How to Write Job Qualifications: Requirements, Preferences, and What Actually Matters

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Define what the person must do, not who they must be

The most effective qualifications describe capabilities, not characteristics. Instead of “Detail-oriented self-starter,” describe what detail-oriented looks like in this role: “Review and audit financial reports for accuracy before submission to leadership.” Instead of “Strong communicator,” describe the communication: “Present weekly project updates to cross-functional teams of 10-15 people.” This approach is more honest, more specific, and more inclusive — it evaluates what someone can do, not how they describe themselves.

Separate requirements from preferences clearly

Create two distinct lists. Requirements are non-negotiable — if a candidate does not have these, they cannot do the job. Preferences are differentiators — they strengthen a candidacy but are not dealbreakers. Label each section clearly. Research shows that conflating the two is one of the biggest reasons qualified candidates self-select out of applying.

• Requirements: the 5-7 qualifications without which the person cannot perform the role
• Preferences: 3-5 nice-to-haves that would make a candidate stronger
• Requirements: skills needed on day one
• Preferences: skills that can be learned in the first few months
• Requirements: keep this list as short as possible

Write qualifications that are measurable

Vague qualifications like “strong analytical skills” or “excellent problem-solving ability” cannot be verified and mean different things to different people. Write qualifications that can be demonstrated or measured during the interview process. Instead of “strong Excel skills,” write “Ability to build pivot tables, VLOOKUP formulas, and dashboards in Excel for weekly reporting.” This gives candidates a clear benchmark and gives interviewers a specific skill to test.

Avoid inflating qualifications

Listing “Master’s degree preferred” when a Bachelor’s is sufficient, or requiring “10+ years” when the role is mid-level, creates misalignment. Inflated qualifications attract overqualified candidates who will be bored and leave, while filtering out appropriately qualified candidates who read the requirements literally. Be honest about the level of the role and match the qualifications accordingly.

Test your qualifications before posting

Before finalizing your qualifications, ask: Could someone learn this in the first month on the job? If yes, it is not a requirement. Does every qualification correspond to a specific task in the responsibilities? If not, it may be unnecessary. Would someone from a non-traditional background feel they could apply? If not, the qualifications may be filtering for pedigree rather than ability.

• Run each qualification through the “day one” test
• Verify each qualification maps to a real responsibility
• Check for unnecessary degree or company-name requirements
• Review for gendered or exclusionary language
• Have someone outside the team verify clarity

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