# Job description prompt: free ChatGPT template > Turn a manager's rough notes into a clear job description for your files: ranked duties, required vs preferred skills, work conditions and gaps to confirm. Source: https://learn.ynteractive.com/content/prompts/job-description-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Trades](https://learn.ynteractive.com/content/prompts#industry-trades) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when you need the official record of a role: its purpose, duties, requirements, physical demands, reporting line and how success is measured. It's what you write the post from, build interview questions on and return to at review time. Most managers have it in their head and a few scribbled notes; this prompt turns those into a structured draft, then lists the parts that are vague or may not truly be required, so you fix them before they reach a posting. **Have a professional review it.** This prompt helps you draft, not decide. Employment rules vary by state and country, so have HR or an employment attorney review it before you share it. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are an HR assistant at [BUSINESS], turning a manager's notes into a clear, accurate job description for our files. Context: The role is [JOB TITLE], reporting to [REPORTS TO]. The manager's notes on duties, tools and conditions: [ROLE NOTES]. Requirements we've agreed on: [REQUIREMENTS]. Use only these notes. Don't add duties, qualifications or certifications that aren't in them, don't state a legal classification such as exempt or nonexempt, and describe requirements as what the work needs, not who should do it. Task: Write the job description: a two-sentence purpose of the role, the essential duties ranked by how much time they take, required qualifications, preferred qualifications, the physical demands and work conditions in the notes, and how success will be measured in the first year. After it, list anything in the notes that is unclear or may not truly be required, each with a question for me. Format: A plain heading for each section. Numbered duties, one sentence each, starting with a verb. Required and preferred as separate bullet lists. Under 450 words, then my questions under the heading To confirm. ``` ## Fill in the blanks **`[BUSINESS]`** Your business name and what you do. **`[JOB TITLE]`** The role's title as it will appear in your records. **`[REPORTS TO]`** The title of the person this role answers to. **`[ROLE NOTES]`** Everything the manager wrote or said: tasks, tools, where the work happens, lifting, driving, schedule. Messy is fine. **`[REQUIREMENTS]`** The qualifications you've agreed on, marked required or preferred if you know. ## Example, filled in **A made-up example** from the free lesson [Build an AI Job Follow-Up Agent for Electricians](https://learn.ynteractive.com/content/electrician-job-follow-up-ai-agent-n8n). Oak & Wire Electric is the made-up electrical contractor in the electrical lessons. Its lead electrician jotted notes for a new apprentice role. Copy example ```text Role: You are an HR assistant at Oak & Wire Electric, a residential and light commercial electrical contractor, turning a manager's notes into a clear, accurate job description for our files. Context: The role is apprentice electrician, reporting to the lead electrician. The manager's notes on duties, tools and conditions: helps on service calls and panel upgrades, pulls wire, mounts boxes, stocks the van, cleans up, takes job photos, works in attics, crawl spaces and outdoors, carries material up to 50 pounds, uses ladders daily. Requirements we've agreed on: driver's license (required), enrolled in or willing to join an apprenticeship program (required), hand tool basics (required), construction experience (preferred), "good attitude." Use only these notes. Don't add duties, qualifications or certifications that aren't in them, don't state a legal classification such as exempt or nonexempt, and describe requirements as what the work needs, not who should do it. Task: Write the job description: a two-sentence purpose of the role, the essential duties ranked by how much time they take, required qualifications, preferred qualifications, the physical demands and work conditions in the notes, and how success will be measured in the first year. After it, list anything in the notes that is unclear or may not truly be required, each with a question for me. Format: A plain heading for each section. Numbered duties, one sentence each, starting with a verb. Required and preferred as separate bullet lists. Under 450 words, then my questions under the heading To confirm. ``` ## What a good answer looks like - Duties that read like the job ("Pull and secure wire under the lead electrician's direction"), not "assist with various tasks." - Physical demands copied from your notes, with no lifting limit or condition you never gave. - A To confirm list that catches soft spots, such as what "good attitude" means in practice or whether the apprentice ever drives. - First-year success measures you could check, like a set of supervised tasks done without callbacks. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Check every line against the notes. A duty, certification or requirement you can't point to is invented: delete it or confirm it. - Answer each To confirm question, add the answers to your notes and run it again. - Each requirement should tie to a duty on the list. If it doesn't, cut it. - Have HR review the physical demands and any pay classification before this becomes the official version. ## Why this prompt works The Task asks for the draft and its own weak points in one go. That second list is a built-in [self-check](https://learn.ynteractive.com/content/glossary/self-verification): the AI points out what it couldn't support from your notes instead of quietly filling the gap. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard) ## Terms used here [Role, Context, Task, Format](https://learn.ynteractive.com/content/glossary/role-context-task-format) · [Self-check prompt](https://learn.ynteractive.com/content/glossary/self-verification) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) ## Related prompts - [Job post prompt](https://learn.ynteractive.com/content/prompts/job-post-prompt): A four-part ChatGPT prompt for a job ad people want to read: real pay and schedule, must-haves kept apart from nice-to-haves… - [Hiring manager intake prompt](https://learn.ynteractive.com/content/prompts/hiring-manager-intake-prompt): Turn a hiring manager's intake notes into a role brief: must-haves vs nice-to-haves, pay, interview steps, open questions and… - [Interview questions prompt](https://learn.ynteractive.com/content/prompts/interview-questions-prompt): A structured interview prompt: two questions per must-have, what a strong answer includes, a follow-up, and job-related swaps… ## Frequently asked questions **What's the difference between a job description and a job post?** The description is the internal record, written to be accurate and complete. The post is a short ad written to get people to apply. Write the description first, then turn it into an ad. [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)