How to Write a Software Requirements Document (With Template)

A software requirements document doesn't need to be a 50-page formal spec. It needs to clearly communicate what you want built so a development team can give you an accurate quote and build the right thing.

Here's a practical template you can fill in. Skip what doesn't apply. Add whatever's relevant. The goal is clarity, not formality.

Section 1: The Problem

Start here. Not with features. Not with technology. The problem. Write 2-3 sentences describing the problem your software will solve and who has this problem. For example: "Our field technicians currently use paper forms to record site inspections. These forms get lost, data entry into our system takes hours, and we can't track completion in real time."

This section matters because it gives the development team context for every decision they'll make. When they're weighing two approaches, understanding the underlying problem helps them choose the right one.

Section 2: Users

List every type of person who will use the software. For each user type, describe who they are, what they need to do, and how technical they are.

For example: Field Technician — visits sites, fills in inspection forms, takes photos. Uses a smartphone, moderately technical. Office Manager — reviews submitted inspections, generates reports, assigns follow-up tasks. Uses a desktop computer, comfortable with standard business software. Admin — manages user accounts, configures inspection form templates. Technical.

Section 3: Core Features

List the features the software must have for launch. Be specific about what each feature does, not how it should be built.

Good: "Technicians can fill in an inspection form on their phone, including taking and attaching photos. Completed forms sync to the office when the phone has internet connectivity."

Bad: "Mobile form functionality with photo capability and cloud sync using AWS S3."

The first tells the team what you need. The second tells them how to build it, which is their job, not yours.

Group features by user type or workflow. Prioritise them as must-have, should-have, and nice-to-have. A good development team will help you refine this prioritisation.

Section 4: Integrations

List any existing systems the software needs to connect to. For each one: what system, what data needs to flow between them, and in which direction.

For example: "Must export completed inspections to our existing SAP system via their REST API. Inspection data flows from the new app to SAP. No data needs to come back."

Integrations are often the most underestimated part of a project. Being clear about them upfront leads to better estimates.

Section 5: Users and Access

How many users will the system have at launch? In 12 months? How do they log in? Are there different permission levels? Does it need to integrate with your existing authentication (like Microsoft 365 or Google Workspace)?

Section 6: Design and Branding

Do you have brand guidelines the software should follow? Do you have an existing product it should look consistent with? Any specific design preferences or examples of software you like the look of?

If you don't have strong preferences, that's fine. Say so. A good web development team will propose a design direction.

Section 7: Constraints

Anything that limits how the project can be built. Budget range, launch deadline, specific technology requirements ("must run on our existing Azure infrastructure"), compliance requirements ("must meet healthcare data standards"), or accessibility requirements.

Be upfront about budget. "We have $30,000" is more useful than "what would it cost?" because it lets the team scope the project to fit your budget rather than designing something you can't afford.

Section 8: Success Metrics

How will you know the software is working? "Reduce inspection data entry time from 4 hours to 30 minutes." "Process 200 inspections per week instead of 50." "Eliminate lost paperwork entirely."

These metrics help the development team understand what matters most and make trade-off decisions that serve your goals.

What You Don't Need to Include

Technology choices (unless you have specific requirements). Database schemas. API specifications. Detailed wireframes (rough sketches are helpful, but not required). Project management methodology preferences.

Leave these to the development team. You describe what you need. They figure out how to build it.

Using This Template

Copy these sections into a document. Fill in what you can. Leave placeholders for what you're unsure about. Then send it to your potential development partners.

A good team will come back with clarifying questions, suggestions for scope adjustments, and a rough estimate. A great team will also tell you what you can cut from v1 to save time and money.

If you want to send us your requirements — even rough ones — we'll review them and give you an honest assessment of scope, timeline, and cost. No obligation.