The requirements document that vendors take seriously

A solid requirements document saves months and thousands of euros. Here's how to write one that truly steers, without writing a book.

Team WeMatch.Tech3 min read

WeMatch.Tech

A sharp requirements document steers the whole journey, from demo to contract.

The requirements document is the compass of your software selection. Yet we often see two extremes: a half-page list, or a two-hundred-line document no one reads. Both produce the same outcome: non-committal quotes you can't compare.

Why most requirement lists don't work

A good requirements document describes not which buttons the software needs, but which problem you want to solve. Vendors who get that come back with a fitting proposal. The rest send a standard brochure.

Describe the problem, not the solution

Write down what goes wrong now, not which feature you think you need. That gives vendors room to come up with a better solution than you'd imagined.

Split must-haves and nice-to-haves

Not everything matters equally. A hard split tells your vendor where the deal stands or falls, and gives you a fair yardstick later.

Describe your processes

One paragraph on how an order, quote or request flows through your organisation today says more than ten separate feature requirements. Software should support your process, not the other way round.

Make it measurable

'User-friendly' means something different to everyone. 'A new hire works independently within a day' is testable. Make requirements concrete enough to tick off.

Name your integrations explicitly

Which systems must it connect to: accounting, email, webshop, ERP? This is the requirement most often forgotten and the most expensive afterwards.

Give context about your organisation

Number of users, sector, growth plans and a budget indication help vendors make a realistic proposal instead of a wild guess.

70%

of the time-consuming discussions in a selection project come from requirements not being clearly defined upfront.

“When we started writing down our process instead of loose wishes, half our 'requirements' fell away. What remained was what really mattered.”
Operations manager, wholesaler (45 employees)

One clear process description replaces dozens of separate feature requirements.

Keep it short and sharp

A workable requirements document usually fits on three to five pages. It steers the conversation, makes quotes comparable and prevents surprises later. Longer is rarely better.

Want to spar about your requirements or a template that works? Our advisers help you on your way for free, before you go to market.

In short

Describe the problem and your process, not the solution you already have in mind.
Split must-haves and nice-to-haves; dat maakt offertes vergelijkbaar.
A three-to-five-page requirements document steers better than a two-hundred-line list.

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Whitepaper

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The requirements document that vendors take seriously

Why most requirement lists don't work

Describe the problem, not the solution

Split must-haves and nice-to-haves

Describe your processes

Make it measurable

Name your integrations explicitly

Give context about your organisation

Keep it short and sharp

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