How to Write a Job Description: Template, Example and Free AI Tool

To write a job description, start with a clear job title, add a two or three sentence summary of why the role exists, list 6 to 9 main responsibilities and 5 to 8 must have requirements, then add nice to have skills, what you offer and how to apply. Keep the wording neutral and specific. If you are short on time, the free AI Job Description Generator writes all seven sections from the job title and a few facts.

This guide is for small businesses, traders and first time managers who need a solid description without an HR department.

What should a job description include?

Seven sections, in this order, cover what candidates look for and what you need to screen fairly:

Section	What goes in it
Job title	The common name of the role, the one people search for
Summary	What the person will do and why it matters, in 2 or 3 sentences
Responsibilities	6 to 9 duties, one action each
Requirements	5 to 8 must haves: experience, skills, tools, licences
Nice to have	Skills that help but are not required
What we offer	Salary range, benefits, hours, location or remote
How to apply	Who to contact, what to send, any deadline

How to write a job description (step by step)

1. Pick a searchable title. "Export Documentation Executive" will be found; "Docs Ninja" will not. Add the level if it matters, such as Senior or Assistant.
2. Write the summary last, read it first. Once the duties are clear, sum up the purpose: what the person keeps running and who they work with.
3. List duties as actions. Start each with a verb: prepare, check, coordinate, report. Put the most time consuming duty first.
4. Separate must haves from nice to haves. Every extra "requirement" removes good applicants. If someone could learn it in the first month, it is a nice to have.
5. Be specific about tools. Name the software, systems or equipment, for example Excel, Tally, SAP or a forklift licence.
6. State what you offer honestly. Salary range, working hours and location are the first things candidates check.
7. Make applying easy. One email or link, what to send, and the closing date.

Job description example

Here is a short example for a trading company:

Export Documentation Executive (full time, Dubai, 2 to 4 years' experience)

Summary: You will prepare and check every export document for our shipments, so goods clear customs and our customers get paid on time. You will work with sales, the freight forwarder and the bank.

Responsibilities: prepare commercial invoices, packing lists and certificates of origin; check bills of lading against the order; track shipments and update customers; prepare documents for letters of credit; keep shipment files complete.

Requirements: 2 or more years in export documentation; working knowledge of Incoterms; strong Excel; careful, organised and calm with deadlines.

Nice to have: letter of credit experience; a second language used by our buyers.

What we offer: [salary range], [benefits], Sunday to Thursday office hours.

How to apply: send your CV to [email] by [date].

We tested the generator with these same facts (title, location, type, experience and one line of duties) and its draft followed the same structure. Missing facts, such as the salary, stay as [placeholders] for you to fill.

How to use the AI Job Description Generator

1. Open the AI Job Description Generator.
2. Enter the job title, company, location (or Remote), employment type (full time, part time, contract, internship or temporary) and the experience needed.
3. Add any facts you have: key duties, software, salary range, benefits, hours and how to apply.
4. Press Write job description, edit any line, then copy it, download a Word file or print it.

It writes in eight languages, and it describes the usual duties of the job title while never inventing a salary, benefits, visa sponsorship or company facts you did not give.

Fair, inclusive wording

A job description should describe the work, not the person. Leave out age limits, gender, religion, marital status, nationality and requests for photos unless the law in your country specifically requires them for the role. Avoid coded words such as "young and energetic" or "native speaker"; say "fluent in Arabic" instead. The generator writes neutral wording by default, but you should still read every line before posting. For a broader checklist, the US Equal Employment Opportunity Commission publishes guidance on prohibited practices in job advertisements.

Job description vs job posting: what is the difference?

A job description is the internal record of a role: its purpose, duties and requirements. It is used for hiring, but also for performance reviews, pay decisions and training plans, so it should stay accurate after the hire. A job posting is the advert built from it: the same core content plus a short pitch about your company, the salary range and how to apply.

In a small business you can use one document for both. Write the description first, then add a two line introduction about the company and the application details when you post it. Keep the internal copy and update it whenever the role changes, for example when the person takes over new duties, so the next hire starts from the job as it really is.

Common job description mistakes

• A wish list of requirements. Ten must haves scare off strong candidates who meet seven.
• No salary information. Candidates often skip listings without one.
• Copying an old description. Duties drift over time; update it to the job as it is today.
• Internal jargon. Write for someone outside your company.
• Walls of text. Short bullets are read; long paragraphs are skimmed.

After the job description: the hiring paperwork

Once you have chosen someone, send a clear offer letter with the salary, start date and terms. When an employee leaves, an experience letter closes the loop. All our free HR letter formats download as Word or PDF.

Ready to hire? Open the AI Job Description Generator and have a complete draft in under a minute.

Frequently asked questions

What are the main parts of a job description?

Job title, a short summary, responsibilities, must have requirements, nice to have skills, what you offer and how to apply. That order matches how candidates read a listing.

How long should a job description be?

Most effective descriptions are short enough to read in two or three minutes: a brief summary, about 6 to 9 duties and 5 to 8 requirements in bullets.

Can AI write a good job description?

Yes, as a first draft. The TradingForms generator writes all seven sections from the title and your facts, keeps the wording neutral and leaves missing facts as placeholders. Always review it before posting.

Should I include the salary in a job description?

Including a salary range attracts more suitable applicants and saves time for both sides, and some places require it by law. The generator only adds a salary if you give one.

Is the AI Job Description Generator free?

Yes. There is no sign up and no paid plan, with a fair use limit of a few runs per hour. Your details are used once and not saved.