Free form template · Word

Job Description Template

A job description (JD) defines what a role exists to do, its key responsibilities, measurable result areas, reporting line and the skills needed to succeed. HR and the hiring manager prepare it before hiring, and it is later used for onboarding, appraisals and role clarity.

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[Company Logo][Company Name]

JOB DESCRIPTION

Company:: [Company Name]
JD Code:: [Reference Number]
Version / Date:: [Version] / [Date]

1. Job Details

Field	Details
Designation	[Designation]
Department	[Department]
Grade / Band	[Grade]
Reports To	[Reporting Manager]
Direct Reports	[Number / None]
Location	[Work Location]
Employment Type	[Permanent / Contract]

2. Job Purpose

The [Designation] is responsible for [core purpose of the role] in order to [business outcome]. The role works closely with [teams / stakeholders] and contributes to [department goal].

3. Key Responsibilities

[Plan / execute / manage] [activity] to achieve [result].
Prepare and present [reports / MIS] to [stakeholder] every [frequency].
Ensure compliance with [company policy / statutory requirement / SOP].
Coordinate with [internal teams / vendors / clients] for [purpose].
Maintain accurate records of [records] in [system].
Identify improvements in [process] and implement agreed changes.
Perform other reasonable duties assigned by the reporting manager.

4. Key Result Areas and KPIs

KRA	Sample KPI	Target
[Result Area]	[Measure]	[Target]
[Result Area]	[Measure]	[Target]
[Result Area]	[Measure]	[Target]

5. Requirements

Essential Qualification
Preferred Qualification
Experience (years and domain)
Technical Skills / Software
Behavioural Competencies
Languages

6. Working Conditions

Working days and hours: [Days / Hours]
Shift or night work: [Yes / No]
Travel: [% / Locations]
Special requirements: [PPE / field work / client site]

Prepared by
[HR Name]
Date: [Date]

Approved by
[Reporting Manager]
Date: [Date]

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Job summary that states the purpose of the role in one paragraph
Key responsibilities written as action statements
KRAs with sample KPIs, linking the JD to performance reviews
Qualifications, experience and competencies
Reporting relationships and team size
Working conditions: shifts, travel, location
Revision date and owner, so the JD stays current

When to use it

Before advertising any vacancy, so the ad and interviews follow one source
Attaching to an appointment letter to define duties
Setting KRAs and KPIs for appraisal
Grading roles or benchmarking salaries

How to customise this template

1Replace the sample responsibilities with 6–10 duties specific to the role
2Add industry requirements such as GST filing, GMP compliance or POCSO training
3Align KPIs with your appraisal form
4Add a 'flexibility clause' line if your company wants it
5Get the hiring manager and HR to sign the final version

HR tips

Start each responsibility with a verb (prepare, manage, ensure) and keep it to one line
Separate must-have qualifications from preferred ones so you do not filter out good candidates
Avoid discriminatory requirements such as age, gender or marital status unless legally justified
Review JDs every year or whenever the role changes significantly

For HR & hiring managers

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Frequently asked questions

What is the difference between a job description and job specification?+

A job description explains the duties and outcomes of a role. A job specification describes the person needed: qualifications, experience, skills and traits.

How long should a job description be?+

One to two pages is enough for most roles. Focus on 6–10 key responsibilities and clear requirements.

Is a JD legally binding?+

A JD attached to the appointment letter forms part of the employment terms, so keep it accurate and include a line allowing reasonable additional duties.

All 50 recruitment & hiring →

[Company Logo][Company Name]

JOB SPECIFICATION

Company:: [Company Name]
Designation:: [Designation]
Department:: [Department]
Date:: [Date]

1. Education and Certifications

Requirement	Essential	Desirable	Assessed By
Graduation / Diploma	[Degree]	[Degree]	Document check
Professional certification	[Certification]	[Certification]	Certificate
Licence / registration	[Licence]	-	Original verification

2. Experience

Requirement	Essential	Desirable	Assessed By
Total experience	[Years]	[Years]	Resume / reference
Domain / industry	[Domain]	[Domain]	Interview
Team handling	[Yes / No]	[Team size]	Interview

3. Technical Skills

Form · Word

Job Specification Template

Download .docx

[Company Logo][Company Name]
WE ARE HIRING
[Designation] – [Work Location] | [Experience] Years
[Company Name] is a [industry] company serving [customers / markets] from [cities]. We are growing our [Department] team and looking for a [Designation] who enjoys [one-line motivation, e.g. solving customer problems / building reliable systems].
What you will do
- [Responsibility 1]
- [Responsibility 2]
- [Responsibility 3]
- [Responsibility 4]
- [Responsibility 5]
What we are looking for
- [Qualification] with [Experience] years in [domain]
- Working knowledge of [skill / software]
- Good communication in [languages]
- Willingness to [travel / work shifts], if applicable
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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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[Company Logo][Company Name]
REPLACEMENT HIRING REQUEST
Request No.:
[Reference Number]
Date:
[Date]
Department:
[Department]
Part A – Exiting Employee Details
Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location
Part B – Reason for Vacancy
- Resignation
- Termination
- Retirement
- Internal transfer / promotion
- End of fixed-term contract
- Other: [Specify]
Part C – Replacement Requirement
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[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
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[Company Logo][Company Name]
JOB OPENING FORM
Opening ID:
[Reference Number]
Linked Requisition No.:
[Requisition Number]
Date:
[Date]
Section 1 – Opening Details
Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required
Section 2 – Salary and Benefits Display
- Show salary range: ₹[Amount] – ₹[Amount] per annum
- Show 'Best in industry / Negotiable'
- Do not display salary
- Mention benefits: PF, health insurance, [Other]
Section 3 – Posting Schedule
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Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions