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Job Specification Template

A job specification describes the ideal person for a role rather than the work itself. It separates essential and desirable qualifications, experience, skills, competencies and any physical or licence requirements, giving recruiters a clear yardstick for screening and interviews.

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[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

Skill	Level Required	Essential / Desirable	Assessed By
[Skill / Software]	[Basic / Intermediate / Advanced]	[E / D]	[Test / Interview]
[Skill / Software]	[Level]	[E / D]	[Method]
[Skill / Software]	[Level]	[E / D]	[Method]

4. Behavioural Competencies

Competency	What Good Looks Like	Assessed By
Communication	[Indicator]	Interview
Ownership	[Indicator]	Behavioural questions
Teamwork	[Indicator]	Interview / reference
Customer orientation	[Indicator]	Role play

5. Other Requirements

Languages (speak / read / write)
Willingness for shifts or travel
Physical requirements genuinely needed for the job
Preferred notice period
Location preference / relocation

Note: Requirements are job-related. Candidates are assessed without regard to religion, caste, gender, marital status, disability or any other characteristic unrelated to the job.

Prepared by
[HR Name]
Date: [Date]

Approved by
[Reporting Manager]
Date: [Date]

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What this template includes

Essential vs desirable columns, so screening is consistent
Education and certifications with acceptable equivalents
Experience by domain and years
Technical and software skills
Behavioural competencies with observable indicators
Physical, licence or medical requirements where the job truly needs them
How each requirement will be assessed

When to use it

Briefing recruiters or agencies on the candidate profile
Building a screening checklist or interview scorecard
Setting minimum eligibility for campus or walk-in drives
Explaining to managers why a candidate was not shortlisted

How to customise this template

1Copy the role details from the job description to keep both aligned
2Add assessment methods such as test, interview or document check
3Include licence requirements like a driving licence or professional registration
4Remove the physical requirements row for desk roles

HR tips

Keep 'essential' short; every essential item you add shrinks the candidate pool
Allow equivalents such as 'B.Com or equivalent with relevant experience'
Only list physical requirements genuinely needed for the job to avoid discrimination
Use the same criteria in your interview scorecard

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

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Frequently asked questions

What does a job specification contain?+

It lists the qualifications, experience, skills, competencies and personal attributes a candidate needs, usually split into essential and desirable.

Can job description and specification be one document?+

Yes, many companies combine them. Keeping them separate is useful when recruiters only need the candidate profile.

How do I use a job specification in interviews?+

Turn each essential criterion into a rating line on the interview scorecard so every candidate is assessed on the same points.

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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
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[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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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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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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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