When you’re hiring, the job description is often the first impression a candidate gets of your company. Done right, it communicates your culture, expectations, and values — and goes way beyond just listing duties. A clear, compelling job description can attract the right people, set expectations early, and save hours during the screening process.
This guide walks you through how to write one and includes free job description templates you can easily copy, customize, and start using right away with Proton Docs.
What is a job description?
A job description is a formal document that outlines the duties, responsibilities, qualifications, and expectations for a specific role within a company.
It usually includes the job title, a summary of the role, a list of responsibilities, required and preferred qualifications, and details about the reporting structure, work environment, salary, and benefits.
To illustrate this and help you write your next job description, we’ve created a few examples and templates.
2 examples of a job description (+ 10 free templates)
In this section, you can find two job description examples. Feel free to copy them and use them straight away, or scroll down for our full job description template library.
General job description template
[Job title]
Location: [Remote / Hybrid / City, Country]
Employment type: [Full-time / Part-time / Contract]
Reports to: [Job title of manager]
About the role
We’re looking for a [job title] to join our [team/department] and help [briefly describe the team’s mission or the problem they’re solving]. In this role, you’ll [1–2 sentences about the core responsibility and impact of the position].
Key responsibilities
- [Describe the main tasks or deliverables in simple language focused on the outcome]
Required qualifications
- [X]+ years of experience in [industry or discipline]
- Proficiency in [key tools, systems, or processes]
- [Soft skills relevant to the role]
- [Relevant certifications or degrees]
Preferred qualifications
- Experience with [additional tools, platforms, or methods]
- Background in [related field or industry]
- Knowledge of [specific frameworks, practices, or languages]
Work environment
This role is [remote / hybrid / in-office] with working hours based in [time zone or region]. Travel is not required / Occasional travel may be required for [team offsites, conferences, client meetings, etc.].
Compensation and benefits
We offer a salary range of [insert range] based on experience, along with benefits including:
- [X] days of paid vacation
- [Health / dental / vision insurance or local equivalent]
- [Remote work stipend, learning budget, parental leave, etc.]
Equal Opportunity notice
We’re an equal opportunity employer and welcome applicants from all backgrounds. We do not discriminate based on race, religion, gender, sexual orientation, age, disability, or any other protected status. (Optionally) You can read more at [link].
How to apply
Please submit your CV/resume and a short cover letter explaining why you’re a great fit for this role.
Product manager job description template
Product Manager
Location: [Remote / Hybrid / City, Country]
Employment type: [Full-time / Contract]
Reports to: [Job title of manager — e.g., Head of Product / CTO / CEO]
About the role
We’re looking for a Product Manager to join our [team/department — e.g., Product / Engineering / Growth team] and help [briefly describe the team’s mission or the problem they’re solving — e.g., shape and deliver user-centered solutions that drive real business impact.]. In this role, you’ll [1–2 sentences about the core responsibility and impact of the position — e.g., own the product lifecycle (from discovery to launch) and work cross-functionally to align customer needs with company goals.].
Key responsibilities
- [Describe the main tasks or deliverables in simple language focused on the outcome]
- [e.g., Define product strategy and roadmap based on customer needs, data, and business priorities]
- [e.g., Collaborate with design and engineering teams to build, test, and launch features]
- [e.g., Analyze product performance and user feedback to inform iterations]
- [e.g., Work closely with stakeholders in marketing, sales, and support to ensure successful rollouts]
- [e.g., Champion the voice of the customer throughout the product development process]
Required qualifications
- [X]+ years of experience in product management or a related field (e.g., UX, business analysis, project management)
- Proficiency in [key tools, systems, or processes — e.g., Agile or Scrum methodologies]
- [Soft skills relevant to the role — e.g., Empathetic decision-making and structured thinking]
Preferred qualifications
- Experience with [additional tools, platforms, or methods — e.g., Jira, Confluence, Figma, or analytics platforms (e.g., Mixpanel, Amplitude)]
- Background in [related field or industry — e.g., SaaS, e-commerce, healthcare, fintech]
- [Relevant certifications or degrees — e.g., Bachelor’s degree in a technical, business, or design field]
Work environment
This role is [remote / hybrid / in-office] with working hours based in [timezone or region]. Travel is not required / Occasional travel may be required for [team offsites, conferences, client meetings, etc.].
Compensation and benefits
We offer a salary range of [insert range] based on experience, along with benefits including:
- [X] days of paid vacation
- [Health / dental / vision insurance or local equivalent]
- [Remote work stipend, learning budget, parental leave, etc.]
Equal Opportunity notice
We’re an equal opportunity employer and welcome applicants from all backgrounds. We do not discriminate based on race, religion, gender, sexual orientation, age, disability, or any other protected status. (Optionally) You can read more at [link].
How to apply
Please submit your CV/resume and a short cover letter explaining why you’re a great fit for this role. (Optionally) If you’ve worked on products you’re proud of, feel free to include links or brief descriptions.
Download our free job description templates
Our team created for you 10 free description templates for various roles, such as:
- Administrative assistant
- Business analyst
- Chief of staff
- Data analyst
- Financial controller
- Paralegal
- Product manager
- Project manager
- Software engineer
…Plus a general job description template you can adapt to any role.
You can start using those templates right away. For this, you simply need to download them here:
Here’s how to use these templates:
- Browse the folder and open a template.
- Select Create a copy in the top-right corner.
- Log in or sign up for a Proton Account. The document will be instantly added to your Proton Drive, so you can edit it right away.
How to write a job description: A step-by-step process
Here are a few things to keep in mind when drafting a job description:
1. Start with a clear job title
The job title is the first thing candidates see, so it needs to be easy to understand, quick to find on platforms like LinkedIn or Indeed, and aligned with industry norms. While creative titles like “Customer Happiness Hero” might sound fun to you and your coworkers, most people will be searching for “Customer Support Specialist.”
Avoid using internal level indicators (like “Level 2” or “Grade B”) in the public-facing title unless they’re well-known in your industry. If your role is hybrid or remote, you can add a location tag like “(Remote)” or “(Paris-based)” to set expectations early.
2. Write a compelling job summary
The job summary should be a brief, high-impact paragraph that tells candidates what the role is, why it exists, and why it matters. In 2–3 sentences, you should explain what the person will do, how their work contributes to the team or company, and what makes the opportunity exciting.
A good example is “We’re looking for a results-driven Content Manager to lead our blog and editorial calendar. You’ll be responsible for growing organic traffic, managing freelance writers, and creating content that educates and converts. This is a high-impact role that directly supports our marketing and product goals.”
Speak directly to the candidate using “you” or “we,” and focus on impact over tasks. Instead of listing duties (“You will write articles and manage freelancers”), explain the purpose (“You’ll help grow our audience and shape the voice of our brand”).
3. List key responsibilities
This section outlines what the person will actually do day to day. It helps candidates picture themselves in the role and assess whether they have the experience to match.
Use bullet points to keep things readable, starting each one with a strong action verb like “manage,” “develop,” “analyze,” or “coordinate.” Each point should be concise and outcome-oriented, explaining what the tasks achieve instead of just listing them.
Make sure to describe the core functions of the job, not every possible task. Plus, you should avoid listing responsibilities that contradict the job title or summary, such as saying “lead strategy” in a junior role.
For example:
- “Develop and execute social media strategies to increase brand visibility and engagement.”
- “Coordinate with the design team to create on-brand graphics and campaign assets.”
- “Track and report on key performance metrics across channels.”
4. Define required and preferred qualifications
Qualifications tell candidates what they must bring to the table to be considered for the role — such as core skills, educational background, certifications, and relevant experience.
Focus on what really matters and avoid overloading this section with list items disguised as requirements, like niche tools that can be learned on the job. Doing so can discourage great candidates from applying.
For example:
- “2+ years of experience in digital marketing or content creation.”
- “Proficiency with tools like Google Analytics, SEMrush, or Ahrefs.”
- “Excellent written and verbal communication skills.”
If there are additional skills that would be nice to have but aren’t essential, save those for a separate preferred qualifications section.
5. Mention the work environment
Candidates should get a good idea of what day-to-day life will look like in the role — where and how they’ll be working, what kind of team they’ll be part of, and any expectations around schedule or travel.
Be clear about whether the role is remote, hybrid, or on-site, even if you already mentioned this in the job title. The more upfront you are, the better the fit you’ll get from applicants.
For example:
“This is a full-time remote role open to candidates based in the EU. Working hours are flexible, though some availability during 10 AM–4 PM CET is expected for team collaboration. Occasional travel to team offsites (2–3 times per year) may be required.”
6. Add salary and benefits
Including salary and benefits in a job description is increasingly expected — and required by law in some places, like the EU(nové okno), California(nové okno), and New York(nové okno). Be as specific as you can. If you can’t share exact numbers, a reasonable range is better than nothing.
When listing benefits, highlight what makes your company stand out, such as fully remote work, wellness stipends, extra time off, or paid learning opportunities. But avoid overloading this section with every single perk, like “free snacks.”
Example:
“This role offers a salary range of €45,000–€55,000 per year, depending on experience, plus a comprehensive benefits package that includes 25 days of paid vacation, private health insurance, an annual learning budget, and a remote office stipend.”
7. Include an equal opportunity notice
An equal opportunity (EO) statement is a short paragraph that shows your commitment to fair and inclusive hiring. Candidates will know you’re serious about creating a workplace where everyone — regardless of background — is welcome and respected.
While this is especially important for compliance in some places (like the US), it also helps build trust with applicants from underrepresented groups. You don’t need a wall of legal text. Just add a clear and sincere message that shows your values.
Example:
“We’re an equal opportunity employer and welcome applicants from all backgrounds. We do not discriminate based on race, religion, gender, sexual orientation, age, disability, or any other protected status.”
8. Review and simplify
Before you post your job description, do one final pass to tighten the language and ensure everything is clear, relevant, and aligned. Here’s a checklist to help you simplify and strengthen your listing:
- Use standard, searchable job titles — avoid internal or quirky naming.
- Keep your job summary short and focused on impact, not tasks.
- Start responsibilities with strong action verbs and focus on outcomes.
- Only list qualifications that are truly required, without without setting the bar unnecessarily high.
- Avoid vague traits like “team player” and save those soft skills for interviews.
- Be specific about work environment, such as remote, hybrid, hours, or travel required.
- Include a salary range or at least be transparent about compensation.
- Group benefits into clear themes like time off, wellness, and flexibility.
- Write in plain, inclusive language without using buzzwords or jargon.
- Use bullet points where possible since people skim job posts.
- Make sure your EO notice is present and easy to understand.
Writing clear, consistent job descriptions can be time-consuming. Our free templates should give you a head start, so you can focus on finding the right candidates. Just copy them to Proton Docs, tweak the details, and share with your team. And if you change your mind later, Proton keeps up to 10 years of version history so you can undo changes or restore the version you liked best.
