Why is Important to Write a Software Development Brief?
- Sophia Arévalo
- Jun 27, 2022
- 5 min read
Updated: Oct 3
In today’s fast-paced digital landscape, businesses need software that not only works but also aligns with their goals, budget, and timelines. That’s where a software development brief comes into play. More than just a document, it acts as a blueprint that sets the tone for the entire project, ensuring all stakeholders—from clients to developers—are aligned.
Without a well-prepared brief, projects are more likely to face delays, scope creep, or misaligned expectations. A clear software development brief minimizes these risks by serving as a single source of truth throughout the project lifecycle.
What is a Software Development Brief?
A Software Development Brief is the document that will contain the main idea and vision behind the project. It could become an overwhelming activity but as you go forward you will notice the project becomes even more clear for you and your company. This will help to land your expectations and use it as a guideline to present your project to the potential development providers.
It is important to keep it simple and to keep in mind that we are writing a “brief” and not a “manual”, however we should provide enough details for software developers to understand the tasks, flows, processes and functionalities the project must incorporate.
It typically answers key questions such as:
What problem is the software trying to solve?
Who is the target audience?
What are the must-have features vs. nice-to-have features?
What are the timeline and budget constraints?
How will success be measured?
1. Introduce Your Company
Yes, you also need to introduce yourself with information about your company that also helps the consultant to decide if they are the right vendor for you.
Shorty explain what your business does, what is the market you cover and if possible or available share information about previous development projects and their results.
Company name
Company website
Type of professional activity
Your company location and HQ
Corporate contact information
Previous relevant projects (optional)
2. Share The Project Overview
Help the software development company understand the purpose of this project.
Start by describing the problem
The main concept of the project
The type of software development (a web/mobile app, a CMS, a CRM etc.)
What are the audience and the user benefits?
What are the expected business benefits?
You can mention your competitors in order to explain specific issues in which other companies don’t offer that solution and even examples of what you don’t like from your competitors' software.
3. Define Target End-Users
If you want to put the focus on end-users, define the target persona you need to impress with your software.
Demographics (age, gender, location, etc.)
Their interests and preferences
Their skills
The apps they typically use (if applicable)
It is also important to mention if the software should be available for both mobile and desktop use, which one does your target audience use more? Sometimes the customer believes they “need” both, when actually a software development consultant can help you decide if you actually need to invest in both according to the project’s goals.
4. Write Down the Functionality Requirements
Explain how you want different elements of your software to function. Functionality requirements define what needs to happen when users activate certain functions.
The functionality requirements will give insight to the software development company about the scope of work that awaits them. They’ll be able to understand what features they need to build and consider the amount of effort required to complete the job.
5. Define Technical Requirements
Technical requirements refer to technical specifications and the platform that your software will run on.
Will the software work offline, online, or both
Will the software be integrated (or provide integration possibility) with other software
The devices on which your software should run on
Whether there is a need for data synchronization
Whether this is a redesign or a completely new project
Infrastructure restrictions if it applies - remember that poor planning of your infrastructure may run up your bill very quickly.
6. Set Non-Functional Requirements
Elements like security, performance, concurrent user load times, and auditing specifications.
Regardless of the type of software (web, app, or other), describing these non-functional requirements while writing a software development project brief can ensure that your software runs smoothly.
7. Design Ideas
If you have an idea of how you want the software to look visually, describe it here. If you have detailed mock-ups or just simple wireframes, this would be helpful for the software development agency to understand the UI and UX of the product.
8. Estimate the Deadline and Budget
The plans might change during development due to unexpected circumstances. However you can provide an estimated budget and timeframe for the completion of the project. This will be helpful before discussing all the details with the developers. Remember to set realistic expectations - as a common mistake managers make when estimating software projects is to think that more people can deliver a product faster - 9 women can’t deliver a baby in 1 month.
Why a Software Development Brief Matters
Writing a strong brief is not just an administrative step—it directly impacts project success.
Benefits of a Software Development Brief:
Clarity of Objectives – Ensures everyone understands the project’s purpose and outcomes.
Improved Communication – Aligns clients, designers, and developers.
Time and Cost Savings – Reduces unnecessary revisions and project delays.
Quality Assurance – Sets benchmarks to measure success.
Common Mistakes to Avoid
Many companies underestimate the power of a brief and make costly mistakes such as:
Being too vague about objectives.
Overloading the document with unnecessary technical jargon.
Forgetting to include user needs and customer journey insights.
Ignoring scalability or integration requirements.
Leaving out budget constraints, leading to scope creep.
By avoiding these pitfalls, you’ll ensure your brief becomes a roadmap instead of a bottleneck.
Software Development Brief vs. Project Proposal
It’s important not to confuse a software development brief with a project proposal.
Aspect | Software Development Brief | Project Proposal |
Purpose | Guide execution of the project | Convince stakeholders to approve project |
Audience | Developers, project managers, designers | Clients, investors, or executives |
Detail Level | Highly detailed | High-level overview |
Outcome | Clear development roadmap | Approval, funding, or buy-in |
FAQs: Software Development Brief
1. What is the purpose of a software development brief?It ensures clarity, alignment, and efficiency across all stakeholders involved in the project.
2. How long should a software development brief be?There is no fixed length, but it should be detailed enough to cover project goals, requirements, budget, and success criteria.
3. Who should write the software development brief?Usually, the client or project owner drafts it with input from project managers and developers.
4. Can a software development brief change during the project?Yes. While it acts as a roadmap, it can be updated to reflect new requirements or constraints.
5. What’s the difference between a software brief and a project scope?The brief outlines the vision and requirements, while the scope focuses on deliverables and boundaries.
. . .
In conclusion, don’t feel overwhelmed to write a perfect brief for your software or app on the first try. Try to apply your practical and technical experience and make a draft that helps you to discuss with your potential vendor for a good solution.
A software development brief is not optional—it’s essential. It provides clarity, reduces risk, improves efficiency, and ensures the final product meets both business and user needs. By investing time in creating a strong brief, you set your project up for long-term success.
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