How to Write a Job Description: Template, Tips, & Examples

If a job description is a chore to write, it will be a bore to read.

At their best, job descriptions attract top talent, make a great impression, and convince only qualified candidates to submit their résumés. At worst, a poorly written job description can derail your recruitment efforts.

For a job post to be application-worthy, it needs to first explain the basic components of the role in a way that resonates with right-fit candidates. Then you can apply the five Cs — Clear, Compelling, Culture Forward, Compliant, and Concise — to transform your job description from informational to inspirational.

The Components of a Job Description Template

Most job descriptions follow a formula. While there’s room for creativity, sticking to this framework makes it easy to build customizable templates and, just as important, makes it easy for candidates to scan a job post quickly.

Job Title

Many companies have jumped on the creative title bandwagon. But before you post a position for a “Genius” or “Chief Amazement Officer,” remember that most candidates will search by job title.

Introduction / Company Bio

This section should reflect your Employee Value Proposition, but can be tailored to highlight company values that might be especially relevant to the position. Just be sure to include:

• What does your company do and why do you do it?
• How does your mission guide your operations?

Job Summary / Position Overview

Briefly describe what this position does. Three sentences max!

• What is the goal or primary responsibility of this position?
• Are there “nice-to-have” qualities you can imply with words like seasoned, problem-solver, passionate, or innovative?

Job Duties / Responsibilities

There’s no magic number for how many tasks, duties, or responsibilities you list in a job description, but consider:

• What functions have the most business impact?
• Who does this position interact with (e.g., senior leadership, customers, vendors, employees)?
• Are there specific tools, knowledge, or skills that candidates might search for, like JavaScript, multilingual, or American Welding Society (AWS) certification, for example?

Requirements / Qualifications

Which requirements you include in a job posting takes careful thought. What you deem “must-have” or even “preferred” can significantly restrict applications to candidates with a narrow set of skills. To encourage a more diverse pool of applicants:

• Can any skills be learned on the job or through a training program?
• Could a mentor help a less experienced candidate succeed in the role?

What Else Can You Include?

This is the good stuff. In addition to the benefits your candidates expect to see, highlight the perks that make your organization a special place to work: flexible schedule, career training, gym membership, free lunch on Wednesday, birthday PTO, etc.

Customize Your Job Components

By creating variations of common components like your company bio and benefits packages, you can highlight your most attractive options based on your desired candidates. For example, someone well-established in their career might highly value your 401(k) match, while an early career candidate may be more interested in your wellness program or a sign-on bonus.

The 5 Cs: Tips for Writing a Good Job Description

Your best candidates are looking at more than one job posting. Whether or not they submit an application could depend largely on what you post. More than 50% of job seekers say the quality of a job description is very or extremely influential on their decision to apply.

To elevate your job descriptions above the competition, they must be:

1. Clear
2. Compelling
3. Culture Forward
4. Compliant
5. Concise

Some of these attributes are easier to achieve than others (“Concise,” we’re talking to you!) But taking the time to make sure all your job descriptions meet these five criteria could mean the difference between losing or making a great hire.

Tip #1: Draft a Clear Job Description

It’s true that you have to grab a job seeker’s attention quickly. But it’s better to start with clarity than cleverness.

Working with the hiring manager or department leader, make a list of job characteristics:

• What does this position do?
• What knowledge, skills, and abilities (KSAs) are needed to perform the job?
• What will your company offer in return? (compensation, benefits)

Once you’ve compiled this information, organize it into buckets for your job posting.

This is your blueprint to write a clear, easy-to-scan job description. Now, to make it interesting….

Tip #2: Craft a Compelling Opportunity

Although not every job is an adventure, there’s an easy way to make it compelling — think like your candidates. What are they looking for in a career opportunity? Hint: It’s probably not just a paycheck. While most candidates prefer when a job post includes salary information, many rank compensation third behind work-life balance and career advancement.

Here are a few tricks to “perk” up your job descriptions:

• Think in terms of “what you’ll get to do” and “the strengths you bring.”
• Use action words to describe tasks and responsibilities.
• Avoid jargon and cliches — no one truly wants to be a rockstar ninja who thinks outside the box.

Tip #3: Lead with Culture

What does a candidate really want to know? How it feels to be an employee with your organization.

But describing your culture needs to be more than a paragraph at the bottom of the job post. How can you infuse the entire job description with your values?

For example, at Paylocity, we strive to “earn it, every day.” That means “we meet problems head-on” and “put in the work because that’s what separates good from great.” In a job summary for a sales position, this might translate to “solves challenges and accelerates growth.” For a product designer, it could mean someone who is “unflinching in your desire to create the best user experience possible.”

Tip #4: Stay Compliant

How you write a job description is not regulated by federal legislation, but a growing number of states and cities have pay transparency laws that require you to include compensation information in a job post.

Although not required unless you are a federal contractor, most organizations choose to state they are an equal opportunity employer. You can build on this to describe your company’s commitment to diversity, equity, inclusion, and accessibility (DEIA). But also look for ways to use inclusive language throughout a job description to prevent unconscious bias.

Tip #5: Keep Job Descriptions Concise

For internal use, a job description can be as long as it needs to be. When you post it to the world, your job description needs to be laser-focused on the talent you want to attract.

Here’s where using recruiting software to create and store templates can save you time and, just as important, ensure your employer brand stays consistent. You can provide approved variations of your components for hiring managers and recruiters to choose from. That way, you control the word count.

And before you add a laundry list of responsibilities and qualifications, remember: Being concise not only makes your job descriptions more readable, it can also encourage a more diverse pool of applicants.

Job Description Examples

The following are fictional job descriptions — not actual job openings. But we’d love you to check out Paylocity’s careers page to see our current opportunities!

Account Executive Job Description

Service Technician Job Description

Payroll Analyst Job Description

Write More Effective Job Descriptions with Recruiting Software

There are many advantages to using recruiting and hiring software. Saving time with streamlined processes is often the number one benefit, and that certainly holds true for creating and managing job descriptions.

Automating the recruitment process with templates gives you the flexibility to customize job postings and applications to attract top candidates. Importantly, it also helps you keep your employer brand front and center.