How to write a document effectively for business requirements

What do you mean by Business Requirement?

A business needs to follow critical activities needed by enterprise for implementation by the team managing such business. There is then a need to write such a process of critical activities in a business requirements document (BRD).

“Business requirements are the critical activities of an enterprise that must be performed to meet the organizational objective (s) while remaining solution independent. A business requirements document (BRD) details the business solution for a project including the documentation of customer needs and expectations,” according to iSixSigma. It further says, “A business requirements document (BRD) details the business solution for a project including the documentation of customer needs and expectations. If an initiative intends to change existing (or introduce new) hardware/software, create a new BRD.”

Therefore, a business requirements document influences a project’s intended purpose to its accomplishment or failure. A well-written document for business requirements guides a project and sees all are agreeing about how to perform activities coherently to achieve the intended purpose.

A business requirements document is a formal document that shows what a company hopes to accomplish in a project. It describes the objectives of the project to achieve and makes sure that everyone knows clearly what to do and when. A business requirements document describes the methodologies to follow for the success of a project and provides clear guidance on the expected results of a project.

Why document Business Requirements?

Here are some suggestion as to how to document business requirement effectively.

Plan in advance

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The phase of planning in advance is critical to the creation of an excellent BRD, as all participants get an opportunity to contribute. This phase includes collecting data, getting stakeholder input, and holding workshops. You need to identify and document anything that might benefit the project.

Even if you prepare an excellent BRD, it may not work if you do not distinguish and write all significant requirements. You need to understand the project requirements through discussions with all the stakeholders. There are many ways you can collect information such as through deliberations; holding workshops to get effective requirements and undertaking surveys. It is the limitation of your imagination to find ways and means to collect information necessary. Integrating multiple approaches is the best way to arrive at a complete set of requirements. Keep in mind that the collection of requirements is an ongoing process.

Be clear in your language

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In documenting requirements in BRD, do not add irrelevant information. Lack of relevant information makes it difficult to understand the requirements. Ensure the document is user friendly. Make sure that the length of every single requirement is up to 60 words and readable and understandable easily to anyone. When using technical terms, include them in a glossary at the end of the document. You can make the document inclusion using neutral pronouns.

Referencing previous projects

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Referencing a past project saves your time for advance planning since you can know some requirements of the ongoing project. This also facilitates the documentation step, as you can use a template from an earlier project. The previous project may assist you in determining the feasibility of the project. When creating the BRD, mention the success of previous projects to reassure all stockholders. In addition, review business requirements mentioned in previous projects to make sure you are not missing anything important.

Incorporate images / graphics

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Since BDRs are rich in the text description, so it is important to add graphics/ images. It sets out, clarifies the information, and makes the document more engaging. You can use process workflows and scope templates to break down text description monotony. The charts, flowcharts, graphics, and infographics are also useful. Visuals enhance understanding and make technical information simpler. Also, include a workflow process chart that connects with your business needs…

Write logical lines of action.

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Dynamic verbs shorten sentences and statements. Short sentences are more readable and easier for people to understand. You can use such verbs as ‘negotiate’, ‘transform; ‘expedite’, ‘engineer’ either in the past tense or present tense or neutral tense as the situation demands while describing actions during documenting business requirements. There are different verbs to describe actions for which you can refer to a dictionary if you need.

Mention a clear call to action for each section of the RPD. Avoid passive voice while describing the call to action so that stakeholders can celery understand what to do to minimize friction.

 Edit and proofread

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After completing writing business requirements, perform proofreading and editing to give a professional touch to the document. You can take it to an expert in the subject for his views and suggestions and then present it to the stakeholders to validate. After review by the expert and stakeholders, incorporate their suggestions if found workable in the business requirements document.

BRD’s core features 

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Executive summary: it summarises the goal of the project, tools/methods necessary for successful implementation to improve the profitability of the business. It also includes the project overview including vision and context.

Scope of Project: It is the work necessary to complete a project. A clear scope of the project assists with budgeting and procurement and prevents waste and duplication.

Objectives: objectives need to be realistic and achievable within a specified time limit

Project Needs Statement: It describes the subject, a rough order of magnitude of costs and schedule, and basic business and technical skills.

Statement of Requirements: The statement of requirements describes the purpose of the project. This is where you give details such as schedules, diagrams, and organization charts.

Stakeholders: here responsibilities are assigned to each key project stakeholder.

SWOT: Identifies and describes the project’s strengths, deficiencies, opportunities, and threats, constraints.

Quality checks and controls: Describe what kind of quality checks and control to implement.

Limitations: These are impediments to the success of the project. Project implementers may propose viable options or develop alternative plans.

Timeline/Schedule: Explain project milestones in this section. Make sure to inform stakeholders of what project is needed and when.

Budgetary & Fiscal Impact: The budget itemizes all project costs. It is equally important to discuss the manner in which the company will finance the project.


When you launch a new project, everyone involved in the project needs to understand the expected results. This is where documenting business requirements get involved. In order for a business requirements document to be effective, you must consider many factors. It also needs to clearly and concisely be stated in order to ensure people understand the objectives of the project. Draft business requirements documentation that is read.

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  • Ram

    Ram, the author of "Business Development: Perspectives" on Amazon Kindle, has a wealth of experience in business development across multiple industries. He has over 30 years of experience in commodities, FMCG, and software industries, and has held various leadership positions in these sectors. In the commodities and FMCG industries, Ram served as GM of Business Development for southern India, where he successfully established new businesses and expanded existing ones. In the software industry, he was Regional Director of Business Development for Asia, where he was responsible for expanding the company's presence in the region. Ram has a proven track record of turning around loss-making ventures and establishing successful businesses. Ram has also served as the Director of Industry Partnerships and IT Blog editor at a software company, showcasing his expertise in technology and industry partnerships.

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