How to Write an App Requirements Document (India)

To write an app requirements document without any technical knowledge, plan on 2 to 3 hours and six parts: the problem, the users, a list of screens, the rules behind each screen, what you will not build in version 1, and how you will know it works. A document of 3 to 6 pages is enough for a developer to quote against.

This guide is for owners and founders who have an app idea and have never written anything a developer can price. Follow the steps below and you will have a document you can send to three vendors and get quotes you can actually compare.

Key takeaways

• A requirements document is a plain description of what the app must do, written before anyone writes code.

• Three to six pages is enough. Length does not make quotes more accurate, clarity does.

• The most useful section is the "not in version 1" list, because it keeps the price from growing later.

• Rough sketches on paper are better than no screens at all.

What is an app requirements document and do I really need one?

An app requirements document is a written description of what your app should do, for whom, and how you will judge it finished. You do not strictly need one to start a conversation, but without it every vendor imagines a different app and quotes for a different thing.

This is why two quotes for the "same app" can differ by several lakh. One vendor prices a simple catalogue, the other a full marketplace with payments and chat. A written document makes both price the same thing.

When we scope a project, the part that usually takes longest is not the technology. It is the owner deciding what the app should leave out. A requirements document forces that decision early, when changing your mind costs nothing.

How long should a requirements document be?

Three to six pages is the right size for a first app. A short app, such as a booking app with 8 to 12 screens, can fit in two pages of text plus sketches.

Do not copy a 40-page template from the internet. Formal documents such as a PRD (product requirements document) are written for large teams. A plain document a developer can read in ten minutes works better.

How do I write an app requirements document, step by step?

Step one is two or three sentences on the problem, then a list of who will use the app. Write what happens today, without the app, in plain words.

For example: "Patients call our clinic to book. The receptionist writes it in a diary. About 20 appointments a week are missed because nobody reminds the patient. " That is a better start than "I want a clinic app".

Then list your user types. Most apps have two or three:

• The customer or end user, who uses the app on their phone.

• The staff member or owner, who manages things.

• An admin, who sees everything and can change settings.

For each type, write one line on what they want to do. Developers price per user type,

because each one needs its own screens and permissions.

How do I list screens and features without knowing technical terms?

Write a list of screens and, under each, three to five things the user can do. A screen is simply one page of the app, like "Login" or "My bookings".

You do not need to draw well. Take a sheet of paper, fold it into six boxes, and sketch one screen per box with a pen. Photograph the sheets. Rough sketches remove most misunderstandings.

Use this simple table for each feature. It is the part developers read first.

Add one row per screen. A typical first app has 10 to 25 rows. Past 40, you are probably describing version 2.

What should I put in the "not in version 1" list?

The "not in version 1" list is the single most useful section of the whole document. It names the features you want later but will not pay for now.

Write it honestly. Typical items are a customer chat, multiple languages, a loyalty programme, an iPhone version if you start on Android, and a web version. Each one adds weeks to the build.

This list protects you in two ways. The first quote is smaller. And when a new idea appears mid-project, you can point to the list and say "that is version 2", instead of watching the scope and the price grow.

For help deciding which platform comes first, read our guide on Android or iOS first for an Indian startup.

What technical details should a non-technical owner mention?

Mention only what changes the price or the risk. You do not need to name a programming language.

If you collect personal data, tell the developer clearly, so privacy safeguards are priced from the start.

How do I say what "finished" means?

Write three to five checks that you can test yourself without any technical skill. This is called acceptance criteria, which just means the conditions under which you accept the work.

Good examples are specific and testable:

1. A new user can sign up, book a slot and pay in under three minutes.

2. The owner sees a new booking on the dashboard within one minute.

3. The app opens in under four seconds on a mid-range Android phone with a 4G connection.

4. A cancelled booking sends a WhatsApp message to the patient.

Avoid vague words such as "fast" or "user-friendly". Nobody can test them.

What does a finished requirements document look like?

A finished document has eight headings and fits in one file. You can copy the structure below.

1. Project name and one-line summary.

2. The problem today. Two or three sentences.

3. Users. The list of user types and what each wants.

4. Screens and features. The table above.

5. Not in version 1. The list of things you are leaving out.

6. Technical notes. Payments, notifications, old systems, personal data, devices, languages.

7. Acceptance checks. Three to five testable lines.

8. Budget and timeline. Your ceiling in rupees and the date you need it. A range helps the developer suggest the right approach.

Add your sketches at the end. Save it as a PDF or a Google Doc.

What should I do with the document once it is written?

Send it to two or three vendors and ask each for a written, fixed quote against the same document. Then compare the quotes line by line. If one quote leaves out a screen or a payment method, you will see it immediately.

Ask each vendor what they would remove or simplify. A good vendor pushes back on at least one item. One who agrees with everything and quotes lowest may be pricing a smaller app.

Before you sign anything, check who will own the code, the domain and the store accounts. Our software development contract checklist lists the 14 points to get in writing.

What to do next

If you want to see how a finished document turns into a price, read how to choose an app development company in Delhi. It has questions to ask each vendor after they have read your document. If you are still deciding the budget, our guide to app development cost in India shows what drives the price up or down.

At Ureka, we start every project with one call and then send a fixed written quote against the scope in your document. A mobile app on a single codebase for Android and iOS starts from ₹14,999, and a complete app system runs ₹2.5 to 10 lakh. See our mobile app development service if that is useful

FAQ and schema

What should an app requirements document include?

It should include the problem you are solving, the user types, a list of screens with what each user can do, a "not in version 1" list, technical notes on payments and personal data, and three to five checks that define finished. Add rough sketches at the end. Three to six pages is enough for a first app.

How long does it take to write an app requirements document?

A non-technical owner can write a usable first draft in 2 to 3 hours. Most of that time goes on deciding what to leave out of version 1. Plan another hour to review it with a partner or a trusted developer and tighten the vague parts.

Do I need wireframes before I talk to an app developer?

No. Rough pen-and-paper sketches of each screen, photographed and attached, are enough for a first quote. A designer can turn them into proper wireframes later. Sketches still help a lot, because they remove most of the guesswork about what you mean by "a simple app".

Can I write my app requirements in a Google Doc?

Yes. A Google Doc or a PDF is fine. What matters is the structure: problem, users, screens in a table, a "not in version 1" list and acceptance checks. Send the same file to every vendor so that their quotes cover the same scope and can be compared line by line.

How detailed should my app requirements be to get a fixed quote?

Detailed enough that a developer can count your screens and see your rules, such as payment methods and user roles. You do not need pixel-level design. If a vendor cannot give a fixed written quote from a 3 to 6 page document, ask what extra detail they need and why.