Specification Template for the Website

What's in the template

A requirements specification outlines what the new website must be able to do before you solicit proposals. The template is designed for corporate websites, not for machines or software. It has nine chapters:

1. Project Overview: Who You Are, Why the Relaunch, Who Makes the Decisions

2. Current Situation in Numbers: Pages, Visits, Inquiries, Known Issues

3. Goals with a metric, baseline, and target value

4. Target Audiences and Their Roles on the Website

5. Page types, quantities, languages, and who provides the content

6. Functional requirements with priority (Must, Should, May, Not Required This Time) and acceptance criteria

7. Quality, Legal Matters, and Operations: Loading Time, Accessibility, Data Protection, Maintenance, Handover

8. Relaunch: Old Addresses, Redirects, Test System

9. Framework: Budget, Timeline, Content of Proposals, Weighting in the Selection Process

Each chapter includes a gray note indicating what should be included. The completed example shows all the chapters for a fictional company, Muster Antriebstechnik GmbH.

Here's how to use the template

First, fill out Chapters 1 through 3 on your own, because without a baseline and goals, the rest won’t be very helpful. Get the numbers from Google Search Console and your analytics tool, and attach the exported data as an appendix. Then, gather the requirements from the departments that use the website: Sales, Human Resources, and Customer Service. Assign a priority to each requirement and note what you’ll check for during the acceptance process.

Once you have the final specifications, send a request to three to five agencies. We’ve provided a sample request letter for agencies and an Excel template for comparing proposals.

Frequently Asked Questions

What is the difference between a requirements specification and a functional specification?

You, as the client, write the requirements specification; it outlines what is needed. The agency writes the scope of work; it outlines how they will implement it. This is how the project management standard DIN 69901-5 distinguishes between the two.

How long should a website requirements document be?

As short as possible, as detailed as necessary. There is no set length or study on the ideal length. Our completed example for an industrial company is just six pages long.

Can I use this template for my business?

Yes, the template is free and requires no registration. You can customize it as you like. It does not constitute legal advice.