How to Write a Software Project Brief (With a Simple Template)

A clear project brief is one of the best investments you can make before commissioning a website, app or custom software. It helps developers understand what you need, produces more accurate estimates and prevents costly misunderstandings later. You don’t need technical knowledge to write a good one. Here’s what to include.

1. Background

Describe your business in a few sentences: what you do, who your customers are and how the project fits into your plans. Context helps a development team suggest better solutions.

2. The problem and the goal

Explain the problem you’re solving and what success looks like. “Customers can book appointments online without calling, and staff spend less time managing the calendar” is far more useful than “we need a booking system”.

Where possible, add measurable goals: reduce manual data entry by five hours a week, increase online enquiries, launch before a specific event.

3. Users

List the types of people who will use the system — customers, staff, managers, partners — and what each needs to do. This often reveals requirements such as different permission levels.

4. Key features

List the features you need, and separate them into:

• Must have — the product doesn’t work without them.
• Should have — important, but could come shortly after launch.
• Nice to have — ideas for the future.

This prioritisation makes it easy to plan a focused first release.

5. Integrations and data

Which existing systems must the software connect to? CRM, accounting, payment gateways, email, WhatsApp, inventory? Is there existing data to migrate? Integrations often have a big impact on effort, so mention them early.

6. Content and design

Do you have brand guidelines, a logo and content ready? Share examples of websites or apps you like — and what specifically you like about them.

7. Constraints

• Budget range. Sharing a realistic range helps teams propose a solution that fits, instead of guessing.
• Timeline. Include any fixed dates and why they matter.
• Technical preferences or requirements, such as hosting, security or compliance needs.

8. After launch

Who will maintain the system? Will you need hosting, updates, support or ongoing development? Planning this upfront avoids surprises.

A simple template

1. About our business (3–5 sentences)
2. The problem we want to solve
3. Goals and how we’ll measure success
4. Users and what they need to do
5. Features: must have / should have / nice to have
6. Systems to integrate and data to migrate
7. Design references and available content
8. Budget range and timeline
9. Support needs after launch
10. Main contact and decision-maker

Tips for a better brief

• Describe outcomes, not just features — let the team suggest how to achieve them.
• Be honest about unknowns. It’s fine to say “we’re not sure yet”.
• Keep it short. Two to four pages is usually enough to start a productive conversation.

Once you have a brief, a good development partner will ask questions, challenge assumptions and turn it into a detailed plan. If you’d like feedback on your brief, send it to us — we’re happy to review it.