How to Write a Job Specification Step by Step

Introduction

Welcome! If you’ve ever wondered how to attract the right candidates, streamline your recruitment process, and set your future employees up for success, you’re in the right place. Crafting a clear and comprehensive job specification is a vital step in modern hiring. It’s more than just a checklist - it’s your blueprint for finding that perfect match.

In this friendly, detailed guide, we’ll walk you through everything you need to know about job specifications. We’ll answer questions like “what are job specifications?”, give you practical tips on how to write a job specification template, and share a sample job specification template you can use for free. Whether you’re new to hiring or a seasoned HR pro, these insights will help you create job specs that are clear, inclusive, and effective (Indeed, 2024; Michael Page, n.d.).

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What is a Job Specification?

Let’s start at the beginning: what exactly is a job specification?

A job specification is a document that spells out the qualifications, skills, experience, and personal attributes required for a particular role. Unlike a job description - which details the tasks and responsibilities of a position - a job specification zeroes in on the type of person needed to excel in the job (Indeed, 2024). Think of it as the “wish list” for your ideal candidate.

This distinction is important. While a job description answers “what does the role involve?”, the job specification answers “who can do this job best?” Both are essential, but a well-crafted job specification helps you filter applications, conduct focused interviews, and find candidates who truly fit your needs (Wikipedia, 2025).

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Why a Well-Defined Job Specification Matters

You might be asking, “Is a job specification really that important?” Absolutely! Here’s why:

• Attracting Suitable Candidates: A job specification with clear requirements encourages applications from people who genuinely match your needs, reducing time spent on unsuitable candidates (Indeed, 2024).
• Streamlining the Hiring Process: When you know exactly what you’re looking for, it’s much easier to evaluate candidates and make confident decisions (Michael Page, n.d.).
• Setting Clear Expectations: Job specifications help candidates understand what’s expected, which boosts job satisfaction and performance once they’re hired (Ongig Blog, 2025).
• Supporting Fair and Inclusive Hiring: A job specification template free from bias ensures a diverse range of applicants and helps avoid discrimination (Paylocity, n.d.).
• Providing a Benchmark for Success: Having a clear profile lets you evaluate employees’ progress and set goals for growth (Wikipedia, 2025).

In short, a well-defined job specification is your secret weapon for recruitment success.

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Key Components of a Job Specification

When it comes to writing a job specification, clarity and structure are your best friends. Here are the essential elements every job specification should include:

Educational Qualifications

Specify the minimum educational background required for the role. This might include:

• Level of education (e.g., Bachelor’s, Master’s, PhD)
• Field of study (e.g., Engineering, Marketing, Computer Science)
• Relevant certifications or licenses

For example: “Bachelor’s degree in Marketing or related field; Google Analytics certification preferred.”

Experience

Detail the type and length of experience you expect. This could cover:

• Number of years in a similar role or industry
• Type of experience (e.g., customer service, project management)
• Specific achievements or milestones

For example: “Minimum three years’ experience in B2B sales with a proven track record of meeting targets.”

Skills and Competencies

List both technical (hard) and interpersonal (soft) skills. Be specific! Examples include:

• Technical skills: proficiency in Excel, coding in Python, data analysis
• Soft skills: teamwork, problem-solving, leadership, adaptability

For example: “Advanced Excel skills; strong communication and negotiation abilities.”

Personal Attributes

Highlight the traits that make someone a good fit for your team and culture. Consider qualities such as:

• Attention to detail
• Adaptability
• Initiative
• Leadership qualities

For example: “Proactive self-starter with a keen eye for detail and a collaborative mindset.”

Special Requirements

Don’t forget any additional requirements that might apply, such as:

• Willingness to travel
• Physical demands (e.g., ability to lift 30 lbs)
• Language proficiency
• Background checks or security clearance

For example: “Ability to travel up to 25% of the time; fluent in Spanish.”

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How to Write a Job Specification Template

Ready to put pen to paper (or fingers to keyboard)? Here’s a step-by-step guide on how to write a job specification template that’s effective, inclusive, and easy to update.

Step 1: Conduct a Thorough Job Analysis

Before you start writing, take time to truly understand the role. This might involve:

• Reviewing current job descriptions and specifications
• Talking to current employees in the role
• Consulting with team members and managers
• Observing the day-to-day tasks involved

A solid job analysis helps you pinpoint the true requirements and avoid outdated or irrelevant criteria (Wikipedia, 2025).

Step 2: Define the Essential Criteria

Identify the absolute must-haves for the role. Ask yourself:

• What education, experience, or skills are non-negotiable?
• What would make a candidate immediately stand out?

Be specific, but realistic. Overly strict requirements can limit your talent pool and discourage great candidates from applying (Indeed, 2024).

Step 3: Differentiate Must-Haves from Nice-to-Haves

Separate your requirements into two categories:

• Essential: Absolutely necessary for success in the role.
• Preferred: Nice-to-have qualities that could set a candidate apart but aren’t mandatory.

This approach helps you attract more candidates and make fairer hiring decisions (Michael Page, n.d.).

Step 4: Use Clear and Inclusive Language

Avoid jargon, acronyms, or language that might confuse or exclude people. Instead, use:

• Plain, straightforward language
• Gender-neutral and bias-free terms
• Positive, welcoming tone

For example, instead of “rockstar developer,” try “experienced software developer with a passion for teamwork” (Ongig Blog, 2025).

Step 5: Review and Update Regularly

Job specifications shouldn’t gather dust. Review and update them regularly to reflect:

• Changes in company strategy or technology
• Evolving industry standards
• Feedback from employees and candidates

Keeping your job specification template current ensures you’re always hiring for what your team truly needs (Paylocity, n.d.).

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Common Mistakes to Avoid

Even with the best intentions, it’s easy to make mistakes when writing job specifications. Here are some pitfalls to watch out for:

• Being Too Vague: General statements like “good communication skills” don’t tell candidates what’s really expected. Be specific about what communication looks like in your context (Michael Page, n.d.).
• Overloading with Requirements: A long list of skills and qualifications can overwhelm candidates and prevent good people from applying. Focus on the essentials (Indeed, 2024).
• Ignoring Soft Skills: Don’t just list technical abilities - soft skills like adaptability and teamwork are often what make the difference in long-term success (Ongig Blog, 2025).
• Unintentional Bias: Avoid language or requirements that may exclude certain groups, such as unnecessary physical demands or gendered language (Paylocity, n.d.).
• Failing to Update: Roles evolve, and so should your job specifications. Make a habit of reviewing them at least annually or after any major team change (Wikipedia, 2025).

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Sample Job Specification Template (Free Download)

To make things even easier, here’s a job specification template free for you to use and adapt. This structure works for most roles and can be customized to fit your organization’s needs.

Job Title: [Position Name]
Department: [Department Name]
Location: [City, State] or [Remote/Hybrid]
Job Type: [Full-Time/Part-Time/Contract]

Educational Qualifications:

• [Degree Level] in [Field of Study]
• [Certification, if required]

Experience:

• Minimum [Number] years in [Relevant Field/Role]
• [Specific Experience, if applicable]

Skills and Competencies:

• [Technical Skill 1]
• [Technical Skill 2]
• [Soft Skill 1]
• [Soft Skill 2]

Personal Attributes:

• [Attribute 1]
• [Attribute 2]

Special Requirements:

• [Requirement 1]
• [Requirement 2]

Feel free to copy, paste, and tailor this sample job specification template to your needs. Remember, a job specification template free of unnecessary jargon and bias will attract a wider, more qualified pool of applicants (Slite, n.d.; Workology, n.d.; Wrike, n.d.).

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Conclusion

An effective job specification is more than a formality - it’s the foundation of a successful hiring process. By clearly outlining the qualifications, skills, and personal qualities you’re seeking, you set yourself up to attract the right candidates, make confident hiring decisions, and build a thriving team.

Regularly reviewing and updating your job specification template ensures it stays relevant and effective, reflecting changes in your organization and the broader job market. Whether you’re starting from scratch or refining an existing template, the steps and sample job specifications in this guide will help you create job specs that work for everyone.

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Create Better Job Descriptions Today

Ready to take your recruitment to the next level? Create job specifications that attract the best candidates, reduce hiring time, and set your new hires up for success.

Create Better Job Descriptions Today

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References

Indeed. (2024). How to Write Job Specifications (With Downloadable Templates). Retrieved from https://www.indeed.com/hire/c/info/job-specification

Michael Page. (n.d.). How to write a great job specification. Retrieved from https://www.michaelpage.co.uk/advice/management-advice/attraction-and-recruitment/how-write-great-job-specification

Ongig Blog. (2025). 5 Tips for Writing a Job Description Template. Retrieved from https://blog.ongig.com/job-descriptions/writing-a-job-description-template/

Wikipedia. (2025). Job analysis. Retrieved from https://en.wikipedia.org/wiki/Job_analysis

Paylocity. (n.d.). How to Write a Job Description: Template, Tips, & Examples. Retrieved from https://www.paylocity.com/resources/library/articles/how-to-write-job-description/

Amtec. (n.d.). How to Write a Job Description the Right Way! (Template Included). Retrieved from https://www.amtec.us.com/blog/how-to-write-a-job-description-the-right-way-template-included

Slite. (n.d.). Customizable Job Description Templates | Free 60+ Templates. Retrieved from https://slite.com/templates/job-description-template

Workology. (n.d.). How to Write a Job Description [Template]. Retrieved from https://workology.com/how-to-write-a-job-description-template/

Wrike. (n.d.). Job Description Template. Retrieved from https://www.wrike.com/blog/job-description-template/