Step-by-Step Guide to Writing a Great Job Description (Free Templates)

If you’ve ever wondered why great candidates skip your job ads, the answer might be in the job description.

A clear, honest, and structured job description can help you attract better candidates, set the right expectations, and make hiring smoother.

Don't worry, you can enhance your job description to attract excellent candidates.

Read below for how to create a strong job description, complete with examples, templates, and tips.

What is a Job Description?

A job description is a written document that outlines the tasks, responsibilities, qualifications, and expectations for a specific role.

It explains what the job is, what the employee needs to do, and what qualifications are required.

A job description is a tool to:

Define what the role involves.
Guide recruitment, onboarding, and performance reviews.
Set clear expectations for employees.
Avoid miscommunication and legal issues.

It’s the first step in the hiring process and also serves as a reference point throughout the employee’s time with your company.

Why Job Descriptions Matter for Employers in Malaysia

For companies in Malaysia, job descriptions help in more ways than one.

When done right, they:

Create clarity in roles and responsibilities so employees understand what is expected.
Improve recruitment by attracting candidates who match the role.
Support onboarding and training because new hires know what they signed up for.
Help during performance reviews by serving as a reference.
Reduce legal risk, especially in disputes over work scope or contracts.

When you hire someone without a clear description, both parties may have different expectations.

This often leads to miscommunication, poor performance, or even early resignation.

Key Components of a Job Description

Every good job description has a few key parts. Below are the key components, along with examples to help you write your own:

Job Title

Use common terms that match the industry. Avoid jargon or creative labels that may confuse candidates.

For example, use “Sales Executive” instead of “Sales Ninja.”

If you’re unsure, research similar roles on platforms like LinkedIn, or AJobThing, Maukerja to find out what titles other companies use for similar jobs.

Department and Reporting Line

Specify which department the role belongs to and who the person will report to. Candidates can understand their place in the organisational structure.

It also avoids confusion in terms of reporting relationships, especially in bigger companies where many teams work together. Be specific and consistent with internal department naming.

Example: “Marketing Department | Reports to: Marketing Manager.”

Job Purpose/Summary

A short paragraph explaining the overall goal of the role and how it contributes to the company’s objectives.

This is also a great place to link the job’s impact to your company's mission or values.

For example: “This role supports our mission to deliver affordable healthcare by managing patient data systems effectively.”

Key Responsibilities

Use 5–8 bullet points to list the main tasks expected in this role. Start each bullet with a clear action verb like “manage,” “coordinate,” “analyze,” or “support” to keep the focus on what needs to be done. Prioritise responsibilities that directly support your business goals or daily operations.

For example: “Manage incoming customer queries,” “Coordinate weekly inventory checks,” or “Prepare monthly financial reports.”

Using action verbs helps candidates quickly understand the work and makes your job ad more engaging and scannable.

Required Qualifications and Skills

Clearly list what candidates must have to do the job well, such as minimum education level, years of experience, specific technical skills, or certifications.

Start this section by focusing on the non-negotiables. Then, in a separate section, add the ‘preferred but not required’ qualifications to widen the candidate pool without scaring off capable candidates.

Example:

Diploma in Business Administration or equivalent.
Minimum 2 years of experience in customer service.
Proficiency in Microsoft Excel and CRM tools.

Working Conditions

Mention the job location, standard working hours, and whether the role is remote, on-site, or hybrid. If relevant, also state any travel requirements, physical demands, or shift work involved.

This helps candidates know what to expect and whether they can meet the job's physical and scheduling needs.

Example: “Based in Shah Alam, 5-day week, 9 am–6 pm, occasional weekend travel required.”

Compensation Range (optional)

Providing a compensation range can help manage candidate expectations and attract candidates who match your budget.

A clear salary range, such as “RM3,000–RM4,500 based on experience,” gives candidates a realistic idea of what the role offers and saves time by reducing mismatched applications.

You can decide whether to list the range based on your company’s policy or the competitiveness of the role. If you're unsure about what salary range to include, refer to salary data from platforms like LinkedIn, or Glassdoor for similar roles in your industry and region.

Be transparent about whether performance bonuses or commissions are part of the package. Adding “subject to experience” or “with potential for increment” can also help you stay flexible during negotiation.

Example: “RM3,000–RM4,500 based on experience.”

Company Benefits

This section helps attract candidates by highlighting what your company offers beyond salary. Benefits like EPF and SOCSO are expected in Malaysia, but listing them clearly builds trust.

You can also include extras that set your company apart, like annual bonuses, medical insurance, dental coverage, parking allowance, wellness subsidies, or remote work options.

Make the benefits realistic and transparent. Candidates can evaluate the full value of the job and can influence their decision to apply, especially when comparing similar roles.

Example: “EPF, SOCSO, annual bonus, medical insurance, dental allowance, company laptop, parking pass.”

Hiring Timeline

Stating a hiring timeline can help set expectations for both internal teams and candidates.

For internal stakeholders, it clarifies when the position needs to be filled and guides the urgency of recruitment efforts.

Candidates can have clarity on how soon they can expect a decision. Be specific with your dates. Instead of “ASAP,” say “Target hire date: August 2024.”

The hiring process can also be more accountable and avoid unnecessary delays.

Other Benefits

Non-monetary benefits can make a big difference in candidate interest.

These could include tools and perks that support productivity, well-being, or daily work convenience.

For example, mention if the employee will be provided a laptop, access to wellness subsidies, parking facilities, or team-building retreats.

Highlighting these perks gives candidates a clearer picture of the work environment and helps your offer stand out from others in the same pay range.

How to Write a Job Description

Writing a good job description is like writing a product listing, except the “product” is the job itself.

Here are some steps and extra tips to help:

Use clear and concise language. Avoid long sentences or internal jargon. Keep it easy to read.
Avoid discriminatory language. Do not mention gender, race, age, or appearance unless legally required.
Use bullet points where it helps. Bullet points help with scannability, especially in responsibilities and qualifications.
Match the job description to the job title and salary. Be honest about the role’s level. A junior role shouldn’t have “manager” in the title.
Add a hook in the summary. One sentence to make the candidate curious. Example: “Join our dynamic team to grow your sales career in the F&B industry.”
Check similar listings. Benchmark against top-performing ads on sites like AJobThing, Maukerja or LinkedIn.
Include a company culture brief. Mention your mission or work values in 1–2 lines to help with employer branding. This can give the candidates a brief vision of what it looks like to work in your company.
Review and get feedback: Ask team members or supervisors to review the draft before publishing.

Job Description vs. Job Specification

Aspect	Job Description	Job Specification
Focus	The role itself	The person needed for the role
Purpose	Explain job duties, responsibilities, and where the job fits in the organisation	List qualifications, skills, experience, and traits required
Example	“Responsible for managing warehouse stock and daily logistics coordination.”	“Minimum SPM, 1 year logistics experience, basic Excel skills, team player.”
Use Case	Recruitment ad, employee handbook, job contract reference	Resume screening, interview prep, training design

Common Mistakes in Writing Job Descriptions

Even experienced HR professionals make errors that can turn good candidates away.

Here are common issues and how to fix them:

Too Vague

The phrase “Handle admin work” can lead to multiple interpretations, which may leave candidates unclear about its meaning.

It would be helpful to break this down into specific tasks so that candidates can better understand the job description and set accurate expectations.

For example, you could clarify it as: “Prepare monthly reports, manage office supply inventory, and answer phone calls.”

Too Long or Too Detailed

It is mentioned before that making the job description into bullet points can help candidates scan and understand in a quick time. But if you write 20 bullet points covering every single task, it can overwhelm the candidates. They may skip applying.

To avoid this, keep to the top 5–8 core duties. Mention “Other tasks as assigned” for flexibility.

Biased Language

A company that prioritizes inclusivity has a distinct advantage in attracting job candidates. However, some companies tend to use biased language in their job descriptions, such as “Looking for a young, energetic sales rep,” which can exclude older candidates and potentially lead to legal troubles. Instead, focus on the skills required for the job.

For example, you could say: “Looking for a self-motivated sales executive with strong communication skills.” This approach ensures that your company is not perceived as biased.

Unrealistic Requirements

“Fresh graduate with 5 years of experience.” This statement seems unrealistic, doesn’t it? If you continue to write job descriptions with requirements that don’t align with reality, you risk discouraging potential candidates.

Therefore, when creating a job description, ensure that the requirements are in line with real market expectations.

Not Reviewing or Updating Job Description Regularly

Many job openings still list outdated descriptions.

If candidates read these descriptions, they might assume that the daily responsibilities align with what is stated, even if it is no longer accurate.

To ensure that candidates have the same expectations as you regarding the day-to-day responsibilities, it’s important to update your job descriptions regularly or whenever roles evolve.

4 Sample Job Description Templates for Malaysian Employers

We’ve included 4 ready-to-use templates you can download and customise.

These templates are built around best practices and tailored for the Malaysian market:

Job Title:
Administrative Assistant

Department:
Operations

Reports to:
Office Manager

Job Summary / Purpose:
We are looking for an organised and reliable Administrative Assistant to support our daily office operations. This role helps keep the office running smoothly and plays a key part in creating a productive working environment. The Admin Assistant will assist in handling data entry, document management, and basic coordination tasks that support other departments.

Key Responsibilities:

Manage and organise incoming and outgoing documents.
Answer phone calls, take messages, and direct them to the right person.
Assist in scheduling meetings, booking rooms, and preparing agendas.
Support office supply ordering and stock monitoring.
Help with data entry and simple report preparation (Excel, Google Sheets).
Greet visitors and handle basic front-desk duties when needed.

Required Qualifications and Skills:

SPM or Diploma in Business Administration or any related field.
Basic computer skills (MS Office, email, Google Docs).
Good organisation and time-management skills.
Able to communicate clearly in Bahasa Malaysia and English.

Preferred Qualifications (Optional):

1 year of experience in administrative support or internship.
Familiarity with simple office systems (e.g., e-leave, basic accounting software).

Working Conditions:

Office-based in Puchong, Selangor.
5-day week, 9 am–6 pm.
Occasional Saturday work during the month-end closing.

Compensation Range:

RM2,200 – RM2,800/month, depending on experience.

Benefits:

EPF, SOCSO, and EIS contributions.
Annual leave, medical leave, and dental claim.
Company laptop provided.
On-the-job training and mentorship.

Hiring Timeline: Role to be filled by mid-August 2025.

Job Title: Sales Executive – Mid-Level
This role is part of the Commercial Team and reports directly to the Head of Sales.

Role Overview:
As a Sales Executive, your main goal is to grow the company’s revenue by managing sales activities, engaging new leads, and building long-term customer relationships. You’ll handle end-to-end sales—from prospecting to closing—and support our business expansion goals.

Main Responsibilities:

Prospect and develop new business opportunities via calls, referrals, and networking.
Arrange and attend meetings with potential clients.
Present products and services based on customer needs.
Handle quotations, sales agreements, and follow-ups.
Maintain accurate records in CRM and prepare monthly reports.
Work closely with marketing to run promotional campaigns.
Meet or exceed assigned sales quotas.

Required Qualifications & Skills:

Degree or Diploma in Marketing, Business Administration, or equivalent.
2–4 years of experience in sales, preferably in B2B or service-based industries.
Strong communication and interpersonal skills.
Proficient in Microsoft Excel, Google Sheets, and CRM software.
Able to travel locally as needed.

Nice to Have (Preferred Skills):

Prior experience selling SaaS, F&B, or logistics services.
Multilingual: Mandarin is a plus due to the client base.

Work Location & Hours:

Office-based in Kuala Lumpur (near LRT).
Monday to Friday, 9 AM–6 PM.
May require weekend support for events or expos.

Salary & Compensation :

Basic salary: RM3,200–RM4,800/month
Incentive: Commission + quarterly performance bonus

Company Benefits:

SOCSO, EPF, EIS contributions
Annual leave, medical benefits, dental & optical
Company phone or allowance
Sales travel claims and mileage reimbursement
Staff discounts & team building activities

Hiring Schedule: We aim to complete hiring by mid-September 2025.

Department & Reporting Line: Human Resources Department
Reports to: General Manager / Head of Operations

Job Purpose / Summary

The HR Manager is responsible for leading the HR function to support business objectives. This role oversees the full spectrum of HR operations, including recruitment, employee relations, compliance, payroll, and policy development. As a key member of the management team, the HR Manager helps shape company culture and creates a positive, productive work environment.

Key Responsibilities

Lead the end-to-end recruitment process, from job posting to onboarding.
Develop and implement HR policies that align with company values and Malaysian labor laws.
Handle employee relations, including grievance resolution, counselling, and disciplinary procedures.
Supervise monthly payroll processing, including EPF, SOCSO, and EIS contributions.
Oversee performance appraisal cycles and coordinate learning and development programs.
Maintain accurate HR records and employee database using HRMS or other systems.
Advise management on employment law compliance and HR best practices.
Manage staff welfare programs, health and safety compliance, and internal communications.

Required Qualifications and Skills

Must-Have:

Bachelor’s degree in Human Resources, Business Admin, or equivalent.
Minimum 5 years of experience in an HR generalist or HR manager role.
Strong understanding of Malaysia’s Employment Act, OSHA, EPF/SOCSO regulations.
Proficiency in Microsoft Office and HR software (e.g., HRMS or HRIS).
Good interpersonal and communication skills in English and Bahasa Malaysia.

Preferred:

Professional HR certification (e.g., MIHRM, SHRM-CP).
Experience managing change or digital HR transformation projects.
Background in F&B or retail industry is a plus.

Working Conditions

Location: On-site at HQ office, Kuala Lumpur
Working hours: Monday–Friday, 9.00 am–6.00 pm
Occasional travel for training, recruitment events, or branch support

Compensation Range

RM6,000 – RM8,000/month (depending on experience)

Company Benefits

EPF, SOCSO, EIS
Annual bonus
Medical insurance
Staff training & development support

Hiring Timeline

Target to hire by: End of August 2024

Non-Monetary Benefits

Laptop, mobile phone allowance
Hybrid work flexibility (upon confirmation)
Team bonding activities, wellness programs

Job Title: Software Engineer

Department & Reporting Line: Technology Department

Reports to: Head of Engineering / Tech Lead

Job Purpose / Summary

We are looking for a Software Engineer to join our growing tech team to develop reliable, high-performance web applications. This role involves collaborating with designers, product managers, and other engineers to build new features, improve code quality, and solve technical challenges. The ideal candidate is someone who enjoys clean code, agile teamwork, and delivering real-world impact to users.

Key Responsibilities

Design, develop, and maintain scalable web applications using modern frameworks.
Collaborate with product managers and UI/UX designers to understand user requirements.
Write clean, testable, and efficient code following best practices.
Conduct code reviews and provide constructive feedback to peers.
Troubleshoot and debug technical issues across development, staging, and production.
Participate in sprint planning and contribute to technical architecture decisions.
Maintain accurate documentation for features, codebases, and processes.
Continuously improve application performance, security, and reliability.

Required Qualifications and Skills

Must-Have:

Bachelor’s degree in Computer Science, Software Engineering, or related field.
At least 2 years of hands-on experience in web or mobile development.
Strong knowledge of one or more programming languages (e.g., JavaScript, Python, Java).
Familiarity with React, Vue.js, Node.js, or similar frameworks.
Experience with REST APIs, databases (SQL/NoSQL), and Git version control.

Preferred:

Knowledge of DevOps tools (Docker, CI/CD pipelines).
Familiarity with Agile methodologies.
Experience working with cloud platforms like AWS or Azure.
Past contribution to open-source or personal tech projects.

Working Conditions

Location: Hybrid (3 days in-office, Bangsar South)
Working hours: Monday–Friday, 9.30 am–6.00 pm
No travel required

Compensation Range

RM5,000 – RM7,000/month (negotiable based on experience)

Company Benefits

EPF, SOCSO, EIS
Performance-based bonus
Group medical insurance
Professional development fund (conferences, courses)

Hiring Timeline

We aim to fill this position by October 2024

Non-Monetary Benefits

High-spec MacBook provided
Flexible dress code
Monthly tech knowledge-sharing sessions
Access to co-working spaces

How to Avoid Job Descriptions Recognized as a Job Scam

Some job descriptions end up sounding like scams without meaning to. How to prevent that?

Be transparent with your company name and contact information.
Avoid overpromising benefits without a clear explanation.
Mention that no payment is required from candidates.
Use official hiring platforms and emails.
List realistic duties and salary based on industry benchmarks.

Clear and professional job descriptions protect your employer brand and attract better candidates.

How Often Should You Update Job Descriptions?

At a minimum, review all job descriptions:

Once a year
When an employee leaves
When the job scope changes
During performance review cycles

Updating job descriptions regularly will keep them aligned with current business needs and prevent confusion for new hires.

Using Job Descriptions in Performance Reviews & Promotions

Job descriptions aren’t just useful during hiring. They also help track employee progress. During reviews:

Compare actual performance with the listed duties.
Identify tasks that were added or removed.
Use the JD to discuss career growth or additional responsibilities.

By doing this, performance reviews are more fair, structured, and tied to real expectations.

FAQ

What makes a good job description?

It’s clear, specific, and tailored to the job role. It also avoids vague language and outlines both what the job needs and what the candidate brings.

Can I use ChatGPT to generate a job description?

Yes, but always edit and review it to match your company’s needs, culture, and Malaysian labor laws.

Are job descriptions mandatory in Malaysia?

They are not legally required, but are highly recommended for clarity and legal protection.

Should I include salary in the job description?

It’s optional but helpful. Including a salary range can attract the right candidates and reduce mismatch.

How do I create different job descriptions for similar roles in different departments?

Start with a base template, then adjust the responsibilities and goals to fit the department.

Can I use the same job description for foreign and local hires?

Yes, but adjust for language, visa, or cultural expectations if needed.

How does a job description relate to the contract of employment?

The job description supports the contract by giving more context to the role. It’s not legally binding, but it helps clarify duties and expectations.

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