Best Job Description Writing Guide & Examples

job description writing guide

Read on and discover the simplest job description writing guide. Also, you will find the best job description templates. Discover the advantages and disadvantages of job descriptions as well as why job descriptions are so important.

job description writing guide


A job description is a set of written statements that describe the duties, responsibilities, required qualifications and relationships of a particular job.
These descriptions are based on objective information obtained through job analysis. Therefore, an understanding of the competencies and skills required to accomplish certain required tasks, and the needs of the organization to produce work is a must.

Basically, job descriptions identify and spell out the responsibilities of a particular job. They might also give an idea of working conditions, tools, equipment used, knowledge and skills needed, as well as relationships with other positions including the immediate boss.

When effectively developed, a job description can communicate tools that are significant to your organization’s success. While poorly-written job descriptions, on the contrary, add to workplace confusion, and miscommunication, and leaves the reader unaware of what is expected from them.

Related-How To Describe Work Experience On A Resume

Job Description Writing Guide

So, when wisely crafted and used as proper documents that are updated regularly to reflect the changing requirements of each employee, these descriptions can become more of a job plan rather than an irrelevant document. Use the job description writing guide below to create a powerful snippet.


A template is a very useful guide to ensure you don’t let any important details slip through the cracks. Also, it can be used as a basis for formatting. So, follow the series f steps below.

1. Job Title

The title of the job describes the rank of the position. It implies the responsibilities expected of the person who holds the office.

A number of potential candidates might simply search for jobs based on what kind of work they are looking for, so, ensure that you put some thought into it.

2. Position Description:

Here you are supposed to write a one-sentence description. Generally, you need to cover what the position does within your organization.

Example: HR Manager

An HR Manager guides and manages the overall provision of Human Resources services, programs, and policies for a company.

3. Major Responsibilities

Well, in this section, you must opt for bullet points. List the major areas covered by your job.

You need not have to detail every minute of responsibility. Neither you need to be completely comprehensive nor very precise. Rather ensure that you provide a deeper context for the position.

Example: The major responsibilities of an HR Manager include:

  • Developing the Human resources department
  • Advising various managers about issues relating to the management
  • Employee orientation.
  • Performance management and improvement systems
  • Management development and training
  • Organization development
  • Employment and compliance with governmental concerns
  • Documentation and Policy development

4. Primary Objectives

In addition to what the person in the position actually does, list the primary goals and objectives of the position as well. This comprises its overall contribution to the organization.

Example: an HR Manager can list items such as these:

  • Promote the safety of the workforce.
  • Develop a superior workforce and the Human Resources Department.
  • Develop an employee-oriented company culture.
  • Enhance quality, continuous improvement, and high performance.

Related-Best 25 HR Resume Objective Statement Examples

Advantages of Job Descriptions

Job descriptions have a number of advantages. These provide the following information:

  1. Provides an Instance to Communicate Your Company Direction and Make the Employees Aware of How They Fit Into the Big Picture: No matter whether you are a small or large business or a multi-site organization, well-crafted job descriptions will help you align employee direction with the direction of your senior leadership.
    This plays a major role in the success of your organization. The alignment of employees with your goals, vision, and mission guarantees the trans-functionality of all of the positions and roles. Thus, leading to your customers’ satisfaction.
  2. Set Clear Expectations: Worker expectation is the first place to hunt if people are not doing what you want them to do. For any successful organization, you need to make certain that all employees clearly understand your expectations. This understanding begins with the employee’s job description. Furthermore, it holds true whether you are recruiting new employees or posting jobs for internal applicants.
  3. Ensures That You Cover Yourself Legally: It allows you to make certain that the description of the various requirements of the job is accurate down to the letter.
  4. Help Employees Understand the Boundaries of the Person’s Responsibilities: People who have been a part of the hiring process are more likely to support the success of the new employee or even a promoted coworker. Thus, developing job descriptions is an easy way to involve people in your organization.

Disadvantages of Job Descriptions

There are certain disadvantages of job descriptions as well. These include the following: 

  1. They Might Become Outdated- In a fast-paced, changing, customer-driven work environment, you need to supplement employee job descriptions with regularly negotiated goals as well as developmental opportunities on a quarterly—preferably monthly basis. For this, there have to be proper meetings to establish the next set of specific, measurable objectives. Else, job descriptions might provide an inaccurate picture.
  2. Don’t Always Have Enough Flexibility- Job descriptions must be flexible. This ensures that employees are comfortable cross-training, and can help other team members accomplish their tasks. In fact, this is the biggest disadvantage that sometimes it could be too rigid in the sense that if the employee has the capability to perform other tasks in the company but due to the description of the job he or she cannot do the task. Thus, leading to frustration in the mind of the employee.
  3. Discourages the innovative ideas of employees which may or may not take the enterprise to a greater extent.

So, follow the above job description writing guide. You can use job descriptions to obtain employee ownership. Moreover, trace the parameters of the skills and abilities you seek for the position. Also, when hiring, well-written employee job descriptions can assist you to make sound hiring decisions. Remember that hiring the right team is critical to your future success.

We wish you Luck!

Leave a Reply

Your email address will not be published. Required fields are marked *