Software Requirements Document Template

Why Requirements Matter

Poor requirements are the #1 cause of software project failures. A good requirements document ensures everyone understands what will be built before development begins.

Document Structure

1. Executive Summary

• Project name and description
• Business problem being solved
• Key objectives (3-5 bullet points)
• Success criteria
• Stakeholders and approvers

2. Current State

• Existing systems and processes
• Pain points and limitations
• Data sources and formats
• User roles involved today

3. User Types and Roles

For each user type, document:

• Role name and description
• Primary responsibilities
• Technical proficiency level
• Access requirements

4. Functional Requirements

Organized by feature area:

• ID: Unique identifier (FR-001)
• Description: What the system should do
• User Role: Who uses this feature
• Priority: Must have / Should have / Nice to have
• Acceptance Criteria: How we know it works

5. Non-Functional Requirements

• Performance: Response times, concurrent users
• Security: Authentication, encryption, compliance
• Availability: Uptime requirements
• Scalability: Growth expectations
• Usability: Accessibility, mobile support

6. Integrations

For each integration:

• System name and purpose
• Data flow direction
• Data elements exchanged
• Frequency and triggers
• Error handling expectations

7. Data Requirements

• Key data entities
• Data retention policies
• Migration requirements from existing systems
• Reporting and analytics needs

8. Constraints

• Budget limitations
• Timeline constraints
• Technology restrictions
• Regulatory requirements

Writing Good Requirements

Do

• Use clear, specific language
• Write from the user's perspective
• Include measurable acceptance criteria
• Prioritize requirements
• Get stakeholder sign-off

Don't

• Specify technical solutions (that's the developer's job)
• Use vague terms like "user-friendly" without definition
• Include features "just in case"
• Skip the acceptance criteria

Example Requirement