Copy-paste PRD and SRS templates plus acceptance criteria, change requests, and a requirements scorecard to get accurate quotes and faster delivery in 2026.
Last updated: Feb 7, 2026. Changelog: added templates, scorecard, and download pack.
Most software projects do not fail because of coding. They fail because requirements are unclear, and quotes are based on assumptions.
This guide gives you a copy-paste PRD template 2026 and SRS template 2026, acceptance criteria, and a change request process.
The goal: accurate estimates, less scope creep, and faster delivery.
Product and delivery team. Focused on clarity, quote accuracy, and risk control.
PRD (Product Requirements Document) explains what you are building and why: purpose, features, behavior, and user needs.
SRS (Software Requirements Specification) makes it buildable: functional + non-functional requirements, constraints, interfaces, data, and rules.
SOW (Statement of Work) is delivery scope: deliverables, milestones, responsibilities, acceptance criteria, and change handling.
If you want accurate pricing plus faster delivery, use:
For formal requirements engineering, a common reference is ISO/IEC/IEEE 29148, which describes what requirement artifacts should cover across the lifecycle.
If you do not have time to write a full app requirements document, start here.
Copy-paste the one-page blueprint and fill what you can. Partial answers still improve quote accuracy.
Project name:
Business goal (1 line):
Target users:
Core workflow (open -> do X -> get Y):
Must-have features (top 5):
1.
2.
3.
4.
5.
Nice-to-have (later):
Platforms: Web / Android / iOS
Admin panel needed? Yes/No
Integrations: Payment / WhatsApp / SMS / Email / Maps / CRM / Tally / Shipping
Data sensitivity: Low / Medium / High
Timeline:
Budget range:
Success metric:
If you want us to convert your blueprint into a full PRD/SRS and estimate, request a Free Audit.
Use this PRD template to explain the problem, users, and the MVP scope. It reduces assumptions.
PRD TEMPLATE (2026)
1) Problem and goal
- What problem are we solving?
- Who has this problem?
- Why now?
- Success metrics (measurable):
2) Users and roles
List roles (example): Admin, Staff, Customer, Manager
For each role:
- Goals
- Top actions
- Pain points
3) User journeys (top 3)
Journey 1:
1.
2.
3.
Journey 2:
1.
2.
3.
Journey 3:
1.
2.
3.
4) Feature list (prioritized)
MVP (must-have):
1.
2.
3.
Phase 2:
1.
2.
Phase 3:
1.
5) UX notes
- Reference sites you like (and why)
- Brand colors / tone
- Mobile-first or desktop-first?
6) Scope boundaries (anti-scope creep)
In scope:
-
Out of scope:
-
7) Assumptions and open questions
Assumptions:
-
Open questions:
-
If you want professional UX planning and flows, use UI/UX Product Consulting.
This software requirements specification template turns features into build-ready requirements.
SRS TEMPLATE (2026)
1) Overview
- Scope (what this doc covers)
- In scope
- Out of scope
2) Functional requirements (FR)
Use this format for each major feature:
FR-01: Feature name
Description:
Inputs:
Outputs:
Rules:
Error states:
Acceptance criteria:
3) Non-functional requirements (NFR)
- Performance:
- Security:
- Reliability:
- Scalability:
- Accessibility (if needed):
- Observability (logs/metrics):
4) Data model (basic)
List entities and key fields:
- Users:
- Roles/permissions:
- Orders/payments (if any):
- Content (pages/blogs) (if any):
5) Integrations
For each integration:
- Name:
- Trigger:
- Data sent/received:
- Failure behavior (fallback):
6) Admin panel requirements
- Roles and permissions:
- Logs (who did what):
- Reports needed:
- Export needed (Excel/PDF):
7) Environments and deployment
- Hosting preference:
- Domain/email:
- Backup frequency:
- Monitoring expectations:
8) Release plan
- Milestones:
- QA approach:
- Rollback plan:
If you are building an admin panel or workflow system, see ERP Development Services.
For environments, deployments, backups, and monitoring, use Cloud & DevOps Services.
If your project handles sensitive data, document security expectations and review Security and the Trust Center.
A strong statement of work template uses objective acceptance criteria so deliverables can be approved without infinite loops.
Use given/when/then and define what "done" means.
ACCEPTANCE CRITERIA TEMPLATE (2026)
Use this pattern:
Feature: <name>
Given <precondition>
When <action>
Then
- <expected result 1>
- <expected result 2>
- <expected result 3>
Done means (quality checks):
- Works on mobile + desktop
- No layout breaks
- Basic security validations
- Tested on latest Chrome + common Android devices
Example:
Feature: Lead form submission
Given user fills required fields
When user taps Submit
Then
- Form shows field errors correctly
- Success message appears
- Lead is stored in admin panel
- Notification is sent to admin
- User receives confirmation message
Scope creep happens when changes are agreed verbally but never priced or scheduled.
This change request template forces written approval with impact on time and cost.
CHANGE REQUEST TEMPLATE (2026)
Requested change:
Reason:
Impacted screens/modules:
Impact on timeline: (+X days)
Impact on cost: (+INR X or +X hours)
Approved by (name/date):
Notes:
- Changes must be written and approved before work starts.
- Approved changes should update scope and acceptance criteria.
Example A: Service website lead system
Build: Website Development Services
Marketing: Digital Marketing Services
Example B: Mobile app MVP
Build: Mobile App Services
Example C: School ERP module set
Product page: School ERP
Use the scorecard to rate completeness from 0 to 5. It helps you set expectations with vendors.
Download scorecard CSV: Requirements scorecard (CSV)
Send these 7 items:
Next steps:
Q: Can I get a quote without PRD/SRS?
A: Yes, but it will be a rough range. Clear requirements make quotes accurate and delivery faster.
Q: How detailed should SRS be for an MVP?
A: Enough to define user flows, rules, and edge cases for MVP features. Do not write 100 pages for a 2-week MVP.
Q: What helps avoid scope creep the most?
A: An out-of-scope list, measurable acceptance criteria, and a formal change request process.
Need help with a similar project? Explore our services or start with a quick free consult.
Quick answers to the most common questions.
A PRD explains what you are building and why, while an SRS defines build-ready functional and non-functional requirements, rules, interfaces, and constraints.
Define what is out of scope, write measurable acceptance criteria, and use a formal change request process that adjusts timeline and cost before work starts.
Yes, but it is usually a range. Clear requirements improve quote accuracy and delivery speed.
Detailed enough to define user flows, rules, and edge cases for MVP features. Avoid writing 100 pages for a small MVP.
Requirements describe behavior and rules. Scope defines what is included or excluded for this phase.
Use given/when/then with measurable outcomes and define quality checks like device coverage and security basics.
A one-page blueprint, MVP features, roles, integrations, timeline, budget range, and reference links.
Convert your PRD/SRS into milestones with acceptance criteria and a change request process, then map it to a sprint plan.
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