Word template · Reports
Job specification template for recruiters
A job specification is the document a recruiter sends candidates, and adapts for adverts, to describe a role: what it is, who the employer is, what the person will do, what they need to bring and what is on offer. This Word template sets it out on one or two pages in the agency's brand: the job title and employer with a two-sentence summary; an at-a-glance panel with location, salary or day rate, job type, working pattern, reporting line, start and closing dates; about the company; key responsibilities; essential and desirable requirements side by side; what's on offer; and how to apply, with the recruiter's contact card and the reference. Formatix writes it from the client's job description, your intake-call notes or both.
Every role a recruiter takes on starts with a spec, and most begin as a client JD in someone else's format plus a page of call notes. This template turns both into one clear, branded document that candidates actually read. It keeps the client's essential and desirable split, repeats salary only as the client gave it, and leaves out anything your notes mark as internal.
10 free credits, no card needed. One credit fills one document.
An editable file with neutral branding and a fictional example candidate, to fill in by hand. Formatix fills it automatically from a CV.
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What's in the template
A one-to-two-page job spec for permanent, contract and interim roles, written from the client’s job description or intake-call notes: role summary, an at-a-glance panel (location, salary or day rate, job type, working pattern, reports to), the company, key responsibilities, essential and desirable requirements, what’s on offer and how to apply.
- Job title, employer (or an anonymous description) and a two-sentence summary
- At a glance: location, salary or day rate, job type, working pattern, reports to, closing date
- About the company
- Key responsibilities
- Essential and desirable requirements side by side
- What’s on offer, diversity statement when given, how to apply and your contact card
What it's for: Sending candidates a clear, branded spec for every role you take on.
WordDelivered as an editable Word file, or saved as PDF.
Who uses it
Recruitment agencies
A branded spec for every permanent role, from the client's JD and the intake call.
Contract and interim desks
Day rate, IR35 status, duration and start date in the at-a-glance panel.
Anonymous and confidential roles
The employer described as your notes describe it ("a national housing association"), never named.
How you use it
- 1
Pick the template
Open Formatix, choose this template in Studio, and give us your website. We pull your logo, colours and fonts and rebuild the template in your brand. You see a sample before you use it.
- 2
Drop the JD or your notes
Upload the client's job description, your intake-call notes or both. Mark anything internal, such as the fee, and it stays out. One credit fills one document.
- 3
Check and send
The filled document appears beside the original for checking. Edit anything in place, then download the Word file, or save it as PDF.
Download or automate? The free download is a plain file you fill in by hand. In Formatix the template is rebuilt in your brand, with your logo, colours and fonts taken from your website, and filled from a CV or your notes in about a minute. What you keep is the finished document: an editable Word, PowerPoint or Excel file.
Ask for changes in plain words, such as "move the photo to the right" or "add a Languages section", and the template is updated with the rest of its formatting kept. If you already have a document you send clients, upload that instead and Formatix turns it into a template. How Studio builds templates
Questions about this template
- What is the difference between a job specification and a job description?
- A job description is usually the employer's internal document about duties. A job specification, or job spec, is written for candidates: it adds why the role and the company are worth considering, what you need to bring, the package and how to apply. Recruiters often write the spec from the client's job description and their own intake notes.
- Will it make up a salary or requirements?
- No. Salary, day rate and benefits appear only as the client stated them; "competitive" stays "competitive". Essential and desirable requirements keep the client's split, and no degree, number of years or qualification is added that the documents do not state.
- Does it work for contract and interim roles?
- Yes. The at-a-glance panel shows a day rate, the contract length, IR35 status and the start date when your notes give them, and the rest of the document is the same.
- How is it different from the position specification?
- The position specification is the three-to-four-page candidate brief for a retained executive search, with the organisation, the opportunity, leadership competencies and the process timetable. The job specification is the shorter, one-to-two-page spec for agency, contract and interim roles.
- Can I download this template?
- Yes. A free, editable Word version with neutral branding and two fictional example roles is on this page, to fill in by hand. To have it rebuilt in your brand and written automatically from a job description or your notes, use it in Formatix; what you keep is an editable Word file.
Related templates and pages
WordPosition specificationThe candidate-facing brief for a retained search: the organisation, the opportunity, the role and the person, with terms, process and contacts only where the brief states them.
WordClient submittalA cover document that puts a candidate forward to a client: why they fit the brief, key facts, terms and next steps.
Use the job specification in your brand
Give us your website, and the template is rebuilt with your logo, colours and fonts. Your first ten documents are free, with no card, valid for 14 days.
Formatix fills it from the CV for you: see our CV formatting software, or bulk CV formatting for a whole shortlist at once.