Job Description Builder

Write clear, fair job descriptions that attract the right applicants and give every new hire the same picture of the job, with prompts for every part and three finished examples.

Who it is for

• Business owners hiring without an HR department.

• Hiring managers, shift leads and supervisors asked to "write up the role."

• Office and operations managers who keep job descriptions for the whole business.

• HR and training professionals who want one consistent standard for every role.

The problem it solves

Most job descriptions are copied from another company or written from memory. They list twenty tasks, ask for qualifications the job does not need, hide the weekend and lifting work, and use words that turn capable people away. The result is the wrong applicants, early resignations and reviews that turn into arguments about what the job includes. This guide shows you how to gather the facts, write each part well, choose fair and inclusive wording, and turn the finished description into a job posting.

What is inside

Job Description Builder (PDF, 21 pages)

• Copyright and License (1 page)

• Contents, what a job description is and how to use the guide (1 page)

• What a job description does, and how it differs from a job posting (1 page)

• Six steps to a finished description, with interview questions (1 page)

• Title, job details, summary and responsibilities, with weak and strong versions (1 page)

• Requirements, working conditions, success measures, pay and how to apply (1 page)

• Writing for different levels and for retail, clinics, restaurants, trades, offices and warehouses (1 page)

• Fair, inclusive wording in six steps (1 page)

• Word swap table of twelve common phrases and clearer alternatives (1 page)

• Before and after rewrite, and turning a description into a posting (1 page)

• Common mistakes, the final check and keeping descriptions current (1 page)

• Job information worksheet (1 page)

• Job description template with prompts (2 pages)

• Filled-in examples, each with notes on how it was written: Shift Lead at a garden center, Service Technician at a plumbing and heating company, Front Desk Coordinator at a veterinary clinic (6 pages)

Job Description Template (Word, 14 pages): job information worksheet, the template with grey prompts, all three examples, a fair wording quick check and the final checklist.

How to use it

1. Gather information with the job information worksheet.

2. Write each part with the guide pages beside you.

3. Check every line against the word swap table and the final check.

4. Ask the person in the role and their manager to confirm it, then build your posting from it.

Formats and file types

• PDF (US Letter, print or screen), 21 pages

• Word document (.docx), 14 pages, opens in most word processors

• Licensed for use within your organization

• Employment rules differ by location. Check the rules for your location and company policy; this product is not legal advice.

Frequently asked questions