The quality of proposals you receive depends largely on the quality of the brief you send out. Vague briefs attract guesswork. Overly rigid specs discourage the expertise you’re paying for. Neither gets you what you actually need.
A good software brief gives vendors enough information to propose meaningfully while leaving room for them to add value. Here’s how to write one.
Start with the Problem, Not Features
Most briefs start with a feature list. “We need a customer portal with login functionality, document storage, and messaging.”
This tells a vendor what you think you want. It doesn’t tell them why you want it or what problem you’re solving.
A better approach: “Customers currently call our support team to request documents and check order status. This creates delays for customers and consumes staff time that could be spent on higher-value work. We need a way for customers to self-serve.”
Now a vendor understands the outcome you need. They might propose a customer portal. They might propose something simpler or more effective. Either way, they’re solving your actual problem rather than just building your assumed solution.
Define Success Clearly
What changes when this project works? Be specific.
Vague: “Improve customer experience.” Specific: “Reduce document request calls by 60%. Decrease average response time from 48 hours to immediate.”
Measurable success criteria help vendors scope appropriately and help you evaluate whether the project delivered value.
State Your Constraints Honestly
Constraints aren’t weaknesses to hide. They’re essential information that prevents wasted time.
Budget. Yes, share it. A vendor who knows your budget can tell you what’s realistic within it. A vendor guessing at your budget will either over-spec or under-deliver.
Timeline. When do you need this live, and why? Is the deadline fixed (regulatory compliance, contract obligation) or preferred?
Technical environment. What systems must this integrate with? What platforms do your users have? What technical standards does your organisation follow?
Describe Your Users
Who will actually use this system? How technical are they? What devices do they use? What are they doing today, and what frustrates them about it?
User context shapes design decisions. A system for field technicians on mobile devices requires different thinking than one for office staff on desktops.
Include What You Don’t Know
Gaps in your brief aren’t failures. Pretending you have answers you don’t have is worse.
If you’re unsure whether to build a mobile app or a responsive website, say so. If you don’t know how many users to plan for, acknowledge it. Good vendors help you work through these questions. That’s part of their value.
Keep It Focused
A brief isn’t a contract or a complete specification. It’s an invitation for vendors to engage with your problem and show you how they’d approach it.
Aim for clarity over comprehensiveness. A focused three-page brief beats a sprawling twenty-page document that nobody reads carefully.
What Happens Next
A good brief attracts thoughtful proposals. It also filters out vendors who aren’t willing to engage seriously with your problem.
Compare how vendors respond to your brief, not just what they propose. The vendor who asks smart, clarifying questions is often a better partner than one who quotes immediately without understanding your situation.
Not sure where to start with your brief? Tyne Solutions can help you scope your project properly. Get in touch.