Requirements Documentation

October 1, 2025
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What is Requirements Documentation?

Requirements documentation is a formal record that outlines the specific needs, expectations, and constraints of a project. It serves as a foundation for all stakeholders—clients, users, designers, and developers—to understand what the project must achieve. The document typically includes both functional requirements (what the system should do) and non-functional requirements (how the system should perform). It is created early in the project lifecycle and is often updated as the project evolves. Clear and complete requirements help ensure alignment among team members and reduce the risk of project failure.

A well-prepared requirements document enables project managers to plan resources, budgets, and timelines effectively. It also serves as a reference point for validation and verification activities throughout the development process.

Key Points

  • Captures both functional and non-functional needs of the project.
  • Provides a common understanding among stakeholders.
  • Supports project planning, estimation, and risk management.
  • Acts as a baseline for change control and project evaluation.
  • Can take various forms, including business requirement documents (BRDs), software requirement specifications (SRS), or user stories.

Related Terms

  • The business case helps justify the need for a project and often informs the creation of requirements documentation.
  • A project charter typically summarises high-level requirements, which are later detailed in the requirements documentation.
  • Stakeholder analysis helps identify who should contribute to and review the documented requirements.
  • The work breakdown structure (WBS) is often based on the information outlined in the requirements documentation.
  • A traceability matrix links requirements to project deliverables and test cases to ensure coverage and accountability.

Requirements Documentation: Example

A healthcare software project team prepares a requirements document that outlines the system’s ability to securely store patient data, restrict access to authorized personnel only, and generate reports for doctors. The document includes use cases, data flow diagrams, performance benchmarks, and compliance requirements related to healthcare regulations. It is reviewed and approved by both technical staff and healthcare stakeholders before development beginning.

Requirements Documentation: Best Practices

  • Engage stakeholders early and continuously to gather accurate and complete requirements.
  • Use clear, concise, and precise language to avoid confusion.
  • Organize the document logically, separating functional and non-functional elements.
  • Update the documentation as changes occur and maintain a version control system to track these changes.
  • Validate requirements through peer reviews, walkthroughs, or prototyping to confirm accuracy and feasibility.

Additional Resources

Requirements Documentation - The Business Analysis Handbook: Techniques and Questions to Deliver Better Business Outcomes     Requirements Documentation - A Guide to the Business Analysis Body of Knowledge (BABOK Guide)

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