A job description is the internal document that lists a role’s duties, requirements, reporting line and working conditions. HR, managers and recruiters use it as the source of truth for a role. A job ad is the shorter, persuasive version written for candidates.
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The internal document that lists a role's duties, requirements and reporting line. A job ad is the shorter, persuasive version written for candidates.
A job description is a reference document. HR uses it to set pay grades, managers use it to set expectations, and it often supports decisions on whether a role is exempt from overtime and which physical demands are essential under disability law. It tends to be complete rather than exciting. Because it is the official record, it should be accurate and kept up to date.
A typical description covers the job title, department, who the role reports to, the purpose of the role, key duties, required and preferred qualifications, work location and schedule, and physical requirements where they matter. Recruiters often get handed the description and post it as is. That usually makes a weak ad. Use the description as the source of truth for facts, then write the ad for the reader.
Why it matters to recruiters
The job description anchors the whole search. If it lists the wrong requirements, every screen, scorecard and rejection decision inherits the mistake. Inflated degree or years of experience requirements shrink your pool and can screen out qualified people unfairly. Keeping descriptions current also matters because many states and cities now require pay ranges wherever a role is advertised.
An example from a recruiting desk
An HR generalist reviews the description for a warehouse lead. It still requires a bachelor’s degree, though none of the current leads has one. She rewrites the requirements around forklift certification and two years supervising a shift. The next posting draws three times as many qualified applicants, and two internal candidates apply for the first time.
Tips that help
Separate true requirements from nice to haves and keep the required list short.
Review each description when a role reopens, not just when it is created.
Run the text through the job description bias checker before posting.
Include the pay range where your state or city requires it.
Mistakes to avoid
Posting the internal job description word for word as the job ad.
Listing degree or years of experience requirements that the current team does not meet.
Which tools help?
A few of the job description tools in our directory. Prices are the published starting price on the date we last checked.
What is the difference between a job description and a job ad?
The job description is the internal record of duties and requirements. The job ad is the public posting meant to attract applicants. The ad should be shorter, lead with why the job is worth taking, and include pay where required.
Does a job description have to include salary?
The internal document does not have to, but many US states and cities require a pay range in job postings, which often come from the description. This is not legal advice; check the rules where the job is based.
How long should a job description be?
Long enough to cover duties, requirements, reporting line and conditions clearly, usually one to two pages. Clarity matters more than length.
