- Use clear and concise language. When possible, use words that have a single meaning. Use examples / explanations for words which have varying interpretations
- Use nontechnical language whenever possible. A good job description explains the objectives, duties, and responsibilities of a job so that they are understandable even to a layperson.
- Use telegraphic sentence style (implied subject / verb / object / explanatory phrase). Avoid unnecessary words
- Keep sentence structure as simple as possible; omit all words that don't contribute necessary information.
- Begin each sentence with an active verb, always use the present tense.
- Whenever
possible, describe the desired outcome of the work, rather than
the method for accomplishing that outcome.
For example, instead of "writes down phone messages"- a task-oriented approach - you might say "accurately records phone messages. - Avoid words, such as "handles," that don't tell specifically what the employee does. Others you may want to avoid: "checks," "prepares," "examines," "sends." If these words are the most accurate and specific ones available, it may be acceptable to use them. But if a more specific term would describe the task more clearly, use it.
- Use generic terms instead of proprietary names ("Microsoft," "Xerox," "Macintosh," etc.).
- Avoid using gender based language.
- Qualify whenever possible. Don't just say that a file clerk "files" materials; say that s/he "files alphabetically.
Example:
The job incumbenttransportsall companymail to various locations throughout theentirefacility.