When you’re applying for a job or trying to hire someone, there’s often confusion between what a job description is and what a job specification really means. And it’s not just you — even HR professionals sometimes mix these up. So if you’re wondering about the difference between job description and job specification, let’s clear this up once and for all.
What is a Job Description?
A job description talks about what the job is.
Think of it like a snapshot of the role itself. It includes:
- Job title
- Duties and responsibilities
- Reporting relationships
- Work conditions
- Tools or equipment used
For example, if you’re hiring a Digital Marketer, the job description would outline tasks like managing SEO, running ads, or analyzing traffic.
So in simple words:
A job description tells you what the person will do.
What Is a Job Specification?
Now this is where many people get it wrong.
A job specification is about the person doing the job — not the job itself.
It includes:
- Required education
- Skills and experience
- Personal traits
- Certifications (if any)
- Physical or technical requirements
So if the job description is the what, the job specification is the who.
Example for the same Digital Marketer role:
- Bachelor’s in Marketing
- Knowledge of Google Analytics
- Good communication skills
- 1-2 years of experience
A job specification tells you what kind of person fits the job.
Clear Comparison: Job Description vs Job Specification
| Feature | Job Description | Job Specification |
| Focus | Job role | Jobholder (candidate) |
| Content | Duties, responsibilities, job title, work setup | Skills, education, experience, traits |
| Purpose | Define the job | Define the ideal candidate |
| Used by | Employers & recruiters | HR & hiring managers |
| Example | “Manage social media accounts” | “Must have experience with Instagram marketing.” |
Why It Matters in HRM
In HRM (Human Resource Management), understanding the key differences between job description and job specification in HRM is crucial.
- Job Analysis is the process that comes first — it gathers data about a job.
- From that analysis, you create both the job description and the job specification.
So, to clarify another common confusion:
Job analysis → creates → Job description + Job specification.
Knowing this difference helps HR teams:
- Hire better candidates
- Avoid mismatch in roles
- Improve job clarity
- Reduce turnover
FAQs
1. What is the difference between job analysis, job description, and job specification?
- Job Analysis is the process of studying a job.
- Job Description is what the job involves.
- Job Specification is what kind of person is needed to do it.
2. Can a job exist without a job specification?
Technically yes, but it’s not ideal. Without a job specification, hiring becomes guesswork. You need both parts to find the right candidate.
3. Is job specification more important than job description?
Not really — both are equally important. One defines the role; the other defines the person. You need both to hire well.
4. Who prepares the job description and specification in a company?
Usually, it’s the HR team, often in collaboration with the department head or manager of the role.
5. Are job descriptions legally binding?
Not always, but they can be used in disputes about role expectations, especially in formal employment contracts.
6. How often should job descriptions and specifications be updated?
Ideally, once a year or whenever the role significantly changes due to company goals, tech updates, or team shifts.
7. What’s an example of a job description vs. job specification in real life?
Job Description: “Design and manage email marketing campaigns.”
Job Specification: “2+ years of experience in Mailchimp; strong copywriting skills.”
