Inclusive job descriptions help you attract a diverse range of candidates. Small businesses often don’t have a full HR compliance team, but writing job descriptions (JDs) that are EEO-compliant and bias-free is crucial. Not only do inclusive, legally compliant job postings help you avoid discrimination lawsuits and fines [1], they also broaden your talent pool and improve your hiring success.
In fact, companies that remove biased language from their JDs tend to attract a wider range of qualified candidates [7], whereas subtle biases can unintentionally discourage great talent from applying. In this guide, we’ll explore how to craft job descriptions that meet Equal Employment Opportunity (EEO) standards, eliminate common biases, use inclusive language, include required pay/benefits info, and follow a simple approval process.
Let’s get started!
Writing an EEO-compliant job description means ensuring nothing in the post discriminates (even unintentionally) against protected classes like gender, race, age, disability, etc. This is more than just a legal box to check – it’s about fostering an inclusive workplace from the very first interaction with candidates.
Job postings must adhere to federal and state anti-discrimination laws (Title VII, ADA, ADEA, etc.), and failing to comply can result in costly penalties or lawsuits. For example, a job ad that explicitly or implicitly favors a certain age (“young and energetic”) or gender could be used as evidence of bias.
On the positive side, a compliant and bias-free job description invites all qualified candidates to apply, which means a more diverse applicant pool and ultimately a stronger team. Companies with diverse workforces often see better performance and innovation, so it pays to start with inclusive hiring practices. Moreover, showing a commitment to EEO and diversity in your job posts enhances your employer brand – applicants will see you as a fair, forward-thinking organization.
One easy way to signal your inclusive stance is to include an Equal Opportunity Employer (EOE/EEO) statement in the job description. While not legally required in postings (unless you're a federal contractor), it's best practice to add a statement like this at the bottom of your job post.
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[Company Name] provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. |
This tells candidates from all backgrounds that they are welcome and will be considered fairly. In short, EEO compliance isn’t just about avoiding trouble – it’s about creating a welcoming first impression that draws in top talent from everywhere.
Even well-meaning employers can accidentally include biased language or requirements in job listings. Here are some common biases to watch out for and tips to eliminate them:
Gender-coded terms: Words like “rockstar developer,” “ninja,” or even "hacker" might sound fun, but they carry male-oriented connotations that can turn off female or nonbinary candidates. One tech company discovered that referring to developers as “hackers” resulted in less than 2% of applicants being women . To fix this, use neutral titles (e.g. “software developer” instead of “software ninja”) and consider using gender-neutral pronouns (use “you” or “they” instead of “he” or “she”). If you want to check your wording, tools like gender bias decoders can flag terms that skew masculine or feminine.
Age and experience bias: Phrases that imply an ideal age can alienate terrific candidates. For example, calling for a “digital native” or a “recent graduate” signals that you’re really looking for someone under 30 – and that older applicants need not apply . Instead, focus on the actual skills or knowledge needed. If you want someone adept with social media, say “proficiency in current social media platforms” rather than “digital native”. Avoid words like “young” or “energetic” in job ads – you can attract enthusiastic talent without specifying age.
Cultural or language bias: Be careful with requirements that aren’t truly job-related. Requiring “native English speaker,” for instance, may dissuade perfectly capable bilingual or non-native speakers who could do the job well. Unless a specific language or citizenship status is an absolute necessity for the role, avoid wording that even indirectly hints at ethnicity or national origin. Also, ensure any dress code or grooming notes are inclusive – e.g., a blanket ban on head coverings could exclude qualified candidates whose faith requires a hijab, turban, or other head covering . Always ask: is this criterion essential for job performance, or might it screen out certain groups needlessly?
Disability-related bias: Job descriptions that emphasize physical abilities can be problematic. Under the Americans with Disabilities Act (ADA), you should focus on the essential functions of the job rather than how exactly they are done. For example, instead of saying “must be able to lift 50 pounds” (which might deter someone with a disability), phrase it as “moves equipment weighing up to 50 pounds”. This way, you’re describing the task, not the person’s inherent ability – it leaves room for a qualified candidate who can accomplish the task with an accommodation or in their own way. Similarly, avoid phrases like “able-bodied” or “stand for long periods”; if the role requires being on one’s feet, you can say “the role requires remaining in a stationary position during shifts”. The key is to state what needs to be done, not who must do it or how – this makes your description more inclusive of people with disabilities.
By scanning your draft for these biases, you can root out a lot of unintended exclusion. It often helps to have someone else read the job description specifically looking for sensitive wording, or use software that highlights biased terms. The language you choose directly impacts who will feel encouraged to apply, so it’s worth the effort to get it right.
An effective job description speaks to candidates clearly and objectively. Remember, your audience may not be as familiar with your company’s internal lingo, so strive for language that is accessible to all. Here are some tips for clear and inclusive wording:
Be specific and focus on skills: Describe the role’s responsibilities and required skills in concrete terms. It should be immediately obvious what the person in this job will do day-to-day and what qualifications are must-haves. For instance, instead of a vague phrase like “handle various ad-hoc tasks,” say “manage scheduling and coordinate travel arrangements.” List the core tasks and decision-making authority the role entails (e.g. “will manage a team of 5” or “responsible for a $50K budget”). When it comes to qualifications, differentiate clearly between “required” and “preferred” so candidates know what’s essential versus nice-to-have. Being specific not only helps candidates self-assess, it also shows that your criteria are based on the job’s needs, not arbitrary whims.
Use plain, neutral wording: Avoid corporate jargon, buzzwords, or slang that might confuse or alienate outsiders . For example, saying “proficient in Microsoft Excel” is clearer than “must master internal data wizardry.” Write in simple language as if you’re explaining the job to someone smart but unfamiliar with your industry. Also stick to gender-neutral terms (use “salesperson” or “sales representative” instead of “salesman”) . Whenever possible, write in the second person (“You will be responsible for…”) or neutral third person (“The successful candidate will…”) to avoid constant “he/she” usage. And as mentioned, stay away from adjectives that imply age, gender, or physical traits (words like young, mature, vigorous, masculine, etc., have no place in a job ad).
Keep a welcoming tone: While maintaining professionalism, you can craft the description in a friendly, inclusive tone. For example, use “team” instead of “boardroom” if appropriate, and encourage all qualified candidates to apply. You might include a line about your company’s commitment to diversity and inclusion (such as mentioning flexible hours, remote work options, or accommodations for disabilities if those are available). This reassures candidates that your workplace respects different needs. The goal is for every qualified reader to picture themselves in the role, rather than hitting a word or phrase that makes them doubt they’d belong.
By using clear and neutral language, you not only avoid misunderstandings, but you also signal that everyone is invited to apply. The clearer and more inclusive your wording, the more confidence candidates will have in applying – which means you’ll have a larger and more diverse set of applicants to choose from.
Job seekers today expect transparency, especially around pay and benefits. In some states, it’s not just a good practice – it’s the law. As a small business owner or hiring manager, you need to know if your job posting falls under a pay transparency requirement.
Here are a few high-profile examples:
Colorado: Since 2021, Colorado’s Equal Pay for Equal Work Act has required employers to include the pay rate or salary range and a general description of benefits and any other compensation in every job advertisement. [2] That means if you’re hiring in Colorado (or even hiring remotely for a role that could be filled by a Colorado resident), you must list something like “Salary range: $50,000 - $60,000, plus bonus opportunities; includes health insurance, 401k, and paid vacation.” Failure to do so can lead to complaints or penalties from the state.
New York: A recent New York State law (effective September 2023) now requires employers with 4 or more employees to disclose the compensation range (minimum to maximum annual salary or hourly rate) in any job posting for a position that will be performed in New York. [3] Employers must also provide a job description in the posting if one exists. This statewide law followed earlier local laws (New York City had its own pay range mandate in 2022), reflecting a growing trend. In short, if the job could be in NY, you need to show applicants the money!
California: As of January 1, 2023, California law (for employers with 15+ employees) requires that all job postings include the pay scale for the position. [4] “Pay scale” means the salary or hourly wage range that the employer reasonably expects to pay for the role. So a California job ad must contain something like “$18-$22 per hour” or “$80k-$95k annual salary,” upfront. Like Colorado, this applies even to remote jobs that could be filled by someone in California. [4]
Other states and cities are rapidly enacting similar pay transparency rules (e.g. Washington state, Massachusetts, Jersey City, etc.), so always check your local requirements. The phrase “high-risk states” just means places that have these laws – if you ignore them, you risk fines or legal action. In fact, New York City has already pursued enforcement against companies for non-compliant job postings [1]. It’s simply not worth the risk to hide pay info if the law says you must include it.
Even if not legally required in your area, consider sharing salary ranges and benefits as a best practice.
Why? First, candidates increasingly expect it – a recent survey found 91% of people say that seeing salary information influences their decision to apply. [1] You could be losing out on great applicants if you omit this info. Second, pay transparency signals that your company values fairness. It can save time, too: you won’t go through multiple interviews only to have a candidate walk away because the offer was lower than they hoped. At minimum, be prepared to discuss compensation early in the process, and if you can, put at least a reasonable range and highlight key benefits in the job description or posting. Being upfront builds trust with candidates and keeps you on the right side of emerging laws.
Beyond the wording itself, how you structure a job description makes a big difference. A clear structure helps ensure you cover all the important information in a logical flow. It also makes it easier for candidates to scan and understand the role. Here are the typical components of a well-structured job description: [8]
Job Title: A concise title that accurately reflects the role (e.g. “Marketing Coordinator” or “Senior Software Engineer”). Keep it straightforward and free of internal jargon – use terms a candidate would search for. Avoid quirky titles (“Guru,” “Wizard”) as they can be confusing or off-putting.[7] The title sets the tone and shows the level of the position, so make sure it aligns with the actual duties (for example, don’t call someone a “Manager” if they have no direct reports).
Job Summary (Purpose): A brief overview (a few sentences) explaining why the job exists and how it contributes to the company. [8] This is the “elevator pitch” for the role. For instance: “The Marketing Coordinator supports our sales team by creating and distributing promotional content, managing social media campaigns, and tracking engagement metrics.” A good summary gives candidates a snapshot of the role’s core purpose and how it fits into the organization.
Essential Duties and Responsibilities: A bulleted list of the key tasks and responsibilities of the position (often titled “Responsibilities”). Focus on the major job duties that occupy most of the person’s time. [8] Start each bullet with an action verb (e.g. “Manage social media accounts and respond to follower inquiries daily” or “Prepare monthly financial reports for review by CFO”). Include context or purpose where useful (“to ensure timely month-end close” etc.). This section should paint a clear picture of what the person will do. Make sure the duties listed truly are essential functions – things fundamental to the job – especially if physical or specific technical tasks are involved (this ties back to ADA compliance). Listing too many minor or infrequent tasks can overwhelm or needlessly exclude people [9], so stick to what’s really essential.
Required Qualifications: List the must-have qualifications in terms of education, experience, skills, and abilities required to perform the job. Be realistic here – if you list an extensive “laundry list” of requirements, you might scare off good candidates (for example, studies show women are less likely to apply if they don’t meet 100% of listed requirements). Include only what’s truly necessary to do the job on day one. This can cover things like degrees or certifications, years of experience in certain tasks or industries, specific technical skills, or even availability (e.g. “must be able to work weekends”). Ensuring these qualifications are closely tied to job duties will also protect you – you can justify that they are job-related and not discriminatory.
Preferred Qualifications (Optional): If there are additional nice-to-have qualities (like familiarity with a certain software or a second language, for example), you can list those under a “Preferred” or “Nice to have” section. Make sure you clearly label them as not required. This lets star candidates know what could set them apart, without deterring those who meet the basics. Keep this section short; again, avoid overwhelming candidates with an unrealistic wish list.
Working Conditions / Schedule / Location: It’s wise to mention anything pertinent about where and how the job is performed. Is it in-office, remote, or hybrid? Does it involve travel, or unusual hours (e.g. night shifts, weekends)? Also note any physical or environmental requirements here if relevant (e.g. “must be able to work outdoors in various weather conditions” for a construction job). This helps candidates understand the practical aspects of the job and self-select accordingly. It also ties into compliance: if there are physical demands, listing them sets the stage for discussing accommodations if needed.
Compensation and Benefits: As discussed in the previous section, include the salary range or hourly pay rate if required by law (and consider including it even if not required, for transparency). You can also highlight key benefits and perks briefly – for a small business, this might include health insurance, PTO, flexible hours, or anything unique you offer. For example: “Compensation: $18-$22/hour. Benefits include health, dental, vision, 401k match, and paid family leave.” In some states you must at least mention that benefits are available [20], so don’t skip it. Putting this information in the description itself saves everyone time and signals honesty.
EEO/Diversity Statement: It’s good practice to close the job description with a short statement about your equal opportunity commitment (if not already mentioned elsewhere). Something as simple as “[Company] is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.” works well. This not only helps with compliance by formally noting your stance[9], but also encourages candidates from underrepresented groups to hit “Apply” because they know you value diversity. Make sure this statement is sincere and aligns with your company’s values and practices.
By structuring your job description with these sections, you ensure you’ve covered what candidates care about and what keeps you legally safe. It creates a consistent format, which looks professional and makes it easier for your team to create JDs, too. A well-structured, thorough job description sets the right expectations from the start – for both the candidate and your organization.
Finally, let’s talk about how to implement all the above consistently. Especially for small businesses, having a simple, standardized process for drafting and approving job descriptions will save you time and help avoid mistakes. You don’t need anything fancy – just a clear set of steps to follow each time you create a new job posting. Here’s an example process you can adopt or tailor to your team:
Start with a template: Create a job description template that includes all the key sections outlined above (title, summary, duties, qualifications, etc.). Using a standard template ensures you don’t forget a section and helps maintain consistent, inclusive messaging across all your job ads. Anyone drafting a new JD can fill in this template. This is your first line of defense against compliance issues, because the template reminds writers to include important details like an EEO statement or required salary range.
Draft the job description clearly and review for bias: Have the hiring manager or a knowledgeable person draft the description using the template. Once drafted, proofread and edit with an eye for the pitfalls we discussed. Remove or rephrase any biased language, overly subjective requirements, or unnecessary qualifications. It can be helpful to use tools or checklists at this stage – for example, run the text through a bias checker (there are free online tools that highlight gender-coded words or other problematic terms). Taking this pass will improve clarity and compliance. Essentially, you’re doing a self-audit on the JD before anyone else sees it.
Get a second pair of eyes (approval review): Don’t post the job until at least one other person has reviewed the description. This could be someone from HR, another manager, or even just a colleague trained in EEO compliance. A fresh set of eyes can catch things you missed – perhaps a phrase that could be misinterpreted or a qualification that isn’t truly required. Encourage reviewers to specifically look for inclusivity and legal compliance (is the language neutral? are all requirements job-related? have we included the salary/benefits if needed?). By involving others in the review, you greatly increase the chance of catching unconscious biases or mistakes . Once any edits from the review are made, the description can be “approved” for posting. Determine who in your company gives final approval – in a small business it might be the HR manager or the business owner themselves.
Post and update periodically: After approval, use the JD for your job ad and save it in a repository of roles (you’ll build up a library of JDs over time). But don’t just set it and forget it. It’s wise to periodically revisit and update your job description templates and any long-standing role definitions. Laws change (as we saw with pay transparency) and language evolves. Set a reminder maybe once a year to review your standard templates and a few active JDs to ensure they still align with best practices and any new legal requirements. This continuous improvement loop will keep your job postings fresh, effective, and compliant.
By establishing a standard workflow like the above, writing job descriptions becomes a smoother, faster task. Your hiring managers will know what to do each time, and you as the employer can feel confident that every posting meets your company’s standards for fairness and clarity. Consistency is key – it reduces ambiguity and ensures nothing falls through the cracks. Over time, you’ll likely find that this leads to better hiring outcomes: well-crafted job descriptions attract better candidates and make the hiring process more efficient.
Writing EEO-compliant, bias-free job descriptions might take a bit more thought and care upfront, but it’s an investment that pays off. You’ll minimize legal risks and create a more inclusive hiring process that draws in top talent. For a small business or any organization, that’s a win-win. By using inclusive language, being transparent about pay and benefits, and structuring your job ads clearly, you set the stage for fair and successful hiring. And with a simple approval process in place, you can rinse and repeat these best practices every time you grow your team. Now, armed with these tips, you can confidently craft your next job posting to be equitable, appealing, and compliant – happy hiring!
Datapeople – How (And Why) to Nail Job Description Compliance
HR Brew – Colorado’s Equal Pay for Equal Work Act requirements
NY Dept. of Labor – New York State Pay Transparency Law (2023)
Wilson Turner Kosmo LLP – CA SB 1162 Pay Scale Disclosure (2023)
InclusionHub – Creating Inclusive Job Descriptions (common biases & examples)
Oyster® – Writing clear, inclusive, bias-free job descriptions
Wright State Univ. – Writing an Effective Job Description (structure and components)
HRbrain – Mitigating DEI Biases in Job Descriptions (review process)