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When it comes to recruiting the right employee candidate, a well-written job description plays a vital role in that process.

A well-worded post not only attracts qualified candidates but also helps filter out those who may not be a good fit, ultimately saving time and resources in the hiring process, something Frank Newman, founder, and CEO of Newman Human Resources Consulting, says is critical for businesses.

“The No. 1 thing about writing a job description is being absolutely clear and honest,” he says. “And as a business owner, it’s just making sure you understand exactly what it is you are looking for because there’s nothing worse than being surprised at the last minute by a request for a job that wasn’t there.”

Determining the exact needs of the business when it comes to filling a particular position is vital before a business owner or operator should consider posting a job description, insists Frank.

“Maybe they are looking for a controller but don’t need a full-time one, and need a fractional one,” he says. “So, before they post an ad, they should be very clear on what their needs are. Is this a short-term need? I this a long-term need? What is the benefit, particularly if you’re adding a new position, and how is this going to increase revenue or decrease costs?”

Clarity key to finding successful candidate

Frank stresses the importance of having clarity when it comes to outlining the key responsibilities, required skills, qualifications, and necessary experience for the position.

When these details are clearly defined, candidates can quickly determine whether they meet the requirements and whether the role aligns with their career goals. This reduces the number of unqualified applicants and increases the chances that those who apply are genuinely suited for the role.

“You don’t want to attract someone to the position and then discover in six weeks or six months later, they decide the job isn’t really for them,” he says, noting the need to be very specific when it comes to outlining the mandatory skills and requirements crucial to the position. “It’s all about making sure you have your needs and exclusions in the description so that you are not wasting people’s time as well.”

Utilizing artificial intelligence (AI) tools to ensure they have crafted a well-written job post has become the norm for many businesses, however, Frank notes recent changes in Provincial legislation surrounding its use have impacted the recruitment process.

As of Jan. 1, 2026, the Working for Workers Four Act, 2024 (Bill 149) now requires Ontario employers with 25 or more employers to disclose its use when it comes to screening, assessing, or selecting job applicants in effort to increase transparency.

“If you interview someone, you now must reply to them – even if they are not selected - within a certain period of time (45 days of the last interview),” says Frank, noting it’s an attempt to discourage ‘ghosting’ by employers. “So, the requirements for recruiting in Ontario are putting more onus on the employer to keep records.”

Job post can assist in performance evaluations

However, he says reaching out to applicants, especially the unsuccessful ones, and approaching the process as a ‘customer service’ experience can be beneficial to the company’s reputation if that person has left feeling satisfied by their interaction. “It’s the same old adage,” says Frank. “If you have bad customer service, you’ll tell 100 people. If you have good service, you’ll tell at least two people.”

Finally, a well-written job description can remain beyond the hiring stage by serving as a reference for performance evaluations, training needs, and professional development discussions, something he says companies should always consider since hiring an employee is one of the most expensive propositions a business must make.

“If the job is worth at least $50,000 a year and that employee stays on for 20 years, that’s $1 million dollars,” says Frank. “So, I always say if you’re making a hiring decision consider it like a $1 million dollar decision.”

He also recommends companies be creative in their postings, even utilizing humour, and notes if they are having difficult filling a job, they may have inadvertently created a ‘unicorn position’.

“It’s almost as if they want someone who can do everything, like accounting and sales,” says Frank. “This means the criteria for the job is not clear or may simply be impossible, so a good job description should always be realistic.”

Tips for writing a well-written job posting:

Use a search-friendly job title

Avoid creative or vague titles like “Sales Rockstar” or “Tech Guru.” A clear, standard title (e.g., “Marketing Co-ordinator” or “Software Developer”) improves visibility and attracts the right applicants.

Write a compelling job summary

Begin with a short paragraph explaining what the roles does and why it matters, as well as how it contributes to the company. Focus on impact, not just tasks. A strong summary captures interest immediately and encourages qualified candidates to keep reading.

Keep requirements realistic

Don’t write a ‘laundry list’ and limit the 'must-haves' to what someone truly needs on day one. Long requirement lists discourage qualified applicants, especially women and underrepresented groups. Focus on skills that can’t be taught quickly; everything else can be learned.

Separate required vs. preferred qualifications

Keep requirements realistic and focused on what is truly necessary. Research shared by LinkedIn suggests that overly long requirement lists can discourage strong candidates from applying. Ensure that you distinguish clearly between required skills/experience and preferred (nice-to-have) qualifications. This helps widen your applicant pool while maintaining standards.

Highlight what makes the job attractive

Top candidates want to know what’s in it for them, including salary range (if possible), along with benefits and perks, growth opportunities, work flexibility (remote or hybrid), as well as company mission or values. Transparency builds trust and increases application quality.

Use your authentic voice to build your talent brand

Small businesses have an advantage: they can sound human and can write the post the way you’d talk to a great candidate in person. A touch of humour or personality can make your posting memorable - just keep it inclusive and genuine.

Make applying easy

Ensure the application process works smoothly on mobile and avoid forcing candidates to retype their resume into long forms. Shorter applications lead to more - and better - completed submissions.

Align the post with your real company values

Values should show up as behaviours, not slogans. If collaboration matters, describe how teams work together. Consistency across your website, social media, and job ads reinforces credibility.

Treat candidates like customers

Respond promptly and set clear expectations for timelines, acknowledging applications automatically so candidates aren’t left wondering. Keep interviews respectful, organized, and predictable. Even a thoughtful rejection message can turn an unsuccessful applicant into a future advocate or customer.