TL;DR: A well-written job description attracts the right candidates, sets clear expectations, supports performance management, and protects your business from discrimination claims. This guide covers how to write job descriptions that are effective, legally compliant, and ready to use across 7 countries.
Disclaimer: MmowW Scrib🐮 is a document preparation service, not a law firm. We do not provide legal advice. This guide is for general informational purposes only. Anti-discrimination and employment advertising laws vary by jurisdiction. Always consult a qualified employment solicitor or attorney for advice specific to your situation.
Job descriptions serve multiple purposes:
A poor job description creates problems at every stage: you attract the wrong candidates, set unclear expectations, and may inadvertently discriminate against protected groups.
Key legal requirements to keep in mind:
1. Job Title
The job title sets expectations before anything else. It should be:
Tips:
2. Company Overview
A brief paragraph (3–5 sentences) covering:
This section helps candidates self-select — if your culture is not a fit, you want them to know early.
3. Role Summary
A concise paragraph (3–5 sentences) describing:
4. Key Responsibilities
List 6–10 specific responsibilities using active language:
Avoid:
5. Requirements
This is the highest-risk section from a legal compliance perspective. Split requirements into:
Essential requirements — what the candidate must have to do the job:
Desirable requirements — what would be beneficial but is not a barrier to entry:
Legal caution: Requirements that have a disproportionate impact on a protected group must be objectively justified. For example:
6. Terms and Conditions
Include:
| Country | Salary Transparency Requirement | Notes | Gov Reference |
|---|---|---|---|
| 🇬🇧 UK | No legal requirement (but good practice; proposed EU Pay Transparency Directive may influence) | Recommended to attract candidates | gov.uk/discrimination-your-rights |
| 🇫🇷 France | Required in job advertisements for companies with 50+ employees under 2023 equal pay law | Salary band or range must be included | service-public.fr/professionnels |
| 🇸🇪 Sweden | No mandatory requirement, but social norm expects transparency; collective agreements often set ranges | Candidates commonly ask openly | do.se |
| 🇦🇺 Australia | No legal requirement to disclose salary in advertisements | Strongly recommended | fairwork.gov.au |
| 🇳🇿 New Zealand | No legal requirement | Recommended | employment.govt.nz |
| 🇨🇦 Canada | Pay transparency required in British Columbia, Prince Edward Island, PEI (varying thresholds); Ontario Bill 149 expanding requirements | Check province | canada.ca/en/employment-social-development |
| 🇺🇸 USA | Colorado, New York, California, Washington, and several cities require salary ranges in job postings | Remote roles may be subject to rules where candidates are located | dol.gov |
All 7 countries prohibit discrimination in hiring based on protected characteristics. While the specific characteristics protected vary slightly, most cover:
Common job description errors that create discrimination risk:
| Problematic language | Why it's risky | Better alternative |
|---|---|---|
| "Young and energetic" | Age discrimination | "Enthusiastic and motivated" |
| "Native English speaker required" | Indirect race discrimination | "Fluent English speaker required" (only if genuinely needed) |
| "Recent graduate preferred" | Age discrimination | State the specific knowledge or skills required |
| "Must be available on weekends" | Indirect religious discrimination (Sabbath observance) | Include only if genuinely required and note flexibility if possible |
| "Physically demanding role" | Must be genuinely required; otherwise disability discrimination | Only include if essential; consider reasonable adjustments |
Use our free tool: Employment Checker
Try it free →JOB TITLE: [Title]
LOCATION: [City / Remote / Hybrid]
CONTRACT TYPE: [Permanent / Fixed-Term / Part-Time]
SALARY: [Range or "Competitive" if not disclosed]
REPORTING TO: [Manager title]
ABOUT US
[3–5 sentences about your company, mission, and culture]
ROLE SUMMARY
[3–5 sentences describing the primary purpose and value of the role]
KEY RESPONSIBILITIES
• [Responsibility 1]
• [Responsibility 2]
• [Responsibility 3]
• [Responsibility 4]
• [Responsibility 5]
• [Responsibility 6]
ESSENTIAL REQUIREMENTS
• [Qualification or skill 1]
• [Experience requirement]
• [Technical skill]
DESIRABLE REQUIREMENTS
• [Nice-to-have qualification]
• [Additional experience]
WHAT WE OFFER
• [Benefit 1]
• [Benefit 2]
• [Annual leave entitlement]
• [Flexible working arrangements]
HOW TO APPLY
[Application instructions, deadline, contact details]1. Writing for your ideal candidate, not the actual role
Job descriptions often describe a fictional "perfect" candidate rather than what the role actually requires. This leads to underqualified candidates not applying (because requirements are inflated) and qualified candidates who succeed in the role being overlooked.
2. Copy-pasting from a previous job description
Roles evolve. A job description written three years ago may not reflect current responsibilities, tools, or seniority level. Always review and update before advertising.
3. Including discriminatory requirements
Even unintentionally discriminatory requirements create legal risk. Have someone review the requirements section before advertising — ideally someone who can spot patterns that may disadvantage protected groups.
4. Not including the salary range where required
In jurisdictions where salary transparency is legally required (parts of the US, Canada, France), failing to include a salary range exposes you to compliance risk.
5. Vague responsibilities
Vague job descriptions attract vague candidates. "Assist with general office duties" tells candidates nothing useful and gives you no basis for performance management.
6. Treating the job description as a permanent document
Job descriptions should be reviewed annually and updated when roles change materially. An outdated job description creates problems at performance review and, if used to define bonus entitlements, can create legal disputes.
Q: Do I need a formal job description for every role?
A: Legally, you do not need a formal job description in most jurisdictions — the employment contract specifies the role. However, job descriptions serve important practical purposes (recruitment, performance management) and reduce the risk of disputes about scope of role. For any role with performance-related pay, a clear job description is essential.
Q: Can I specify a particular age range for a role?
A: In virtually all cases, no. Age discrimination in recruitment is prohibited in all 7 countries. You can specify experience levels or specific qualifications, but not age ranges directly. Requirements that have a disparate impact on particular age groups (such as "must have 20+ years of experience") may constitute indirect age discrimination and must be objectively justified.
Q: Can I require a driving licence as part of the job description?
A: Only if driving is genuinely required for the role. Including a driving licence requirement where it is not a genuine necessity may constitute indirect disability discrimination, as some disabled people are unable to hold a driving licence. If driving is occasionally required, consider whether you could reasonably offer an alternative (taxi, car hire) before making it a requirement.
Q: Should I include benefits in the job description?
A: Yes, in most cases. Candidates increasingly consider total compensation (including pension, leave, flexible working, health insurance) when evaluating roles. Including key benefits helps you attract candidates and reduces time spent answering questions.
Use our Employment Checker to review anti-discrimination obligations and salary transparency requirements by country before you post your job advertisement.
Track key hiring deadlines and probationary review dates with our Filing Deadlines tool.
Estimate your full employment cost to inform your salary range with our Cost Calculator.
Remember: MmowW Scrib🐮 prepares documents — it does not provide legal advice. A qualified employment solicitor or attorney should review job descriptions that include unusual requirements or restrictions.
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