Published on · By the IT LABS PRO team
Handing a website or application to an external team, whether it is in Casablanca, London or elsewhere, assumes that they understand exactly what you expect. The requirements document is the tool that makes this possible. Too vague, and it leads to quotes you cannot compare, misunderstandings and costly fixes. Too technical or too long, and nobody reads it. Here is how to write effective requirements for an outsourced web project.
Why the requirements document is decisive
- It makes fair quotes possible: every provider prices the same scope.
- It reduces misunderstandings, especially when the team does not share your day-to-day.
- It is the reference during the project and at acceptance: what is written is due, what is not is up for discussion.
- It forces you to clarify your needs, which often brings up questions you had not thought of.
The standard structure
1. Context and goals
Present the company (or your client), its business and the reason for the project. Above all, set measurable goals: “receive 30 quote requests a month”, “halve order processing time”, “let customers track their files online”.
2. Users
Who will use the website or application? Visitors, logged-in customers, salespeople, administrators… For each role, state what they must be able to do and what they must not see.
3. Functional scope
The list of pages and features, ranked by priority: essential for the first version, useful, nice to have. It is the most important part for pricing.
4. Content
Who supplies the text, the photos, the translations? How many pages, products, languages? Content is often the first cause of delay in a web project.
5. Technical constraints
Imposed or free technology, existing hosting, tools to connect (CRM, accounting, payment), security, performance or accessibility requirements, browsers and devices to support.
6. Design
Brand guidelines, existing mock-ups or mock-ups to produce, reference websites you like (and why).
7. Schedule and budget
The target launch date, hard constraints (trade show, commercial launch), and if possible a budget range: it helps the provider propose a suitable solution rather than an ideal one that is out of reach.
8. Terms
Acceptance testing, training, documentation, maintenance, code ownership, confidentiality, hand-over.
Mock-ups: a sketch beats a long description
For an outsourced project, mock-ups are the best way to share a common vision. Even simple wireframes of the main screens save pages of description. If you have finished visual mock-ups, specify the states to plan for: hover, error, empty list, mobile view.
User stories: describing the need from the user’s point of view
A user story describes a feature in one simple sentence: “As a [role], I want [action] so that [benefit].” For example: “As a customer, I want to download my invoices from my account so that I no longer have to ask for them by e-mail.” This format forces you to say who uses the feature and why, which helps the development team make the right choices.
Acceptance criteria: knowing when it is done
Every important user story should come with verifiable acceptance criteria. For the previous example:
- invoices are listed from the most recent to the oldest;
- each invoice downloads as a PDF;
- a customer only sees their own invoices;
- the list displays correctly on a smartphone.
These criteria are used directly in acceptance testing: the feature is accepted when all of them are met.
Common mistakes
- Describing the solution instead of the need: let the provider propose the best technical answer.
- Forgetting edge cases: what happens if a payment fails, a product is out of stock, a user forgets their password?
- Not prioritising: without priorities, everything seems essential and the budget explodes.
- Forgetting what comes after: maintenance, changes, hosting.
- Writing it alone: involve the future users; they know the real pain points.
A template outline
- Context and measurable goals
- User roles and rights
- Features by priority (with user stories)
- Acceptance criteria for key features
- Content and languages
- Technical constraints and integrations
- Design and mock-ups
- Schedule, budget and milestones
- Acceptance, training, maintenance, code ownership
What if you do not have time to write it all?
That is common. In that case, a scoping workshop with your provider lets you build the requirements together: you bring the business knowledge, they bring the method and the technical questions. This phase, sometimes billed separately, is often the most profitable investment in the project. Before choosing who to work with, our checklist of 12 questions to ask a development partner will help.
Example of a well-described feature
Here is how to describe a feature in a way an external team can use:
- Name: online quote request.
- User story: as a visitor, I want to request a quote by stating my type of project, so that I get a relevant answer.
- Fields: name, phone, e-mail, type of project (list), message.
- Rules: name, phone and e-mail required; protection against automated submissions.
- After submission: confirmation message on screen, e-mail to the sales team, request saved.
- Acceptance criteria: an incomplete submission shows a clear message; the team receives the e-mail within a minute; the form works on mobile.
Frequently asked questions
How long should a requirements document be?
There is no ideal length: for a showcase website, a few pages are enough; for a business application, the document is more detailed. A short, precise document beats a long one nobody reads.
Do I need requirements for a small project?
Yes, even brief ones. A page listing the goals, pages and features already avoids most misunderstandings.
Can the requirements change during the project?
Yes, but every change must be recorded and, if needed, priced. On a fixed-price project, a change in scope usually leads to an amendment.
In short
Good requirements set measurable goals, describe users’ needs, prioritise features and define how the result will be accepted. They are the best guarantee of a successful outsourced project. Preparing a project? Discover our offshore software development in Morocco or our guide why outsource software development to Morocco.