HRStak / Job descriptions / How to write one

For the person who does the HR

How to write a job description in seven steps.

If a manager just asked you to post a job, and the last description on file is years old, start here. Six questions to ask the hiring manager first, seven steps to write it, a before and after example, and the wording that quietly turns good people away.

Updated 24 October 2026.

Quick answer. To write a job description, get six answers from the hiring manager first, then write it in this order: a plain job title, a two or three sentence summary of what the role is for, six to eight responsibilities with the biggest first, the true requirements, the nice to haves, and the pay, schedule and location. Add your equal opportunity statement, then have the hiring manager check it against the real job. If you would rather start from a draft, the 32 job description templates and the free generator give you one to edit.

§01 Before you write

Ask the hiring manager six questions first.

Most weak job descriptions are weak before anyone types a word, because nobody asked what the job is really for. A short conversation with these questions saves a round of rewrites.

Checklist

Job description intake

  1. Why is this role open now? A new need, growth, or a replacement. The answer shapes the summary.
  2. What will a great hire have done after 90 days? This turns into the responsibilities and tells you what really matters.
  3. Which three tasks take most of the week? These go at the top of the duties list.
  4. What must the person have on day one, and what could we teach? This splits the requirements from the nice to haves.
  5. What is the approved pay range, schedule and location? Onsite, hybrid or remote, and the hours or shift.
  6. Who does the role report to, and who works with it every day? Candidates want to know the team they are joining.

§02 The seven steps

Write it in this order.

Each step has a short example line, so you can see the difference between a vague version and a useful one.

1

Use the title people search for

Write the plain market title, with the level when it matters. Job seekers search for "Office Manager", not your internal name for the role.

Instead of "Workplace Happiness Lead", write "Office Manager".

2

Write a summary that says what the job is for

Two or three sentences: the purpose of the role, the team, and where the work happens. Put company background after this, and keep it short.

"You will run our 25 person Denver office, own the office budget and handle the admin side of hiring. You report to the COO."

3

List six to eight responsibilities, biggest first

Start each with a verb, describe the outcome, and put the work that takes the most time at the top. Leave out tasks that take less than an hour a month.

Instead of "Responsible for vendors", write "Manage contracts with our cleaning, internet and catering vendors, and get quotes before each renewal."

4

Separate must haves from nice to haves

Requirements are what the person needs on day one. Everything you would train for goes in a second list. Ask for a degree only when the work truly needs one.

Must have: "Two or more years of office or administrative experience." Nice to have: "Experience with payroll inputs."

5

State pay, schedule and location

Give the range or rate, the hours or shift, onsite, hybrid or remote, and a one line benefits summary. These are the facts candidates look for first.

"Pay: $52,000 to $60,000 a year. Monday to Friday, 8:30 to 5, onsite. Health, dental and 15 days of paid time off." Use your own figures.

6

Describe the company in three sentences

What you do, who you serve, and one honest thing about working there. Save the history and the awards.

7

Check the wording, then have someone else read it

Read it for wording that narrows who applies (see the table below), add the equal opportunity statement your HR or legal advisor provides, and ask the hiring manager: would the best person who ever held this job recognize it?

§03 Before and after

The same job, written twice.

A customer service posting, first as many small companies write it, then rewritten with the seven steps. Both are written by HRStak to illustrate the difference.

PartBeforeAfter
TitleCustomer Happiness NinjaCustomer Service Representative
SummaryWe are a fast paced, fun company looking for a rockstar to join our growing family!You will answer customer questions by phone, email and chat for our online furniture store, about 40 conversations a day, and fix order problems before they become returns.
DutiesHandle customers. Other duties as assigned.Answer phone, email and chat questions within our two hour target. Track orders and arrange replacements with the warehouse. Log every conversation in the help desk. Flag repeat problems to the team lead each week.
RequirementsBachelor's degree. 5+ years of experience. Must be a digital native.One year in a customer facing role. Clear, friendly writing. Comfortable with a help desk tool, or willing to learn one in the first week.
Pay and scheduleCompetitive salary.[Pay range]. [Shift days and hours]. [Remote, hybrid or onsite].

For the full version, see the customer service representative job description template.

§04 Wording

Wording that turns good people away.

The federal Equal Employment Opportunity Commission says it is illegal to publish a job ad that shows a preference for, or discourages, applicants because of protected traits such as age, sex or national origin. Many common phrases do that without meaning to.

AvoidWhyWrite instead
"Young and energetic team"Signals an age preference."A busy team that moves quickly between tasks."
"Digital native" or "recent graduate"Both point to age rather than skill."Comfortable learning new software tools."
"Native English speaker"Points to national origin."Fluent written and spoken English."
"Must lift 50 pounds" when the job rarely doesScreens out people for a task that is not really part of the job.List physical demands only when they are a real, regular part of the work.
"Rockstar", "ninja", "crush it"Vague. It says nothing about the work.Describe the work and the result you want.
"Other duties as assigned" as a main dutyTells the candidate nothing.Name the real tasks. One catch all line at the end is enough.

§05 Worth knowing

Three facts to know before you post.

The duties you write can count later

Under the Americans with Disabilities Act, if an employer prepares a written description before advertising or interviewing, that description is considered evidence of the job's essential functions. Write the duties the job really has.

A title does not make a job exempt

The U.S. Department of Labor states that job titles do not determine exempt status under the overtime rules. Duties and pay do. Calling a role a "manager" does not change how overtime applies.

Some places require a pay range

New York City, for example, requires a good faith pay range in all job advertisements for work performed there. Check the rules for each place you hire.

Ads cannot show a preference

The EEOC rule on job advertisements covers wording as well as images. The table above lists the phrases that most often cause trouble.

Notice. This guide is a drafting aid, not legal advice. Check local rules with a qualified advisor where needed.

§06 The faster way

Start from a draft, not a blank page.

You still do steps 1 and 7 yourself. Everything in between can start from a draft with a bracket on every fact only you know.

Job description templates

32 roles grouped by department, free to copy with no account.

Browse the templates

Free AI job description generator

Type any job title and get a full draft with brackets in seconds. Three drafts a day.

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AI for recruiting

Where AI helps with postings, outreach and interview prep, and what stays with people.

Read the guide

§07 Questions

Frequently asked questions.

How do you write a job description step by step?

Start with a short intake conversation with the hiring manager. Then write a plain job title, a two or three sentence summary, six to eight responsibilities with the biggest first, the true requirements, the nice to haves listed separately, and the pay, schedule and location. Finish with your equal opportunity statement and have the hiring manager check it against the real job.

How long should a job description be?

Long enough to answer what a good candidate needs to know, and no longer. HRStak's 32 role templates run from 254 to 353 words. A posting much longer than that usually has duplicate duties or requirements the job does not need.

Who should write the job description?

At a small company it is usually the person who does the HR, working from the hiring manager's answers. The hiring manager knows the work; HR knows how to write it so the right people apply. Both should read the final version.

Should a job description include the salary?

Candidates look for pay first, and some places require a pay range in job ads. New York City, for example, requires a good faith pay range in all job advertisements for work performed there. Check the rules where you hire.

What is the difference between a job description and a job posting?

A job description defines the role for internal use: purpose, duties and requirements. A job posting is the advertisement built from it, with pay, location, benefits and how to apply. Most small companies use one document for both.

How often should job descriptions be updated?

Each time you hire for the role, and whenever the job changes in a real way, such as new duties, a new reporting line or a move to remote work. A description that no longer matches the job misleads applicants and the people already in the role.

Sources, checked 24 October 2026.
  • 42 U.S.C. 12111(8): "if an employer has prepared a written description before advertising or interviewing applicants for the job, this description shall be considered evidence of the essential functions of the job." law.cornell.edu
  • U.S. Department of Labor, Fact Sheet 17A: "Job titles do not determine exempt status." dol.gov
  • EEOC, Prohibited Employment Policies and Practices: "It is illegal for an employer to publish a job advertisement that shows a preference for or discourages someone from applying for a job because of" protected characteristics. eeoc.gov
  • NYC Commission on Human Rights: "the NYC Human Rights Law requires employers to include a good faith pay range in all job advertisements." nyc.gov
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Open the generator, type the job title, add the level, department and location, and enter your work email so we can send you a copy. Then run the seven steps above on the draft. Three free drafts a day, no account and no card.