How to write a job description: Free template & role samples

A well-crafted job description is more than just a hiring tool. It's a foundational document that supports every stage of the employee lifecycle. From attracting qualified candidates to aligning expectations during onboarding, job descriptions help with compliance, training, and performance management. A clear, compelling job description can make or break a successful hire. 

What is a job description?

A job description is a formal document that outlines the key responsibilities, duties, qualifications, and expectations for a particular role. It acts as a roadmap for both employers and employees, ensuring clarity around what the job entails and how success will be measured.

In human resources, job descriptions serve as a critical reference point throughout the employee lifecycle:

• Recruitment: Helps hiring managers create accurate job postings and evaluate applicants

• Onboarding: Guides new employees in understanding their role from day one

• Training and development: Identifies areas for growth and skill-building

• Performance management: Provides a benchmark for evaluating employee contributions

• Compliance: Serves as legal documentation for wage classification, accommodations, and other labor requirements

A clear, well-maintained job description supports internal alignment, reduces miscommunication, and helps attract the right candidates for the role.

What to include in an effective job description: 8 key components

Every effective job description should include a core set of elements that clearly define the role and set expectations for both candidates and employers. Here’s what to include in a job description:

1. Job title

Use a clear and concise title that reflects the nature and level of the role. Avoid jargon or overly creative labels that could confuse applicants.

2. Summary or overview

Provide a high-level snapshot of the position, including its purpose, goals, and where it fits within the organization. This should capture the essence of the job in a few sentences.

3. Duties and responsibilities

Detail the core functions of the role using bullet points. Begin each point with a strong action verb and describe tasks in measurable, outcome-driven terms when possible.

4. Required qualifications

List the minimum credentials necessary to perform the job, such as education, certifications, skills, and relevant experience. Be realistic and specific to avoid deterring qualified candidates.

5. Preferred qualifications

Include additional skills or experiences that are not essential but could enhance a candidate’s success in the role. Make it clear these are not required.

6. Working conditions

Describe important logistical or physical aspects of the job, including schedule, travel expectations, physical demands, or remote work options.

7. Compensation & benefits

Outline the compensation range if available, and highlight key benefits like healthcare, PTO, wellness programs, or equity incentives. This adds transparency and helps attract the right talent.

8. Reporting structure

Clarify who the employee will report to and whether they will manage others. This helps set expectations around hierarchy and collaboration. Clarify who the role reports to and any direct reports the role may have.

Build a repeatable hiring process for every team

See Rippling

How do I write a job description? 6 tips

Writing a job description requires a balance of clarity, accuracy, and tone to attract the right people while setting realistic expectations for the role.

1. Start with a clear, engaging summary

Open with a brief overview of the position that explains its purpose and how it contributes to your organization’s goals. This helps candidates immediately understand the value of the role.

2. Focus on measurable responsibilities

Use bullet points to list key duties in a way that highlights outcomes and expectations. Whenever possible, include metrics or examples that illustrate the scope of responsibility.

3. Use clear, concise language

Avoid jargon or overly technical terms unless they are essential to the role. Aim for straightforward, accessible language that communicates effectively to a wide range of candidates.

4. Separate essential and preferred qualifications

Clarify which qualifications are required and which are simply nice to have. This ensures candidates don’t self-select out unnecessarily.

5. Reflect your company’s tone and culture

The language you use should mirror your workplace environment. Whether you're formal or casual, a consistent tone builds authenticity and attracts the right candidates.

6. Write inclusively and avoid bias

Ensure the language in your job description is inclusive and free from gendered or age-specific biases. For example, instead of using a term like “aggressive,” which may result in a gender bias, consider a word like “proactive.” You can use tools or guidelines to screen for unconscious bias and attract a more diverse pool of applicants. 

Job description template (Free download)

Below is a simple, customizable job description template you can adapt for any role in your organization. It includes all the essential sections needed to clearly define a position and communicate expectations to potential candidates.

Job description examples by role

Here are brief job description samples for common roles to help guide your own writing. Each outlines key responsibilities and expectations.

Software engineer

We are seeking a software engineer to design, build, and maintain scalable applications that support our core business functions. You’ll collaborate with product managers, designers, and QA engineers to implement new features and continuously improve system performance. This role is ideal for someone who thrives in an agile environment and enjoys solving complex problems through clean, maintainable code.

Reports to: Engineering Manager

Responsibilities:

• Develop, test, and deploy high-quality software solutions

• Participate in code reviews and share best practices with team members

• Work closely with cross-functional teams to gather requirements and prioritize tasks

• Troubleshoot bugs and deliver timely fixes to production systems

• Maintain technical documentation and write unit tests to ensure code quality

Requirements:

• Proficiency in modern programming languages such as Python, Java, or JavaScript

• Experience with version control tools like Git

• Familiarity with agile methodologies and CI/CD workflows

• Strong problem-solving skills and attention to detail

HR manager

We’re looking for an HR manager to lead our people operations across the full employee lifecycle. This role involves managing everything from recruitment and onboarding to compliance, benefits, and performance management. You’ll play a key role in building a positive, inclusive workplace culture and ensuring our HR policies support business goals.

Reports to: Director of People Operations

Responsibilities:

• Oversee hiring, onboarding, and employee development programs

• Administer payroll, benefits, and performance review processes

• Maintain compliance with labor laws and internal policies

• Advise managers on employee relations, conflict resolution, and HR best practices

• Support diversity, equity, and inclusion initiatives across the organization

Requirements:

• Proven experience in an HR generalist or HR manager role

• Strong knowledge of employment laws and HR compliance standards

• Familiarity with HRIS platforms and reporting tools

• Excellent interpersonal and organizational skills

Customer support representative

We are hiring a customer support representative to deliver fast, friendly, and practical assistance to our users. You’ll be responsible for resolving inquiries across multiple channels and ensuring a seamless support experience. The ideal candidate is empathetic, tech-savvy, and enjoys helping others solve problems.

Reports to: Customer Support Team Lead

Responsibilities:

• Respond to customer inquiries via email, chat, and phone

• Provide step-by-step support and troubleshoot issues in real time

• Log tickets and maintain detailed case notes in the support system

• Escalate complex or unresolved issues to appropriate departments

• Uphold service standards and contribute to team satisfaction goals

Requirements:

• 1–2 years of experience in a customer-facing support role

• Strong written and verbal communication skills

• Ability to stay calm under pressure and multitask effectively

• Familiarity with CRM or support ticket systems is a plus

Marketing manager

We are looking for a marketing manager to lead the planning and execution of integrated campaigns that build brand awareness, generate leads, and support product growth. You’ll collaborate closely with cross-functional teams to align marketing efforts with company goals.

Reports to: Head of Marketing

Responsibilities:

• Plan and launch marketing campaigns across digital, email, and social channels

• Lead content strategy and oversee lead generation initiatives

• Track performance metrics and make data-driven adjustments

• Coordinate with design, product, and sales teams to ensure brand consistency

• Manage relationships with external vendors and oversee the marketing budget

Requirements:

• 3–5 years of experience in marketing, preferably in a B2B environment

• Proficiency with tools like Google Analytics, HubSpot, or similar platforms

• Strong project management and analytical skills

• Ability to write and edit marketing copy with a clear, engaging tone

Common mistakes to avoid when writing job descriptions

Even the most well-intentioned job descriptions can fall short if they contain common pitfalls. Here are several frequent mistakes to watch out for:

Using vague or generic language

Terms like "team player" or "self-starter" are often too broad to be meaningful. Aim for specific, descriptive language that clearly outlines the role's expectations and responsibilities.

Overstating requirements

Asking for excessive years of experience or advanced degrees for entry-level roles can discourage strong candidates from applying. Focus on the actual skills and qualifications necessary to perform the job.

Leaving out legal or compliance language

Job descriptions should include equal opportunity statements and information about accommodations, especially for compliance with labor and anti-discrimination laws.

Skipping team alignment

Failing to involve key stakeholders, like hiring managers or team leads, can lead to misalignment between what is written and what is needed. Make sure everyone is on the same page before publishing.

Letting descriptions go stale

As roles evolve, job descriptions should too. Outdated descriptions can create confusion during performance reviews, hiring, or audits. Revisit and revise regularly to reflect current expectations.

How Rippling helps you streamline job descriptions and hiring

Rippling streamlines every step of the job description and hiring process so you can scale your workforce without the manual work. With Rippling, you can:

• Create and customize job descriptions using built-in templates that ensure consistency and compliance.

• Automatically sync job descriptions with job postings, offer letters, and employee records.

• Store and manage job documentation in a centralized system that supports audit-readiness and internal transparency.

• Kick off onboarding workflows the moment a candidate accepts their offer.

From writing the role to welcoming your new hire, Rippling’s recruiting software connects every part of the employee lifecycle.

Hire on all cylinders

See Rippling

Job description template FAQs

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

A job description is an internal document that outlines the responsibilities, qualifications, expectations, and reporting structure of a specific position. It serves as a reference for recruitment, onboarding, performance reviews, and compliance. A job posting, on the other hand, is an external-facing version tailored to attract candidates. While it may borrow language from the job description, its purpose is promotional and should include a concise, engaging overview of the opportunity.

Are job descriptions legally required?

Job descriptions are not federally mandated in most cases, but they play a crucial role in maintaining compliance with labor laws and anti-discrimination policies. A well-written job description helps ensure accurate classification of exempt vs. non-exempt roles under the Fair Labor Standards Act (FLSA), supports reasonable accommodation under the ADA, and provides documentation that can be critical in legal disputes. In short, while not always required, job descriptions are a best practice for minimizing legal risk.

How do you create a template for a job description?

To create a reusable and effective position description template, start with a consistent structure that includes fields for the job title, department, summary or overview, duties and responsibilities, required and preferred qualifications, working conditions, compensation and benefits, and reporting structure. Use clear, action-oriented language and include prompts or examples to guide hiring managers. With Rippling, there’s no need to learn how to create a job description template, as pre-built templates are available on the platform. These templates can be customized and synced across your HR and recruiting tools.

What should be included in a job description?

A complete job description should cover the following components: a specific and searchable job title, a brief but informative summary of the position, a detailed list of duties and responsibilities written with action verbs, required and preferred qualifications, working conditions (including physical demands or travel), compensation and benefits, and the role’s reporting structure. These elements help set expectations, reduce hiring mistakes, and ensure role clarity throughout the employee lifecycle.