Are you wondering why the valuation of your IT project significantly exceeded the budget, and the collaboration with the contractor was full of misunderstandings from the start? Often, the culprit is an underdeveloped brief for a software house—a document that determines the success of the entire venture. In this article, you will learn how to write an IT brief that will secure an accurate valuation and ensure your technology partner thoroughly understands your vision. Discover a proven structure and learn about the mistakes to avoid to guarantee your project's success from the very beginning.
Table of contents
Introduction
2. How to write a brief that every software house will understand? Structure and key elements
3. The most common mistakes in an IT brief to avoid
4. How to prepare a good brief for a software house – a step-by-step process
Introduction
In the dynamic world of digital transformation, choosing the right technology partner, such as a software house, is one of the key business decisions. However, even the best team of developers cannot read minds. The basis for successful collaboration, timely delivery, and, most importantly, an accurate IT project valuation, is a document that is often treated as an afterthought—the IT brief. For a COO or Product Director, understanding how to write a brief that is complete, precise, and comprehensible is not just a formality but a strategic investment. A well-prepared brief for a software house is the foundation upon which the entire project is built. It eliminates misunderstandings, minimizes the risk of costly changes in later stages, and allows for the creation of a product that genuinely meets business needs.
Check what criteria to follow when choosing a software house to find a reliable partner:
Software House – How to choose and what to ask?
In this article, we will guide you through the process of creating an effective brief, point out what it should contain, and what mistakes to avoid to ensure your project is set up for success from the very beginning.
Why a well-prepared brief for a software house is the key to success?
Many managers see creating a brief as a tedious duty. In reality, it is one of the most powerful tools for managing a project, budget, and expectations. The time invested in preparing the documentation pays off handsomely throughout the entire project lifecycle. Understanding how a brief affects project valuation is the first step towards optimizing costs and building a transparent relationship with a technology partner.
The brief as a foundation for collaboration and accurate IT project valuation
Imagine building a house without detailed architectural plans. The contractor could only provide a very general, rough estimate, burdened with a huge margin of error for "unforeseen circumstances". It works exactly the same way in the IT industry. A software house receiving a laconic request for proposal must assume worst-case scenarios, which leads to an inflated valuation. The more unknowns there are, the larger the risk buffer added to the cost estimate.
A detailed IT brief acts as a precise plan. It allows analysts and developers to fully understand the scope of work, identify potential technological challenges, and estimate the time needed to implement individual functionalities. This directly translates into a more accurate and, consequently, often lower IT project valuation. Transparency from the very beginning builds trust and ensures that both parties are confident they are talking about the same product.
Saving time and resources on both sides
A chaotic process starting with an unclear brief generates enormous time losses. The cycle of endless questions and answers, clarification meetings, and constant concept changes delays the start of work and frustrates both sides. A well-prepared document minimizes this communication loop. The software house can move to the analysis and design phase more quickly, and your team can focus on strategic business aspects instead of constantly explaining basic assumptions.
What's more, a clear brief allows for faster and more accurate selection of the project team on the contractor's side. Knowing what technologies will be used and what the key challenges are, the software house can delegate specialists with the right skills, which significantly affects the quality and pace of work.
How to write a brief that every software house will understand? Structure and key elements
Creating a comprehensive document doesn't have to be difficult if you approach it methodically. The following structure is a proven template that answers the question of what a project brief should contain to be clear, complete, and valuable to a potential contractor.
1. Business context – project goal and justification
This is the absolute foundation. Before you describe what the application should do, explain why it should be created at all. Answer the following questions:
- What business problem does this project solve? (e.g., process automation, increasing sales, entering a new market).
- What are the measurable goals (KPIs) you want to achieve? (e.g., reducing customer service time by 20%, increasing conversion by 5%).
- What is your company, what does it do, and what is its market position?
For a software house that is meant to be a partner, not just a subcontractor, understanding the business context is crucial. It not only allows for a better solution design but also enables them to proactively suggest improvements that support your strategic goals.
2. Target audience and user personas
Who will be using this software? A general description of the target audience ("everyone interested") is not enough. Create 2-3 simplified user personas, describing their goals, motivations, and potential frustrations with the current state of affairs. For example:
- Persona 1: Anna, Logistics Manager. Goal: To quickly generate inventory reports. Frustration: The current system requires manually exporting data from three different programs.
- Persona 2: Mark, Field Employee. Goal: To easily report client visits from a phone. Frustration: He has to write notes in a notebook and transcribe them into the system after returning to the office.
Such a description helps the UX/UI team design an interface that is intuitive and effective for real users.
3. Project scope – key and optional functionalities (Must-have vs. Nice-to-have)
This is the heart of any IT brief. Instead of creating one long wish list, divide the functionalities into two categories:
- Must-have (MVP - Minimum Viable Product): Absolutely essential features without which the product will not fulfill its primary purpose. This is the core that must be built first.
- Nice-to-have: Features that are valuable but can be implemented in subsequent product development stages.
This division is extremely valuable. It allows for flexible budget and schedule management. The software house can quote the MVP scope and subsequent phases separately, giving you control over costs and enabling a faster market launch.
4. Non-functional requirements – performance, security, scalability
This is an often overlooked yet critical element. Non-functional requirements describe how the system should work, not what it should do. Consider:
- Performance: How many concurrent users should the system handle? What should be the loading time for key screens?
- Security: Will the system process sensitive data (e.g., personal, medical)? What security standards must it meet (e.g., GDPR)?
- Scalability: Do you anticipate a sharp increase in the number of users in the future? The system must be designed to be easily expandable.
- Availability: Should the application work on specific browsers or operating systems (iOS, Android)?
The lack of this information is one of the main reasons for underestimating projects. Building a system for 100 users versus 100,000 is an entirely different architectural and cost challenge.
5. Technical aspects and integrations
If your company already has systems that the new application needs to communicate with, you must describe this precisely.
- Does the new application need to integrate with your CRM, ERP, or accounting system?
- Do you have API (Application Programming Interface) documentation for these systems?
- Do you have any preferences for the technology stack (programming languages, frameworks)? If not, leave this decision to the experts at the software house, but inform them of any internal constraints or standards.
6. Budget and timeframe
Many clients avoid stating a budget, fearing that the software house will "adjust" the quote to the maximum amount. This is a mistake. Providing a realistic budget range is extremely helpful. It allows the technology partner to propose a solution that fits within your financial capabilities. Instead of preparing an offer for a "Rolls-Royce" you can't afford, they can immediately suggest an optimal solution within the available funds. Also, specify the expected implementation deadline or key project milestones.
7. Reference materials and inspirations
Show, don't just tell. Attach everything to the brief that can help convey your vision:
- Links to competitors' applications (with comments on what you like and dislike about them).
- Mockups (wireframes) or graphic designs, if you have them.
- Your brand's visual identity.
- Examples of solutions that inspire you, even if they come from a different industry.
The most common mistakes in an IT brief to avoid
Knowing how to prepare a good brief for a software house also means being aware of the pitfalls. Avoiding the mistakes below will save you a lot of trouble and misunderstandings. These are key tips on what to avoid in an IT request for proposal.
Mistake 1: A description that is too general or imprecise
"We want to create an e-learning platform" or "We need a mobile app for booking" – this isn't a brief, it's just an idea. A lack of detail regarding key processes and functionalities forces the software house to guess. The result? You'll either receive dozens of clarifying questions, which will prolong the process, or you'll get a quote with such a large risk margin that it will be inadequate for your actual needs.
Mistake 2: Omitting business goals
Focusing solely on a list of features without providing business context is a direct path to creating a tool that is technically correct but useless from the company's perspective. A software house acting as a technology partner wants to know why it is creating a particular solution. It may turn out that, based on their experience, they can propose a simpler or more effective way to achieve your business goal than you originally assumed.
Mistake 3: Lack of functionality prioritization
Treating all features as "must-haves" is one of the most common mistakes in an IT brief. It leads to a giant, monolithic project that is expensive, difficult to manage, and takes a long time to complete. The Agile approach and the MVP (Minimum Viable Product) concept are based on iterative development. Define the core of the product, release it to the market, gather user feedback, and then decide on the development of subsequent features.
Mistake 4: Unrealistic expectations regarding budget and schedule
Expecting to create a complex platform modeled on global giants in three months and for a fraction of their budget is unrealistic. Be honest about your capabilities. If the budget is limited, a good software house will help you trim the MVP scope to deliver maximum value within the available funds. Transparency in this matter builds a partnership-based relationship.
Mistake 5: Hiding key information or constraints
Is there an outdated system in the company that needs to be integrated, but it has no documentation? Are there internal regulations that mandate the use of a specific technology? Do not hide such information. What may seem like a minor detail could turn out to be a major technological blocker that significantly affects the system's architecture and, consequently, the final IT project valuation and schedule.
How to prepare a good brief for a software house – a step-by-step process
Creating a solid brief is a process worth systematizing. The following steps will help you complete this task smoothly and efficiently.
Step 1: Assemble an internal project team
Don't write the brief alone. Involve key stakeholders from different departments – marketing, sales, operations, IT, customer service. Each of these individuals will bring a unique perspective and help define the real needs and problems the software is meant to solve.
Step 2: Organize workshops and brainstorming sessions
Organize a meeting (or a series of meetings) to jointly define all the elements of the brief described in the previous sections, visualize ideas, map out processes, and prioritize functionalities.
Step 3: Create the first draft of the document
Based on the workshop notes, one person (e.g., a Product Owner or Project Manager) should prepare the first, coherent version of the document. Organize the collected information according to the structure: goals, personas, features, non-functional requirements, etc.
Step 4: Review and iterate
Send the draft brief to all stakeholders involved in the project. Collect their feedback, comments, and corrections. Sometimes, a few rounds of iteration are needed to arrive at a version that everyone agrees on and that is fully understandable. This stage is crucial for avoiding internal misunderstandings in the future.
Step 5: Select potential partners (software houses) and send the inquiry
With a ready, polished brief for a software house, you can start looking for a technology partner. Send the document to a few (3-5) selected companies. Because each of them will receive the same detailed information, you will be able to objectively compare the offers, quotes, and proposed approaches you receive.
Find out how to prepare for your first meeting with a software house when you already have a brief ready:
Working with a Software House: A Guide to Project Success
Summary
Treating the IT brief as a strategic tool rather than a bureaucratic obligation is a mindset shift that pays dividends at every stage of a digital venture. This document is the communication bridge between your business vision and its technical implementation by a software house. The more solid and detailed this bridge is, the smoother the collaboration will be, and the greater the chance that the final product will deliver real business value while staying within the assumed budget and schedule.
Remember, a precise brief for a software house is not a cost but an investment in predictability, transparency, and the ultimate success of your project. Knowing how to write a brief is one of the key competencies of a modern leader in the digital era, enabling effective management of the software development process and maximizing the return on technology investments.
