How to Write a Job Description: A Recruiter’s Guide

Job descriptions are written summaries that outline a role’s responsibilities, required skills and expectations. They clarify what candidates can expect from a job position and what qualifications employers seek in an ideal hire.

So, how do you write a job description that will convey relevant information to a generation of readers more accustomed to listicles than paragraphs? We’ve got you covered. 

Read on for some foundational tips that will help you write scannable and compelling job descriptions, complete with some examples from our job boards.

 

Where to Get Started Writing a Job Description

Before writing the job description, clearly define the position you’re looking to fill. Start by gathering all parties involved with the req - the cast of characters may include HR, recruiters and the hiring manager, but don’t hesitate to get more people involved if necessary - and focus on answering a few key questions:

• What does the position look like?
• What will the new hire be responsible for?
• What will their core responsibilities consist of?
• What skills and experience will the ideal candidate possess?

This information will influence the entire hiring process, so don’t be afraid to go deep.

 

Components of a Job Description

1. Job Title

When it comes to writing a clear job description, it’s best to start at the beginning. Generic job titles like Software Engineer and Marketing Manager may cast a wide net, but they will likely not catch the attention of the qualified candidates you’re looking for. 

Take a look at these two examples:

• Developer (generic job title)
• Lead Front End AngularJS Engineer (specific job title)

These positions appeared in the same search, but the second example is an order of magnitude more specific than the first. Ironically, they appeared side-by-side, perfectly illustrating how a more specific job title can outshine vanilla offerings. It’s not just technical roles that require specificity, either. 

Take a look at these results from the same search for marketing positions:

• Digital Marketing Manager (generic job title)
• Digital Media Manager, Paid Search & Paid Social (specific job title)

While the recruiter made a valiant effort with the generic job title example, it’s still not as specific as we’d like to see. The specific job title example does a wonderful job of defining the position and providing insight into the sort of experience a candidate will need to be successful.   

2. Duties and Responsibilities

You want to ensure candidates understand exactly what the position entails, so be specific and get technical if necessary.

 Take a look at this job description for a Java developer:

• “Developing components for voice applications based on call flow specifications.”
• “Implementing VXML/JSP components, Spring WebMVC controllers and DAO implementations.”
• “Writing automated unit tests.”
• “Properly documenting application code.”

It manages to outline the core responsibilities of a highly-skilled role in just four bullet points. The position clearly requires a very specific skillset, and the job description was created for candidates with the required technical knowledge.

3. Required Qualifications

As with duties and responsibilities, clearly outlining necessary qualifications, including skills and competencies will help candidates assess their fit and lead to higher quality applicants. Be specific here; avoid requirements that are open to interpretation. 

Education

Specify the minimum educational requirements necessary for the role. This may include educational degrees, certifications or licenses. If requiring a degree, indicate the field of studies that would be applicable to the role. For example:

“A bachelor’s degree in marketing, communications or related field.”

Also, say whether formal education is a hard requirement or if equivalent work experience would suffice for the role.

Experience

List the type and amount of professional experience required for the role. This can involve a focus on the amount of years or relevance alone. Highlight industries, job functions or work environments that would prepare candidates for the role. For example:

• “Minimum 3 years of product management experience in a fast-paced tech environment.”
• “Prior experience leading cross-functional teams is strongly preferred.”

Knowledge, Skills and Abilities

State the required knowledge, skills and abilities required for a candidate to be successful in the role. This can include aspects like:

• Technical or hard skills: i.e. proficiency in data analytics tools, programming languages or project management software.
• Soft skills: i.e. communication, problem-solving or collaboration.
• Job-specific knowledge: i.e. understanding of industry-specific tools or regulations.

To put it all together, here is an example of a required qualifications section for a marketing position:

• Bachelor’s degree with focus in marketing, advertising, economics or related field.
• Familiarity with social advertising platforms including Facebook and Instagram.
• 1-3 years of experience managing performance-based UA campaigns.
• Experience with mobile attribution software like Tune, Kochava, Appsflyer, etc.
• Strong analytical skills and attention to detail.
• Advanced Excel skills.

In very clear terms, it sets expectations for educational background, experience level and familiarity with certain key tools. It includes adjectives where necessary (phrases like “advanced” and “strong”), but never overuses them.  

4. Preferred Qualifications

Preferred qualifications outline additional attributes that are not strictly required but would enhance a candidate’s ability to succeed in the role. This section should help identify top applicants, without discouraging qualified candidates who may not meet every preferred qualification.

Preferred qualifications can include:

• Advanced education or certifications beyond the minimum required education. For example: “A master’s degree in business administration or related field.”
• Additional years of experience or relevant experience in a specialized environment. For example: “5+ years of experience in enterprise software sales.”
• Familiarity with specific tools, markets or methodologies. For example: “Experience with Salesforce CRM or Agile project management.”
• Language skills or international experience, if applicable. For example: “Fluency in Spanish or experience working in global teams.”

5. Working Conditions

Provide a clear description of the environment in which candidates will complete their job duties. This section will help clarify role expectations and ensure alignment between the job and the candidate’s preferences or needs.

Be specific and accurate, covering details such as:

• Work environment: State whether the role is on-site, remote, hybrid or in a specialized setting (such as a laboratory or warehouse). For example: “This role requires on-site work in a manufacturing facility.”
• Schedule and hours: Include typical work hours, shift requirements or expectations around overtime. For example: “Standard hours for this role are Monday through Friday, 9 a.m. to 5 p.m. EST, with occasional weekend overtime required.”
• Travel requirements: Indicate if travel is required for the role and how often. For example: “Up to 25% domestic travel may be required for headquarters visits.”
• Physical demands: State any essential physical requirements for the job if applicable, like lifting, standing or operating machinery. For example: “Must be able to lift up to 30 pounds and stand for extended periods.”

6. Departmental Structure

Make sure applicants understand the team they’ll be a part of and to whom they’ll report to ensure the right candidates are applying for the right positions. Here’s a few examples:

• “Reporting directly to the SVP of Marketing, this person will partner cross functionally with senior leaders from demand generation, client advocacy, and marketing operations to take an integrated approach in helping us achieve our comprehensive marketing strategy.”
• “In this role, you will be a part of [our] UX Team and work with our Product and Engineering teams to create delightful, effortless experiences for our users.”
• “Specifically you’ll be working with both the Product Manager and CTO on all programming tasks at hand.”

 

Tips for How to Write a Job Description 

1. Use an Organized Format

Appropriately formatting your job description can help guide candidates to the most important information about the job, increasing the odds they see what you want them to see. 

Formatting can be a great way to help information stand out. But it should also use clear, understandable language  and be organized in such a way that readers can find specific job information easily. For example, if your entire job description is a bulleted list, it will lose its impact.

2. Provide Next Steps on How to Apply for the Job

Provide clear instructions in the job description for how to apply to the role. Whether it’s an email address, a clickable button or some other method, interested candidates will be looking for some guidance on how to apply, and should easily know how to do so after reading the job description.

3. Avoid Ambiguous Language

Ambiguous language can lead to confusion for the candidate and negatively impact both the quality and quantity of applicants. When writing your job description, check every line for clarity and detail. If you’re left with any questions, more information is necessary. How specific do you need to be? 

Take a look at these unambiguous language examples for some inspiration:

• “Experience carrying a quota of $500,000 - $1,000,000.”
• “Willingness to travel at least 50 percent of the time.”
• “Past experience in public relations, corporate communications, content marketing, or relationship management.”

Notice they leave nothing open to interpretation. Exact figures and specific fields of experience make it clear what the employer is looking for and what the candidate can expect.

The simple truth is this: No matter what you do, few job seekers will actually read your job descriptions cover-to-cover. But a few small tweaks to your writing style will help ensure candidates get the most important information, and you get the most qualified applicants.

 

Job Description Templates

Below are two job description templates to use as a starting point for writing your own job descriptions:

Example 1: Marketing Specialist 

Job Title: Marketing Specialist

Location: Hybrid - 3 days/week in Boston, MA office

Job Type: Full-time

Overview:

We are looking for a creative and organized Marketing Specialist to join our team at [company]. This entry-level role is ideal for someone with a passion for content, digital marketing and brand strategy who is ready to grow their career in a fast-paced, collaborative environment.

Responsibilities:

• Assist in the development and execution of marketing campaigns across digital and print channels.
• Coordinate content calendar and help manage postings on social media accounts.
• Support event planning for conferences and webinars. 
• Tracking marketing campaign performance metrics and generating monthly reports.
• Collaborate cross-functionally with product, design and sales teams.

Required Qualifications: 

• Bachelor’s degree in marketing, communications or related field.
• 1+ year of internship or professional experience in a marketing, communications or related role.
• Strong written and verbal communication skills.
• Familiarity with Canva, Mailchimp and Google Analytics tools.

Preferred Qualifications:

• Experience with HubSpot of similar CRM.
• Working knowledge of Adobe Creative Suite.
• Interest in B2B marketing or SaaS industry.

Working Conditions:

This is a hybrid role, with three in-office days per week (Tuesday, Wednesday and Thursday) in the Boston, Massachusetts office location. Standard working hours are Monday to Friday, 9:00 a.m. to 5:00 p.m. EST. Occasional evening work may be required during campaign launches or events.

This Position Reports To:

The Marketing Specialist reports to the Marketing Manager, and is part of the Brand and Content Team within the Marketing department at [company]. The Marketing Specialist will regularly collaborate with the Product, Design and Sales teams.

Example 2: Field Service Technician 

Job Title: Field Service Technician 

Location: On-site - Denver, CO (Travel Required)

Job Type: Full-time

Overview:

We are seeking a detail-oriented Field Service Technician to install, maintain and repair specialized equipment at [company] client sites. This role requires hands-on technical expertise, strong customer service skills and the ability to work independently in the field.

Responsibilities:

• Install and configure new equipment according to specifications.
• Perform routine maintenance and respond to client service calls.
• Diagnose technical issues and implement timely solutions.
• Maintain accurate service records and communicate updates to clients.
• Train end-users on basic equipment operation and troubleshooting.

Required Qualifications: 

• Associate degree or technical certification in electronics, mechanical engineering or related fields.
• 2+ years of experience in a field service, technical support or related role.
• Valid U.S. driver’s license and ability to travel regularly within the Denver region.
• Proficiency with basic technical diagnostic tools and software.

Preferred Qualifications:

• Experience working with industrial or medical equipment.
• OSHA safety certification.
• Familiarity with cloud-based ticketing systems (i.e., ServiceNow, Zendesk).

Working Conditions:

This is an on-site role that involves frequent travel to client sites, primarily within Colorado, with occasional overnight work. Must be able to lift up to 50 pounds, work in varied indoor/outdoor environments and stand for extended periods.

This Position Reports To:

The Field Service Technician reports to the Regional Service Manager, and is part of the Technical Services Team at [company]. The Field Service Technician will coordinate with the Customer Support team and communicate regularly with Engineering and Product teams to share field insights.

 

How to Use Generative AI to Write a Job Description

Generative AI can help to quickly draft a tailored, professional job description that aligns with your company’s needs. 

Here’s how to use AI tools to write a job description:

1. Use a Clear Prompt

Input a detailed prompt into the AI tool that includes the job title, company details, industry and key job responsibilities. For example:

“Write a job description for a mid-level software engineer position at a fintech company. The role is full-time and hybrid, based in San Francisco. The role will work on backend systems using Python and PostgreSQL, and collaborate with the product and data teams. Include sections for job overview, responsibilities, required qualifications, preferred qualifications, working conditions and who the role reports to.”

2. Customize for Skills and Role Requirements

While AI can help produce a solid starting draft for a job description, it’s important to adjust the output to include any necessary specifics about the role or company. 

For example, list essential qualifications and tools specific to the role that the original prompt may have not included, and ask the AI to include them as required qualifications in the job description.

3. Set the Right Tone and Language

Instruct the AI to use an inclusive, clear tone that matches your brand voice, whether that be professional, casual or friendly.

4. Refine and Adjust the Job Description

Review the AI-generated job description and edit for accuracy and clarity, plus update any information where needed based on team input or applicant feedback. It may take a few different prompts or adjustments before receiving a satisfactory job description.

Frequently Asked Questions