Requirements Specification Template: Structure, Example, and Guide

The requirements specification is the foundation of every IT project. Here, the client defines what they want – not how it will be implemented. A good requirements document prevents misunderstandings, scope creep, and endless discussions.

In this guide, I'll show you the complete structure, a concrete example, and how to turn a requirements specification into a convincing proposal.

What Is a Requirements Specification?

A requirements specification describes all requirements from the client's perspective. It answers the question: "What should the system do?"

• Created by: Client
• Perspective: Client/User view
• Content: WHAT should be achieved
• Timing: Before proposal creation

The requirements specification is the basis for your proposal. The better the specification, the more accurately you can estimate.

Requirements Spec vs. Technical Spec

These terms are often confused:

	Requirements Spec	Technical Spec
Created by	Client	Contractor
Perspective	WHAT	HOW
Describes	Requirements	Solution
Example	"System should handle 1000 users"	"We'll use Redis caching for 1000 users"
Timing	Before proposal	After contract

Rule of thumb: The requirements spec says what the client wants. The technical spec says how you'll implement it.

Structure of a Requirements Specification

1. Introduction and Objectives

What belongs here:

• Project name and version
• Client and contact person
• Current situation (Why this project?)
• Project goals (What should be achieved?)
• Scope limitations (What is NOT included?)

Example:

Project Goal: Development of a customer portal for self-service contract management. Customers should be able to view contracts, change personal data, and download invoices without contacting support.

Out of Scope: This project does not include CRM system integration and the mobile app.

2. Current State

What belongs here:

• Current processes
• Existing systems
• Known problems
• Interfaces to other systems

Example:

Current Process: Customers call the hotline or write emails to get contract information. Support staff manually searches the ERP and sends information via email.

Problems:

• Average 15 minutes per inquiry
• 40% of support requests concern contract information
• No self-service option outside business hours

3. Functional Requirements

The heart of the specification. All functions are described here.

Structure per requirement:

• ID (e.g., FR-001)
• Title
• Description
• Priority (Must/Should/Could)
• Acceptance criteria

Example:

FR-001: Login

• Description: Customer logs in with email and password
• Priority: Must
• Acceptance criteria:
  • Login with valid credentials leads to dashboard
  • Wrong password shows error message
  • After 5 failed attempts, account is temporarily locked
  • "Forgot password" function sends reset link

FR-002: Contract Overview

• Description: Customer sees all their active contracts
• Priority: Must
• Acceptance criteria:
  • List shows contract number, product, status, duration
  • Sorted by date (newest first)
  • Filter by status (active/cancelled/paused)
  • Click on contract opens detail view

4. Non-Functional Requirements

Quality requirements not directly related to functions.

Categories:

• Performance
• Security
• Availability
• Scalability
• Usability
• Compliance

Example:

NFR-001: Performance

• Page load under 2 seconds for 95% of requests
• System must handle 500 concurrent users

NFR-002: Security

• All data transmitted encrypted (HTTPS)
• Passwords stored hashed (bcrypt)
• Session timeout after 30 minutes inactivity
• GDPR compliant

NFR-003: Availability

• 99.5% uptime (excluding planned maintenance)
• Maintenance windows only Sunday 2-6 AM

5. Interfaces

All connections to other systems.

Example:

INT-001: ERP System (SAP)

• Type: REST API
• Direction: Read (fetch contract data)
• Data: Contract master data, invoices
• Authentication: OAuth 2.0

INT-002: Email System

• Type: SMTP
• Direction: Outgoing
• Usage: Password reset, notifications

6. User Roles

Who uses the system and with what permissions?

Example:

Role: Customer

• Can view own contracts
• Can change personal data
• Can download invoices

Role: Support Staff

• Can view all customer contracts
• Can act for customers (impersonation)
• Can add notes

Role: Admin

• All permissions
• Can manage users
• Can change system settings

7. Constraints

Everything else that's important.

Example:

Timeline:

• Project start: March 1, 2025
• Go-Live: June 30, 2025

Budget:

• Max. $80,000 for development
• Running costs max. $500/month

Technical Requirements:

• Hosting in local data center
• Responsive design (mobile-first)
• Browser support: Chrome, Firefox, Safari, Edge (last 2 versions)

8. Acceptance Criteria

When is the project considered successfully completed?

Example:

• All Must requirements fulfilled
• Performance tests passed
• Security audit without critical findings
• 5 days pilot operation without severe errors
• Documentation and training completed

From Requirements Spec to Proposal

As an IT consultant, you receive a requirements specification and must create a proposal. Here's how:

Step 1: Analyze the Specification

• Are all requirements clearly formulated?
• Are there contradictions?
• What's missing?
• Which requirements are risky?

Step 2: Ask Questions

Almost every specification has gaps. Ask:

"The specification mentions 'intuitive user interface.' Is there a corporate design or style guide we should follow?"

Step 3: Estimate Effort

For each requirement:

• Development
• Testing
• Documentation
• Buffer for unexpected issues

Step 4: Structure Your Proposal

Your proposal should mirror the specification structure:

• Requirement understood (summary)
• Solution approach (your approach)
• Effort and price
• Timeline
• Assumptions and exclusions

Common Problems with Requirements Specifications

Problem 1: Too Vague

"The system should be user-friendly."

That's not a requirement. Ask for measurable criteria.

Problem 2: Solution Instead of Requirement

"We need a MySQL database."

That's a solution, not a requirement. The requirement would be: "The system should store data persistently and deliver queries under 100ms with 10,000 records."

Problem 3: Contradictions

FR-005: "All data is synchronized in real-time." NFR-002: "The system works offline."

Both together aren't possible. Clarify.

Problem 4: No Scope Defined

Without clear boundaries, the project grows endlessly. Insist on "What is NOT included."

---

Professional Proposals from Requirements Specs

A good requirements specification is half the battle. The other half: A proposal that shows you understood the problem and have a clear solution.

With SimpleProposals, you structure your proposal so the client immediately sees:

• You understood the requirements
• Your solution approach is thought through
• Effort and price are transparent

From requirements spec to proposal in minutes, not hours.

Create proposal from requirements spec now