidates.

Example: If hiring a web developer, include keywords like front-end development and web design.

Promote Work-Life Balance

Do highlight any work-life balance initiatives or policies, especially if your company offers flexible work arrangements or remote options.

Example: Our company values work-life balance, offering flexible scheduling and remote work opportunities.

Common Mistakes to Avoid When Writing a Job Description

You can encounter many pitfalls when writing a job description. Avoiding them will help you attract the most qualified candidates and fill out the position you are seeking.

That is why we created this list of things to avoid when writing a job description for your organization.

Explore it below.

Avoid a Laundry List of Duties

Be clear and concise when writing the list of duties; you don’t want to confuse applicants.

Considering that the most effective job descriptions have between 700 and 2,000 characters, you want to make the most of it.

Write the core duties and responsibilities and avoid going into unnecessary details.

Use Clear, Specific Terms

Ambiguous language can confuse potential applicants. By writing the job descriptions in a clear and simple way, you increase your chances of hiring candidates that best align with your open role.

Avoid Requiring Excessive Experience

While it is important to find candidates that have relevant experience, setting too stringent expectations might deter brilliant who could excel in the role with the right training and onboarding.

Consider Internal Candidates

When opening a position, you want to craft a job description in a way that would encourage current employees to apply. While an external hire may bring new perspective, on average, external hires cost 18% more than internal hires.

Additionally, someone who’s been with your company for long might need less onboarding/training compared to a potential external hire.

Free Job Description Template

If you want help making a job description without starting from scratch, try our Job Description Template. It’s a simple guide on how to write a job description, helping you organize all the important details for a job listing.

Just follow the template, fill in the info and you’ll have a complete job description in no time.

Job Description Examples for 9 Industries

Writing a job description requires a slightly different approach per industry.

Read below for tips and check out all our job descriptions per industry available for download.

1. Administrative

Clearly outline the specific administrative tasks and software proficiency required, emphasizing organizational skills and attention to detail to attract candidates with the right expertise.

2. Customer Service

Emphasize strong communication and interpersonal skills, and specify the ability to handle customer inquiries and complaints and provide exceptional service to enhance the customer experience.

3. Hospitality

Highlight the importance of customer service and interpersonal skills, focusing on the ability to create a positive guest experience, manage multiple tasks at a time and coordinate various aspects of hospitality operations.

4. IT and Development

Clearly articulate the technical skills required, specify programming languages or software expertise and emphasize problem-solving abilities to attract qualified candidates in the IT and development field.

5. Human Resources

Stress the importance of interpersonal skills, confidentiality and knowledge of HR processes, labor laws and regulations to attract candidates with the ability to manage various HR functions effectively.

6. Management

Clearly define leadership expectations, communication skills and decision-making capabilities, emphasizing the ability to drive team success and achieve organizational goals.

7. Media

Highlight creativity, communication skills and proficiency with relevant media tools, platforms or software, emphasizing the role’s contribution to media content creation or management.

8. Sales

Emphasize strong communication, negotiation, and relationship-building skills, specifying sales targets and industry knowledge to attract candidates with a proven track record in driving revenue.

9. Retail

Stress customer service skills, attention to detail and the ability to manage inventory or sales transactions, showcasing the role’s importance in delivering a positive retail experience.