How to write a brief for a website or software project
What to include in a brief for a website, ERP or custom software project, so agencies can give you useful advice and realistic estimates.
RIVO Solutions · · 2 min read
A good brief saves weeks. It helps an agency understand the problem, ask the right questions and give you an estimate you can trust. It doesn't need to be long or technical. It needs to explain the situation clearly. Here is what to include.
1. The business, in two or three sentences
What you do, who your customers are, how many people work in the business and where. This is context, not a sales pitch.
2. The problem or opportunity
Describe what is happening today and why it needs to change. "Our website looks dated and doesn't bring enquiries" or "orders are tracked in three spreadsheets and we keep missing deliveries" is more useful than "we need a new website" or "we need an ERP".
3. Who will use it
For a website: who visits, and what you want them to do. For software: which roles will use it, how many people, on what devices, and where. Office, warehouse and field users have very different needs.
4. What success looks like
How will you know the project worked? More enquiries, faster order processing, fewer errors, a reliable report for management. Be as specific as you can.
5. What exists today
- Current website, domain and hosting.
- Systems in use: accounting software, CRM, spreadsheets, apps.
- Data that must be moved across.
- Anything that must connect to the new solution.
6. Must-haves and nice-to-haves
Separate what the first version must do from what can wait. This is the most useful thing you can do to keep a project on budget.
7. Budget range and timing
A range is enough. It isn't about getting the highest price; it lets the agency propose something realistic, such as a smaller first phase, rather than a plan you can't afford. Mention any fixed dates, such as a launch, an event or a compliance deadline.
8. Examples and constraints
Websites or tools you like and why. Brand guidelines. Language needs, such as Arabic and English. Any security, hosting or ownership requirements.
A short template
- About us:
- The problem today:
- Who will use it:
- Success looks like:
- What we have now:
- Must-haves for version one:
- Nice-to-haves:
- Budget range and key dates:
- Examples, constraints, languages:
Don't wait for a perfect brief
If you only have the first two points, that is enough to start a conversation. Our project brief form asks for the essentials and takes about two minutes, and you can send it by email or WhatsApp. Turning a rough idea into a clear brief is part of our discovery work.