Key takeaways
A good job description says what the person will do, what they need, and what the job offers, in plain language, in about one page.
Use one template with eight parts: title, summary, responsibilities, requirements, nice to have, pay and benefits, location, and how to apply.
Write for the candidate, not for a committee. Be specific, avoid jargon and keep requirements honest.
Check the legal points for your location: discrimination in job ads, the ADA's "essential functions" and pay-range rules.
A job description does two jobs. For the candidate, it answers "Is this for me?" For you, it records what the role is, so you can hire against it, review against it and defend your decisions later.
Most are written in a hurry and copied from the last one. This guide gives you a clean template, six filled-in examples for common roles, a section-by-section guide, and the legal points to check before you publish. It is general guidance, not legal advice.
Job Description vs Job Posting
People use the terms loosely, but they are different:
- A job description is an internal document that defines the role: purpose, duties, requirements and reporting line.
- A job posting is the public advertisement, usually shorter and more persuasive, with a pitch for the company and instructions to apply.
You can build the posting from the description. This guide covers both, and the template works for either.
The Job Description Template
Copy this and replace each bracket.
Job title: [Clear, standard title. Avoid "ninja" or "rockstar."]
Company: [Name and one line about what you do]
Location: [On-site, hybrid or remote, with city or region]
Employment type: [Full-time, part-time, contract; hours]
Reports to: [Title of manager]
Summary: [Two or three sentences on the purpose of the role and why it matters]
What you will do:
- [Responsibility 1, starting with a verb]
- [Responsibility 2]
- [Responsibility 3 to 8]
What you need:
- [Requirement 1, such as skill, experience or certification, that is truly required]
- [Requirement 2 to 5]
Nice to have:
- [Preference 1]
- [Preference 2]
Pay and benefits: [Pay range, benefits, schedule, perks]
About us: [Two or three sentences on the company and culture]
Equal opportunity statement: [Your organization's statement, reviewed for your location]
How to apply: [What to send, by when, to whom]
Section by Section
Job title
Use a standard title that people search for, such as "Customer Service Representative" or "Marketing Coordinator." Clever titles hurt search visibility and confuse candidates.
Summary
Two or three sentences: what the role does, who it supports and why it matters. Write it like a short pitch.
Responsibilities
Five to eight bullets, each starting with a verb ("Manage," "Prepare," "Answer"). Put the most important first. Describe what the person does, not a vague list of qualities.
Requirements
List only what a person truly needs on day one, or could not learn quickly. Long lists of "must haves" put off qualified people, especially those who only apply when they meet every line. Separate "must have" from "nice to have."
Pay and benefits
Say the pay range if you can, and the main benefits. Rules about posting pay vary by location, as explained in the legal section below.
Location and schedule
Be clear about on-site, hybrid and remote work, hours, travel and any shift patterns.
About us
Two or three honest sentences. Skip the buzzwords.
How to apply
Say exactly what you want (resume, portfolio, cover letter), where to send it and by when.
Six Filled-In Examples
All employers and details are fictional. Replace everything with your own.
1. Retail sales associate
Job title: Retail Sales Associate
Company: Harbor & Vine Home, a family-owned homewares store
Location: On-site, Portland
Type: Part-time, 20 to 25 hours, including weekends
Summary: Help customers find the right products, keep the shop tidy and welcoming, and run the till.
What you will do: greet customers and answer questions, operate the register and handle payments, restock shelves and arrange displays, keep the shop clean, and support seasonal events.
What you need: a friendly, helpful manner; the ability to stand for long periods and lift boxes up to a stated weight; availability on weekends.
Nice to have: previous retail or hospitality experience.
Pay and benefits: [pay range], staff discount, flexible scheduling.
2. Office administrator
Job title: Office Administrator
Company: Brightline Accounting
Location: Hybrid, Denver, three days in the office
Type: Full-time
Summary: Keep our office running smoothly, supporting a team of twelve.
What you will do: greet visitors and manage the front desk, handle mail, scheduling and supplies, prepare documents and reports, coordinate meetings and travel, and support the finance team with basic data entry.
What you need: strong organization; clear written and spoken English; proficiency with standard office software.
Nice to have: experience in a professional services office.
Pay and benefits: [pay range], health benefits, paid leave.
3. Junior software developer
Job title: Junior Software Developer
Company: Tallgrass Software, a team of 30 building tools for farms
Location: Remote within the US
Type: Full-time
Summary: Join a small engineering team to build and improve our web app, with mentoring from senior developers.
What you will do: write and test code for new features, fix bugs, review code with teammates, and document your work.
What you need: a degree or equivalent experience, or a portfolio of projects; knowledge of at least one modern programming language; willingness to learn.
Nice to have: experience with a web framework.
Pay and benefits: [pay range], equipment allowance, learning budget.
4. Medical receptionist (healthcare support)
Job title: Medical Receptionist
Company: Lakeside Family Clinic
Location: On-site, Madison
Type: Full-time
Summary: Be the first friendly face for our patients, and keep the front desk organized and calm.
What you will do: check patients in and out, schedule and confirm appointments, answer phones, handle patient records with care for privacy, and support clinical staff with administrative tasks.
What you need: excellent communication; discretion with confidential information; comfort with computer systems. Training in privacy rules is provided.
Nice to have: previous clinic or customer service experience.
Pay and benefits: [pay range], health benefits, paid leave.
5. Barista (hospitality)
Job title: Barista
Company: Northfield Coffee Roasters
Location: On-site, Ames
Type: Part-time and full-time shifts, early mornings
Summary: Make great coffee and make every customer's day a little better.
What you will do: prepare coffee and food orders, take payments, keep the bar and shop clean, and follow food safety practices. Full training is provided.
What you need: a warm, upbeat manner; the ability to work quickly in a busy setting; availability for early shifts.
Nice to have: previous barista experience.
Pay and benefits: [pay range], free coffee, flexible shifts.
6. Marketing coordinator
Job title: Marketing Coordinator
Company: Brightloop, a time-tracking app for freelancers
Location: Hybrid, Austin
Type: Full-time
Summary: Help plan and publish content and campaigns that bring in new users.
What you will do: write and schedule social posts and emails, support blog and newsletter production, track campaign results, and coordinate with design and sales.
What you need: strong writing; organization; comfort with spreadsheets and basic analytics.
Nice to have: experience with a social scheduling or email tool.
Pay and benefits: [pay range], health benefits, flexible hours.
Legal Points to Check
This is not legal advice. Employment law varies by country, state and city, and a lawyer or HR professional should review your documents.
- Do not show a preference based on a protected characteristic. The US Equal Employment Opportunity Commission says it is illegal to publish a job advertisement that shows a preference for, or discourages someone from applying because of, race, color, religion, sex (including pregnancy, sexual orientation and transgender status), national origin, age (40 or older), disability or genetic information. Its examples include ads seeking "females" or "recent college graduates." See the EEOC on job advertisements.
- Essential functions. Under the ADA's regulations, evidence of which functions are essential includes the employer's judgment and written job descriptions prepared before advertising or interviewing for the job. Employers are not required to write job descriptions, but a clear, accurate one helps. See 29 CFR 1630.2(n). List physical or other requirements only if they are genuinely essential.
- Pay transparency. Some places require pay ranges in job postings or have rules about discussing pay. The US Department of Labor's equal pay and pay transparency page links to a map of federal and state protections. Check the rules where you are hiring, including where remote candidates live.
- Equal opportunity statement. Many organizations include one. The wording depends on your location and your obligations, so have it reviewed.
- Other local rules. Some regions restrict asking about salary history or criminal records at certain stages. Check yours.
Inclusive Writing Tips
- Cut jargon and clichés like "rockstar," "ninja" and "work hard, play hard."
- Avoid age-coded words such as "young," "digital native" and "recent graduate" unless you mean something specific and lawful.
- Keep requirements honest. Ask for "three years of experience" only if you would turn down someone with two.
- Use plain verbs and short sentences.
- Say what support you offer, such as training and mentoring.
- State accommodations you can make for the application process, if you can.
- Describe the work, not the person you imagine.
Common Mistakes
- An endless list of requirements.
- Vague duties like "other tasks as needed" as the longest section.
- No pay information, where you can share it.
- Copying an old description without checking it.
- Mixing the job with the person, such as listing traits instead of duties.
- Unclear location or schedule.
- No instructions on how to apply.
Get Help Writing Yours
If you want a first draft, the free job description generator can write one from the role and a few details, which you can then edit. It is free to use. Review every requirement and the legal wording yourself, because a draft cannot know your location or obligations. For teams, see how corporate teams and small businesses use Writingful to write documents like this, and our guide to writing a resignation letter covers the other side of the hiring process.
What This Template Cannot Do
A template cannot decide what your role really needs or know the laws of your location. Pay-posting rules, discrimination law and required statements vary, and they change. The examples are fictional and simplified. Have an employment lawyer or HR professional review anything you publish, particularly if you hire across several regions.
