How to write a software requirements specification
Complete guide for UK businesses with practical examples and common mistakes to avoid.
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What this template includes
We've created a practical SRS template designed specifically for UK SMEs commissioning bespoke software. It includes all 8 essential sections of a comprehensive requirements specification with guidance notes and examples to help you get started.
Free download, no signup required. Available in Word and HTML formats.
The 8 essential sections
A well-structured SRS follows a logical flow from high-level business context through to detailed technical requirements. Our template includes all 8 sections:
1Introduction and scope
Project overview, objectives, and boundaries. What's included and explicitly excluded.
2Business context
The business problem, current situation, and desired outcomes with measurable success criteria.
3Users and personas
Who will use the system, their roles, goals, and technical capabilities.
4Functional requirements
What the system must do. Features, user stories, and acceptance criteria.
5Non-functional requirements
How the system should perform. Speed, security, scalability, and quality attributes.
6Integration requirements
Systems to connect with, data flows, and API requirements.
7Data requirements
Data sources, structures, migration needs, and governance requirements.
8Constraints and assumptions
Budget, timeline, technical limitations, and assumptions made during requirements gathering.
How to use the template
- Download the Word version to edit directly, or the HTML version to view in your browser
- Replace the placeholder text with your project details
- Delete the guidance boxes before sending to your development partner
- Use the template as a starting point for discussions, not a finished document
Tip: Don't try to complete the template alone. Share it with your development partner early - they can help you elaborate technical requirements and ensure nothing is missed.
When to use this template
- Starting a new project - Create a comprehensive brief before approaching development partners
- Getting quotes - Provide consistent, detailed requirements to multiple agencies for accurate comparisons
- Discovery phase - Structure your findings after stakeholder workshops and interviews
- Internal alignment - Ensure all stakeholders agree on requirements before development begins
