Define the need before the shortlist
A useful requirements checklist connects every important capability to a real workflow, risk or outcome. It separates essential conditions from preferences and gives suppliers enough context to demonstrate evidence rather than repeat a feature list.
Write each requirement as a testable statement: who needs to do what, under which conditions and what evidence will prove it works. Mark it as essential, important or optional, and record the consequence if it is absent.
Outcome and workflow
- The problem and intended measurable improvement are written down.
- Representative workflows, exceptions and approval points are mapped.
- Task ownership, completion rules and source-of-truth expectations are clear.
- Dependencies, milestones and recurring work are defined where needed.
- The required views—such as list, board, calendar or timeline—match real use.
- Notification and reminder rules avoid unnecessary noise.
People, access and usability
- User groups, administrators, guests and external collaborators are identified.
- Roles and permissions can follow least-access principles.
- Mobile, browser and device requirements are recorded.
- Keyboard use, readable contrast and other accessibility needs are tested.
- Training and support needs are realistic for each user group.
- Temporary, inactive and departing-user access can be managed safely.
Data, integrations and reporting
- Required fields, attachments, history and retention periods are defined.
- Data location, backups, recovery and deletion questions are documented.
- Essential integrations include ownership, direction of sync and failure handling.
- Import and export formats are tested with realistic data volumes.
- Reports identify the decision they support, not only the chart requested.
- Application programming interface and automation limits are understood where relevant.
Commercial, service and exit requirements
- All licence, usage, storage, implementation and support costs are included.
- Renewal, minimum-term, price-change and cancellation terms are reviewed.
- Support channels, service hours and escalation routes match operational need.
- Availability, incident communication and recovery commitments are proportionate.
- Data export, deletion confirmation and transition assistance are understood.
- A product can be rejected for failing an essential requirement even if its total score is high.
Requirements checklist FAQs
How many software requirements should I create?
Use enough to cover material workflow, risk and commercial needs without documenting every preference as essential. A smaller set of clear, testable requirements is more useful than a long vague list.
What is the difference between a must-have and a preference?
A must-have is necessary for the workflow, obligation or risk control. A preference improves convenience or value but can be traded against other benefits without making the solution unusable.
Should suppliers answer yes or no to requirements?
A yes or no response is rarely enough for important requirements. Ask for evidence such as a demonstration, documentation, configuration explanation, contract term or realistic trial result.
Continue your software decision
Use the next guide that matches the question you still need to answer.
