Offshore Development
7 min read
How to Write a Software Requirements Document for an Outsourced Team
A clear software requirements document is the cheapest way to avoid rework when outsourcing. Here is what to include, with a simple template.
Quick answer: A software requirements document for outsourcing should explain the business goal, the users, the core user journeys, each feature as a user story with acceptance criteria, non-functional requirements such as performance and security, integrations, and what is explicitly out of scope. It does not need to be long; it needs to be clear enough that a team in another country can estimate and build without guessing.
Key takeaways
Clarity beats length. Ten clear pages beat fifty vague ones.
User stories with acceptance criteria prevent most misunderstandings.
Always list what is out of scope.
Wireframes or screenshots remove more ambiguity than words.
What sections should a software requirements document include?
Background and goal: why the project exists and how success is measured.
Users and roles: who uses the system and what each role can do.
Core user journeys: the main paths users take, step by step.
Features as user stories: "As a [role], I want [action] so that [benefit]".
Acceptance criteria: testable conditions for each story.
Non-functional requirements: performance, security, accessibility, browsers and devices.
Integrations: third-party systems, APIs and data flows.
Data and reporting: what is stored, exported and reported.
Out of scope: what will not be built in this phase.
Constraints: deadlines, budget, preferred technology, compliance.
What does a good acceptance criterion look like?
For a story like "As a sales manager, I want to filter leads by status", good criteria are specific: the filter shows all statuses, results update without a page reload, the selected filter persists when returning to the page, and an empty state is shown when nothing matches.
How detailed should it be?
Detailed enough to estimate and test, but not so detailed that it prescribes every pixel. Pair the document with wireframes or a clickable prototype for interfaces.
Common mistakes
Describing solutions instead of problems.
Leaving edge cases and error states undefined.
Forgetting admin and reporting needs.
No out-of-scope section, leading to scope creep.
Can your outsourcing partner help write it?
Yes. Many partners run a short discovery phase to co-write requirements and wireframes. This is often the most valuable part of the project.
How Fameweb helps
We run discovery sprints that produce user journeys, stories, acceptance criteria and wireframes before quoting. See offshore development, custom CRM development and the guide on building an MVP offshore.
Frequently asked questions
Do I need a requirements document for agile projects?
Yes, but lighter: a clear goal, roles, journeys and a prioritised backlog with acceptance criteria.
How long should a requirements document be?
Usually five to twenty pages for most business applications, plus wireframes.
Who should approve the requirements?
A single product owner on your side, so decisions are fast and consistent.
