How to write a job description
US federal rules as of 30 Oct 2026.
Write a job description by deciding the outcome the role must deliver, then listing the 5 to 8 duties that produce it, the few skills needed to start, the pay range and the location. Use plain verbs, separate must-haves from nice-to-haves, and keep wording that implies age, gender or "fit" out of it.
At a glance
- 300 to 600 words is usually enough.
- Lead with the pay range and the work, not company history.
- Every requirement must be something you will actually screen for.
- Start from our free template.
Step 1: Define the outcome before the duties
Finish this sentence: "In 12 months this hire will have [RESULT]." Example: "...cut average ticket response time from 24 hours to 4 hours." The result tells you which duties and skills matter. If the sentence is hard to finish, talk to the hiring manager first.
Step 2: Pick a title people search for
Use the market title: "Customer Service Representative", not "Customer Happiness Hero". Add level (Junior, Senior) only if it matters to pay. Internal titles can go in the body.
Step 3: Write 5 to 8 duties
Start each with a verb and tie it to an outcome.
| Weak | Better |
|---|---|
| Responsible for support | Resolve customer tickets within the 24-hour target and document fixes |
| Team player | Work with product to turn repeated tickets into bug reports |
Step 4: Separate must-haves from nice-to-haves
Ask of each requirement: "Would I reject an otherwise strong candidate without this?" If not, it is a nice-to-have. Cap must-haves at 4 to 6. Say "or equivalent experience" where a degree is not legally needed.
Step 5: State pay and benefits
Give a real range. Several states and cities require ranges in postings; the rules differ on employer size, remote roles and what counts as a posting. See pay transparency laws by state. Say how the range varies (location, experience) and list benefits you really provide.
Step 6: Say how you hire
Number of rounds, any work sample, timeline. This sets expectations and reduces drop-off. If you will run a background check, say it happens after a conditional offer and with consent.
Step 7: Check the wording
| Avoid | Why | Use |
|---|---|---|
| "Young", "digital native", "recent graduate only" | Signals age preference (ADEA protects workers 40+) | "Early-career" only if the role is genuinely entry-level; otherwise skills |
| "Salesman", "he" | Gender-coded | "Salesperson", "you" |
| "Must be able to lift 50 lbs" | May screen out people with disabilities if not essential | State essential functions; add "with or without reasonable accommodation" |
| "Native English speaker" | Can signal national-origin discrimination | "Fluent written and spoken English" if job-related |
| "Clean criminal record" | Blanket bans can create legal risk, and local rules apply | See background check guide |
| "Cultural fit" | Vague, invites bias | Name the behaviours you value |
Run a second read: would a qualified person who differs from your last hire apply?
Common mistakes
- Copying an old posting without updating tools and pay.
- Asking for 8 years of experience in a tool that is 4 years old.
- Hiding pay and getting applicants who are out of budget.
- A 20-item "requirements" list that becomes the scorecard by accident.
If a posting gets few applicants, see No applications.
FAQ
Job description vs job posting? A job description is the internal document of duties and requirements. A posting is the public advert; it is shorter and adds pay and how to apply.
Do I need an equal opportunity statement? Federal contractors have specific requirements. For others it is common practice, not a legal shield.
Can AI write it? It can give a first draft (LiveRec offers Draft with AI on paid plans). A person must check pay, duties and requirements.
How often should I update it? Each time you reopen the role, and when duties change.
Next step
Use the template, then build your interview scorecard from the must-haves.
Sources
- EEOC, Prohibited Employment Policies/Practices: https://www.eeoc.gov/prohibited-employment-policies-practices
- EEOC, Age Discrimination: https://www.eeoc.gov/age-discrimination
- ADA (EEOC): https://www.eeoc.gov/disability-discrimination-and-employment-decisions
- US DOL, FLSA: https://www.dol.gov/agencies/whd/flsa
- State pay-range laws with statute citations: /hiring/pay-transparency-laws (checked 2026-10-30)
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.