1. Use a title people search for
Job seekers search for plain titles: "receptionist," "HVAC technician," "office manager." Skip internal titles like "Customer Happiness Hero." If your title is unusual, put the common one first: "Front Desk Receptionist (Client Coordinator)."
2. Write a two to three sentence summary
Say what the business does, what this person is responsible for and why the role matters. A candidate should know after three sentences whether to keep reading.
3. List duties as things the person will do
Start each duty with a verb and keep it concrete. "Answer phones and book appointments in our scheduling app" tells a candidate more than "manage client communications." Five to eight duties is usually enough. Put the most frequent work first.
4. Split requirements into must-have and nice-to-have
Long requirement lists drive away good candidates who meet most of them. Keep must-haves to what the person truly needs on day one: a license, a clean driving record, the ability to lift a set weight. Move everything else to nice-to-have.
5. State the pay range and schedule
Pay and hours are the first things most applicants look for. Some states and cities now require a pay range in job postings, so check the rules where you hire. Include the schedule, whether it is full or part time, and the location or whether remote work is possible.
6. Tell people how to apply
One clear step: apply on the job board, email a resume to one address, or fill out a short form. Say what happens next and when.
Mistakes that bring in the wrong applicants
- Vague duties. If the job is 70% phones, say so.
- No pay. Many applicants skip postings without pay, and leaving it out may break local rules.
- Coded language. Words like "young and energetic" can discourage qualified people and create legal risk. Describe the work, not the person.
- Copying a big company's posting. A small business sells flexibility, access to the owner and variety. Say that.
A simple template
Job title: plain, searchable title
About us: one or two sentences on the business
The role: two to three sentence summary
What you'll do: five to eight duties, starting with verbs
Must have: only true day-one requirements
Nice to have: everything else
Pay and schedule: range, hours, full or part time, location
How to apply: one step, and what happens next
This guide is general information, not legal advice. Employment rules vary by state and city.
Published by Groundwork Business Advisory. Updated October 13, 2026.