What Should a Software Project Brief Include?

Short answer: A software project brief should explain what the platform is, what it's for, who will use it, what it sells, what budget you have, why the idea makes sense and what it's based on. If the product is already running, include what exists today, because real data makes everything easier to plan. A brief with these answers can be priced and scheduled accurately, often without any call.

Why does the brief matter so much?

Because it decides the quality of every answer you get back. Studios and developers can only price what they understand. A vague brief produces vague quotes, usually padded to cover the uncertainty. A clear brief produces specific quotes that are easy to compare, and it shortens the time between first contact and starting work.

What should a software brief include?

1. What the platform is

Name the type of product: a SaaS product sold to other businesses, an internal system for your own team, a marketplace, a client portal or a website with a content dashboard. If you're not sure of the term, describe it in a sentence.

2. What it's for

The goal in one or two sentences. What problem does it solve, and what changes for the people who use it?

Example: "Help fitness studios stop tracking memberships in spreadsheets, so renewals and payments happen automatically."

3. Who will use it

List the types of users and what each one needs to do. For example: business owners, staff at the front desk and end customers. Each user type usually means its own screens and permissions.

4. What it sells, if anything

If the product makes money, explain how: subscriptions, one-time purchases, transaction fees or something else. If it's an internal system, explain what it saves, such as time, errors or staff hours.

5. The budget

An honest number or range. It's not a negotiation tactic to hide it. It lets the studio propose a scope that fits instead of a dream version you can't afford.

6. Why it makes sense

A short argument that the idea holds together as a business. Who pays, why they'd choose this and what they use today instead.

7. What it's based on

Observation, not assumptions. What have you seen? Customers asking for it, workarounds people use today, or problems in your own operations. Evidence is the strongest part of any brief.

8. What already exists

If the product or business is already running, say so. Existing users, data, designs or code are valuable. They show what works and what doesn't.

9. Must-haves and nice-to-haves

Separate the features needed at launch from the ones that can wait. This single list often decides the price more than anything else.

10. Timing and constraints

Any deadline, and why it matters. Any technical constraints, such as systems the product must connect to.

Is there a template I can copy?

Yes. Fill in each line in plain language:

What should I leave out?

• Long technical specifications, unless you have technical requirements. Let the studio propose the technology.

• Screens designed by yourself as a requirement. Sketches help, but treat them as ideas, not instructions.

• Lists of competitors' features to copy. Explain the problem instead. Copying features rarely produces a better product.

Can a project be priced without a call?

Yes, if the brief is complete. Calls are often used to collect information that a good brief already contains. Written briefs also leave a record that both sides can refer back to, which reduces misunderstandings later. Some studios work entirely in writing for this reason.

What does a good brief look like? An example

Here is an illustrative brief for a fictional product, written in plain language.

We want to build a booking system for small photography studios. Today, studios book shoots through chat and a shared calendar, and double bookings happen every month. Users are studio owners, their staff and their customers. Customers book and pay a deposit online. Staff see the day's shoots and mark them done. Owners see bookings and revenue by month. We plan to charge studios a monthly subscription. Our budget is around a set range for design and the first months of development. We've talked to 12 studio owners, and 9 said double bookings are their biggest problem. Must-haves: booking, deposits, a staff schedule and reminders. Later: reports and a customer review feature. We'd like to launch before the busy wedding season in six months.

In about 150 words, it answers almost every question a studio would ask: the problem, the users, the business model, the budget, the evidence, the scope and the timing.

What are the most common mistakes in a brief?

Describing the solution instead of the problem. "We need an app with a dashboard" says little. "Studios lose money to double bookings" explains why the product should exist.

Listing every possible feature. A long wish list hides what actually matters. Split must-haves from nice-to-haves.

Leaving out the budget. Without it, every proposal is a guess about what you can afford.

No evidence. "Everyone needs this" is weaker than "we asked twelve customers".

Too much jargon. Plain language is easier to understand and harder to misread.

Forgetting who decides. Say who will approve designs and answer questions during the project.

How do I describe features if I'm not technical?

Describe what people do, not how the software works. Use a simple pattern for each feature: "[Who] needs to [do what] so that [why]."

• "Customers need to book an available slot so that they don't have to message the studio."

• "Staff need to see today's shoots in one list so that nothing is missed."

• "Owners need a monthly revenue summary so that they can plan staffing."

This format, sometimes called a user story, is widely used in software teams because it keeps the focus on the person and the purpose.

How do I know my brief is ready to send?

Read it once as if you were the studio, and check:

• Could someone who has never met you explain the product in one sentence after reading it?

• Is it clear who the users are and what each one needs to do?

• Is there a budget or range?

• Is there at least one piece of evidence that the problem is real?

• Are must-haves separated from nice-to-haves?

• Is there a named person who will make decisions?

If every answer is yes, the brief is ready. If not, the missing answers are exactly the questions you'll be asked first.

How Layerice uses briefs

Layerice is a software design and development studio for B2B SaaS and internal business systems. Every project starts with a written brief, sent by email or on Dribbble, and there are no discovery calls. Layerice replies to a complete brief with a scope, a fixed price and a timeline. The timeline starts once the first payment is in and the brief is complete.

Frequently asked questions

How long should a brief be?

One to two pages is usually enough. Clarity matters more than length.

What if I don't know the budget?

Give a range you'd be comfortable with. Without it, proposals can't be shaped to fit.

Should I include designs or sketches?

Yes, as references. They help explain what you imagine, even if the final design is different.

What if my idea isn't fully formed yet?

Say so. A design phase exists partly to turn an early idea into a clear scope.

Should I sign an NDA before sharing a brief?

If the idea is sensitive, you can ask. In practice, most of a brief's value is in execution, not secrecy.

Should I mention competitors?

Yes, briefly. Name what customers use today and what's missing, rather than listing features to copy.

Can I send the same brief to several studios?

Yes. It's the best way to get quotes you can compare fairly.

What happens after I send a brief?

Usually a reply with questions, or a proposal with scope, price and timeline.

Should the brief include technical requirements?

Only if you have real constraints, such as existing systems the product must connect to. Otherwise, let the builders propose the technology.

Can I update the brief after sending it?

Yes, before the work starts. Send the updated version as a complete document, not as scattered changes.

What language should the brief be in?

Whichever you and the studio share. Plain, simple sentences work better than formal ones in any language.