Job Description Letter for the United States

Job Description Letter Template for United States

A Job Description Letter is a formal document that outlines the essential functions, responsibilities, qualifications, and expectations for a specific position within an organization. In the United States, this document must comply with federal regulations including the ADA, EEOC guidelines, and FLSA requirements, as well as applicable state employment laws. It serves as both a legal record and practical guide for current and prospective employees.

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What is a Job Description Letter?

The Job Description Letter is a fundamental human resources document used when creating new positions, updating existing roles, or during recruitment processes. It provides a comprehensive overview of job responsibilities, required qualifications, and performance expectations while ensuring compliance with U.S. federal and state employment laws. This document serves multiple purposes: guiding recruitment, setting clear expectations for employees, supporting performance management, and providing legal documentation for employment decisions.

What sections should be included in a Job Description Letter?

1. Job Title and Department: Clear designation of role and organizational placement

2. Reporting Structure: Direct supervisor and organizational relationships

3. Essential Job Functions: Core responsibilities and duties of the position

4. Required Qualifications: Education, experience, and skills needed for the role

5. Employment Classification: Full-time/part-time status and FLSA classification

What sections are optional to include in a Job Description Letter?

1. Physical Requirements: Physical demands of the role, included when position involves manual tasks

2. Travel Requirements: Expected travel frequency, included when position involves travel

3. Working Conditions: Special environmental conditions, included for non-standard work environments

4. Equipment Operation: Required use of specific equipment, included for technical/operational roles

What schedules should be included in a Job Description Letter?

1. Benefits Summary: Overview of available benefits package

2. Organizational Chart: Visual representation of reporting relationships

3. Performance Metrics: Specific KPIs and success measures for the role

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

United States

Publisher

Genie AI

Document Type

Employment Letter

Cost

Free to use
Clauses
Industries

Americans with Disabilities Act (ADA): Federal law requiring job descriptions to avoid discrimination against individuals with disabilities, include only essential job functions, and allow for reasonable accommodations

Title VII of the Civil Rights Act: Federal EEO law prohibiting discrimination in job descriptions based on race, color, religion, sex, and national origin

Age Discrimination in Employment Act: Federal law protecting workers 40 and older from age discrimination in job descriptions and hiring practices

Equal Pay Act: Federal law requiring equal pay for equal work regardless of gender, which should be reflected in job descriptions and classifications

Fair Labor Standards Act (FLSA): Federal law governing exempt vs. non-exempt status classification, overtime eligibility, and minimum wage requirements

Immigration Reform and Control Act: Federal law addressing work authorization requirements and citizenship status considerations in employment

State Fair Employment Practices Laws: State-specific regulations that may include additional protected categories and specific requirements for job postings

State Wage and Hour Laws: State-specific regulations governing minimum wage, overtime rules, and meal/rest break requirements

Essential Job Functions Documentation: Best practice requirement to clearly document core job duties and responsibilities that are fundamental to the position

Physical Requirements Documentation: Best practice requirement to specify any physical demands or working conditions associated with the position

EEOC Compliance Statement: Required statement indicating the employer's commitment to equal employment opportunity and non-discrimination

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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