Software Requirements Document: Types, Benefits & How to Create One

Software development projects rarely fail because teams don’t work hard; they fail because they don’t agree on what they’re building.

I’ve seen projects stall for months simply because requirements were scattered across emails, spreadsheets, and sticky notes. The solution? A software requirements document (SRD).

An SRD helps with scope creep, technical debt, and those dreaded “that’s not what we asked for” conversations. It creates alignment from the start and keeps everyone, from developers and stakeholders to end-users, on the same page.

In this guide, you’ll get to learn how to write clear software requirements, understand the right format to use, and explore real examples—so you can kick off your next project with confidence.

What Is a Software Requirements Document?

A Software Requirements Document (SRD) is a detailed guide that defines what a software system must do and under what conditions it must operate. It captures both functional requirements (features and tasks) and non-functional requirements (performance, scalability, security).

Its real value lies in reducing miscommunication. By providing clarity and scope, an SRD minimizes costly mistakes, prevents scope creep, and ensures stakeholders, developers, and managers are on the same page throughout the project lifecycle.

For example, if a company is building an online food delivery app, the SRD might specify: “users should be able to browse menus, place orders, and pay via wallet or card,” alongside requirements like “support 10,000 concurrent users” and “send order confirmations within 10 seconds.” 

Let’s see a real-life example or case study of how Frequence, a software company, streamlined its documentation and knowledge management with dedicated knowledge base software:

Why Is Creating a Software Requirements Document Important?

A well-structured Software Requirements Document (SRD) is more than paperwork—it’s the backbone of successful software development. Here are its most important benefits:

1. Avoids Miscommunication With Stakeholders

An SRD creates a single source of truth that bridges the gap between business stakeholders and technical teams, ensuring everyone shares the same vision.

2. Reduces Technical Debt & Rework

By clarifying requirements upfront, teams prevent unnecessary fixes and redesigns later in the project, saving both time and budget.

3. Helps Manage Scope Changes & Priorities

When change requests arise, the SRD provides a reference point to evaluate their impact on timelines, resources, and deliverables.

4. Provides Traceability Across the Project Lifecycle

With a detailed record of requirements, project managers and QA teams can track progress, validate deliverables, and confirm alignment with original goals.

Best Practices for Creating a Software Requirements Document

A Software Requirements Document (SRD) is only valuable if it’s clear, consistent, and actionable. Before diving into the step-by-step creation process, here are some best practices to keep in mind:

• Keep the language clear, simple, and jargon-free, so both technical and non-technical stakeholders understand.
• Use consistent formatting and templates across all requirements for better readability and traceability
• Involve stakeholders early and often to avoid gaps, misunderstandings, or costly rework later.
• Pair each requirement with measurable acceptance criteria to make testing and validation easier.
• Ensure requirements are prioritized—mark must-have vs. nice-to-have features to manage scope creep.
• Maintain version control and change history to handle updates without losing context.
• Incorporate visual aids (diagrams, workflows, wireframes) to simplify complex requirements.
• Make documentation accessible in a centralized hub, so teams aren’t stuck hunting for scattered files.
• Plan for multilingual knowledge base support if working with global teams to avoid misinterpretations.
• Regularly review and update the SRD to keep it relevant throughout the project lifecycle.

If you want to keep things simple, like creating a user manual using Microsoft Word, check out this blog on how to create a user manual in Word. 

How to Create a Software Requirements Document

Let’s now explore the process of creating a software requirements document, followed by a video guide to creating one with dedicated knowledge base software.

1. Gather & Capture Requirements

Start by interviewing stakeholders, conducting surveys, or running workshops to collect needs. Convert business goals into clear user stories.

Here’s How: 

Create a requirement log or spreadsheet where each input is documented with its source, priority, and dependencies.

2. Define Functional & Non-Functional Requirements

Break down what the system must do (functional) vs. how well it must perform (non-functional).

Here’s How: 

Write acceptance criteria for each—e.g., “System must process 500 transactions/minute” for performance.

3. Add Constraints & Assumptions

Document limitations such as budget, deadlines, compliance, or tech stack, along with any assumptions that may affect delivery.

Here’s How: 

Create a “Constraints & Assumptions” section in your SRD template so nothing gets overlooked.

4. Visualize Processes & Flows

Use diagrams, flowcharts, or wireframes to simplify complex processes for both technical and non-technical readers.

Here’s How: 

Embed visuals directly in the SRD, linking them to related requirements for clarity.

5. Validate & Get Feedback

Share the draft SRD with stakeholders and technical teams to confirm accuracy and alignment.

Here’s How: 

Host review sessions, capture comments inline, and update requirements until there’s consensus.

6. Establish Change Handling Process

Since requirements evolve, define how changes will be tracked, reviewed, and approved.

Here’s How: 

Use version control with a change log that records what changed, why, and who approved it.

7. Finalize & Share in a Centralized Repository

Once validated, publish the SRD in a central location (knowledge base, project management software, or documentation tool) so all teams have access.

Here’s How: 

Assign permissions so stakeholders can view them while contributors/editors can update them.

Want to learn how to create documentation/manuals using a dedicated software tool? Check out this video:

What Are the Types of Software Requirements Documents?

Not all software requirement specification formats serve the same purpose when managing a project.

Each type addresses a different audience and aspect of the project. Here are the key ones:

1. Business Requirements Document (BRD)

A BRD outlines the why behind a project. It defines the business goals, objectives, and stakeholder expectations, serving as a high-level blueprint for decision-making. It also aligns stakeholders on scope before diving into technical details.

Example: 

A BRD for a mobile banking app might specify the goal of reducing in-branch transactions by 40% through self-service mobile features.

2. Functional Requirements Document (FRD)

An FRD focuses on the what. It translates business goals into specific system features, workflows, and interactions that the solution must provide. It is often used by both business analysts and developers to ensure alignment.

Example: 

An FRD for the same banking app might list requirements like “Users can transfer funds between accounts in under three steps” or “The app must support biometric login.”

3. System/Software Requirements Specification (SRS)

An SRS goes deeper into the how. It covers functional and non-functional requirements, like system behavior, technical constraints, performance benchmarks, and integration points. This serves as a detailed guide for development and testing teams.

Example: 

The SRS for the banking app could include details like “System should handle 100,000 concurrent logins” and “Transactions must sync with the core banking system within 3 seconds.”

4. Technical Requirements Document (TRD)

A TRD delves into the engineering details, defining the architecture, hardware, software dependencies, APIs, and other technical specifications needed for implementation. 

It ensures developers and architects have precise instructions for system setup.

Example: 

For the banking app, the TRD might specify “API endpoints must use OAuth 2.0 for authentication” and “Database should run on PostgreSQL 14 with daily backup automation.”

What Are the Challenges in Writing SRDs & How to Solve

Writing a Software Requirements Document (SRD) sounds straightforward, but in practice, it can be challenging and can derail clarity, adoption, and project success. 

Here are some common challenges and how to solve them:

1. Stakeholder Pushback

Disagreements often arise when stakeholders feel their input isn’t reflected or when requirements appear rigid.

How to Solve: 

Conduct collaborative workshops and use transparent communication tools. Involve stakeholders early in drafting sessions to secure alignment and buy-in.

Watch this video on improving team collaboration with knowledge base software:

2. Unclear Troubleshooting or Upgrade Instructions

Many SRDs fail to explain how the software should handle troubleshooting or upgrades, leading to confusion during development and support.

How to Solve: 

Use structured sections with predefined templates—covering Overview, Troubleshooting, and Upgrade Instructions to ensure completeness.

3. Translation Issues for Global Teams

If documentation only caters to one language, international teams or clients may misinterpret requirements, creating costly delays.

How to Solve: 

Adopt user manual creator tools with built-in multi-language support and allow manual edits after machine translation for accuracy.

4. Agile Integration Challenges

Traditional SRDs often clash with agile processes, as they can feel too rigid or outdated by the time sprints evolve.

How to Solve: 

Create lightweight, iterative SRDs that evolve with each sprint, focusing on just-in-time requirements while still maintaining traceability.

What Are Some Tools to Create & Manage SRDs?

The right tools make all the difference when it comes to writing and maintaining software requirements documents. 

Here are some popular options tailored to different needs:

1. Knowledge Base/Documentation Software 

Knowledge base software tools are ideal for drafting, organizing, and publishing SRDs in a centralized, web-based hub. 

Their AI Writer and ready-to-use knowledge base templates simplify documentation, while features like revision history, role-based permissions, and AI search ensure clarity and accessibility. 

Consolidating all requirements in one place eliminates scattered docs and makes collaboration seamless for distributed teams.

2. Project Management Software

Project management software, for example, helps bridge SRDs with actionable workflows. Once requirements are documented, they can be linked directly to project tasks using task management tools, milestones, and dependencies inside the platform. 

Managers can monitor progress, track changes, and tie requirements back to deliverables—all while keeping teams aligned. This integration reduces miscommunication and ensures that requirements remain connected to project execution.

3. Diagramming Software 

These types of tools are especially useful for visualizing complex requirements. They allow you to create flowcharts, UML diagrams, system maps, and process models that can accompany written SRDs. 

These visuals make abstract requirements easier to grasp for both technical and non-technical stakeholders. 

By embedding Lucidchart diagrams alongside SRDs, teams gain better clarity, minimize misunderstandings, and improve overall communication.

Examples of Software Requirements Documents

Here are some software requirements document examples for different use cases and purposes:

1. SRD for Software System Requirements

Image source: ManageEngine Help Center (Created With ProProfs Knowledge Base)

The ManageEngine help page discusses minimum requirements for different operating systems, including Windows and Linux. 

The article also details requirements for cloud VM setups, such as those on AWS and Azure. Important points include the supported database backends and the need to enable JavaScript, cookies, and iframes for optimal browser functionality.

2. SRD for the Process of Saving Files

1. Introduction

The purpose of this feature is to allow users to save their work within the application to avoid data loss and ensure persistence across sessions.

2. Scope

This functionality will be available across all user accounts (basic and premium) and support multiple file formats (.txt, .docx, .pdf).

3. Functional Requirements

FR1: Save Command

Users must be able to save their file using the “File > Save” menu option or the keyboard shortcut (Ctrl+S / Cmd+S).

When saving for the first time, the system must prompt the user to specify a file name and location.

FR2: Save As Functionality

Users must be able to save a copy of the file with a different name or format using “Save As.”

The system should allow users to overwrite existing files after a confirmation prompt.

FR3: Auto-Save

The application must automatically save the file every 5 minutes to a temporary storage location.

If the application crashes, the user should be prompted to recover the last auto-saved version on reopening.

FR4: Supported Formats

Files can be saved in the following formats: .txt, .docx, .pdf.

Default format: .docx.

4. Non-Functional Requirements

Performance: Save action must complete within 2 seconds for files under 10MB.

Security: Saved files must inherit system-level file permissions.

Compatibility: Functionality should work across Windows, macOS, and Linux versions of the app.

5. Example User Flow

User clicks File > Save.

A dialog box appears for the user to enter the file name.

The user selects the .docx format and clicks Save.

The system saves the file and displays a confirmation message in the status bar.

3. SRD for Boosting Remote Classroom Efficiency

1. Introduction

The goal of this feature is to enhance the effectiveness of online classrooms by providing tools for streamlined communication, task tracking, and engagement monitoring. This ensures both teachers and students maximize their productivity in remote learning environments.

2. Scope

The system will serve K–12 and higher education institutions, as well as corporate training programs. Core functionalities include assignment distribution, real-time attendance, team collaboration workspaces, and performance tracking dashboards.

3. Functional Requirements

FR1: Attendance Tracking

Teachers must be able to record attendance automatically when students log in.

Generate daily/weekly reports of attendance.

FR2: Assignment & Resource Sharing

Teachers must be able to upload assignments, notes, and multimedia content directly within the platform.

Students should receive instant notifications when new resources are posted.

FR3: Real-Time Polls & Quizzes

Allow teachers to create quick polls/quizzes to measure student understanding.

Results must be displayed instantly for both teachers and students.

FR4: Collaboration Tools

Students must be able to collaborate using chat, shared documents, or breakout groups.

Teachers can assign group leaders and monitor participation.

FR5: Dashboard & Analytics

Teachers get a dashboard showing attendance trends, assignment completion, and engagement scores.

Students can see progress reports comparing their performance with class averages.

4. Non-Functional Requirements

Scalability: Must support up to 500 concurrent students in a single session.

Performance: System must load dashboards and resources in under 3 seconds.

Security: Data must be encrypted, with role-based access for teachers, students, and admins.

Accessibility: Must comply with WCAG accessibility standards for inclusivity.

5. Example User Flow

1. The teacher logs in and schedules a live class.
2. Students join the session, and attendance is auto-marked.
3. The teacher shares lecture slides and launches a quick comprehension quiz.
4. Students answer, and results are displayed in real time.
5. Assignments are posted post-session, and progress is tracked on dashboards.

Improve Collaboration & Product Quality With Software Requirements Document

A well-crafted software requirements document (SRD) is more than just paperwork—it’s the roadmap that keeps projects on course, prevents scope creep, and ensures every stakeholder is aligned. Without it, teams risk confusion, wasted resources, and costly rework.

By investing in SRDs, businesses see tangible ROI: fewer delays, reduced development costs, smoother collaboration, and stronger confidence from stakeholders. Clear documentation means fewer surprises and faster delivery of high-quality software.

Start building your SRD today with ready-to-use templates and AI-powered assistance in ProProfs Knowledge Base. From intelligent search to AI writing prompts and automated structuring, the platform makes it easy to gather, organize, and maintain requirements that drive project success.