Generate Your Project Brief with AI – Guide, Template & Key Steps
Create a professional specification document in minutes for your digital project
Project Context
We'll start by understanding the general context of your project. This section will help us determine if it's a new creation or a redesign, and what type of digital project it is.
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What types of projects require a project brief?
Any project involving multiple stakeholders, clear goals, and deliverables should have a brief. Examples include:
How it works?
A simple 3-step process to generate your specification document
Select your project
Choose the project type that matches your needs from our templates
Customize details
Fill out the form with your project specifications
Download your document
Get your specification document in PDF format instantly
Why create a project brief?
An essential document for project success
"85% of failed IT projects suffer from poor initial scoping (McKinsey)"
Clarify needs
Clarify project needs and goals
Frame project
Frame deliverables, resources, and timeline
Align stakeholders
Align all stakeholders with a shared vision
Avoid scope creep
Avoid scope creep and miscommunication
Simplify tracking
Simplify tracking, validation, and collaboration
What is a project brief?
A project brief (also called "terms of reference" or "specifications document") is a foundational document that outlines a project's needs, objectives, constraints, and deliverables. It ensures all stakeholders—clients, vendors, internal teams—share the same vision.
It can be:
• Functional – focused on user needs
• Technical – focused on architecture, technologies, and constraints
• Operational – a mix of functional, technical, and organizational elements
It often serves as a basis for a call for tenders or a formal contract.
The Different Types of Project Briefs
Functional Brief
Describes user needs and expectations without defining the technical solution. Focuses on user experience.
Example: "The user must be able to sign up in under 2 minutes."
Technical Brief
Defines the technical solution: system architecture, technologies, security, and performance.
Example: "PostgreSQL database, Node.js backend, AWS hosting."
Operational Brief
Combines functional, technical, and execution constraints. Often used in logistics or industrial contexts.
Key Sections in a Project Brief
• Context & problem
• SMART goals
• Scope & exclusions
• Functional/technical description
• Budget, timeline, and resources
• Deliverables & acceptance criteria
Templates & Best Practices
Available Tools
| Platform | Format | Key Strengths |
|---|---|---|
| Canva | Modern design, easy to fill in | |
| HubSpot | Word | Professional structure, customizable |
| Notion | Web | Collaborative and modular |
| Adobe | Classic, easy to export/share |
Writing Tips
• Use short, active sentences
• Avoid jargon, be specific and clear
• Review each section with stakeholders
• For agile teams, use a "light" and iterative brief
Steps to Write an Effective Project Brief
Une approche simple et efficace pour atteindre vos objectifs
Define the context and challenges
Example: FitNow is losing revenue due to an outdated booking system. Goal: Launch an intuitive booking app.
Set SMART objectives
Example: Reduce booking-related calls by 50% and increase online bookings from 35% to 70% in 6 months.
Define the project scope
Included: mobile booking, push notifications. Excluded: web redesign, payroll module.
List functional and technical needs
Example: Native iOS/Android app, geolocation filters, Firebase backend, GDPR compliant.
Define deliverables
Example: Testable alpha version, tech documentation, validated mockups in Figma, QA-tested final version.
Set budget and timeline
Example: €25,000 over 8 weeks. Week 1: Discovery, Week 3: Alpha, Week 6: Release, Week 8: Deployment.
Define collaboration methods
Example: Slack + Notion, weekly call on Mondays at 9 a.m., product owner (client side) + freelance CTO.