MadyHR.ai Free Resources · USA

Free Job Description Template

A clear job description tells candidates what the role really involves and gives you a fair, consistent yardstick for hiring, pay and performance reviews. Listing the essential functions in writing before you advertise is also good practice under the Americans with Disabilities Act.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

Advertising a new or vacant role
Updating a role that has changed
Deciding whether a role is exempt or non-exempt from overtime

Tips before you use it

Describe the job, not the person you imagine doing it — avoid words that hint at age, gender or other protected traits (for example "young", "digital native" or "salesman").
List only the physical requirements the job genuinely needs.
Check whether your state or city requires a pay range in job postings — a growing number do.
Exempt status depends on the actual duties and pay, not the job title. Check the DOL rules before marking a role exempt.

Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

Job Description

[Job Title]

Company
Department
Reports to
Work location (on-site / hybrid / remote)
Employment type (full-time / part-time / temporary)
FLSA status (exempt / non-exempt)
Pay range
Schedule / hours
Date written or updated

About [Company Name]

[Two or three sentences about the business, its customers and its team.]

Role summary

[One short paragraph explaining why this role exists and what success looks like.]

Essential functions

Note for employer (delete before use): List the core tasks the role exists to perform. These matter if an employee later asks for a reasonable accommodation, so keep them accurate.

[Essential function 1]
[Essential function 2]
[Essential function 3]
[Essential function 4]

Other duties

[Other duty 1]
[Other duty 2]
Other reasonable duties related to the role, as assigned.

Qualifications

Required:

[Required skill or experience]
[Required license or certification, if any]

Preferred:

[Preferred skill or experience]

Physical and working conditions

[Describe only genuine requirements, for example: "Regularly lifts up to 25 lbs" or "Works in an office environment". Delete this section if not relevant.]

Equal employment opportunity

[Company Name] is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age, disability, genetic information, veteran status or any other characteristic protected by federal, state or local law. Applicants who need a reasonable accommodation during the hiring process may contact [HR Contact Email].

Download free (Word .docx)

Frequently asked questions

What should a job description include?

A job title, a short summary, the main duties, the essential functions, the skills and qualifications required, the work schedule and location, the pay range where you provide one, and whether the role is exempt or non-exempt from overtime under the Fair Labor Standards Act.

Does the job title decide whether a role is exempt from overtime?

No. Under the FLSA, exemption depends on the employee's actual duties and how and how much they are paid, not the title. The U.S. Department of Labor's Fact Sheet #17A explains the tests.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

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