Let’s be honest: Business Requirements Documents (BRDs) have a reputation for being long, boring, and filled with fluff no one reads.

But it doesn’t have to be that way.

A great BRD tells a story. It aligns stakeholders, sets expectations, and builds the foundation for successful projects. When done right, it’s not just a document—it’s a decision-making tool.

Here’s how to write a BRD that people actually want to read.

** What Is a BRD, Really?**

A Business Requirements Document outlines what a project is going to deliver and why. It defines the problem, goals, scope, business needs, and high-level requirements—without diving deep into technical details (that’s for a functional spec).

BRD Answers:

  • What problem are we solving?

  • Who are the stakeholders and users?

  • What does the business need this project to achieve?

  • What should and shouldn’t be included?

  • What are the key requirements?

** Why Most BRDs Miss the Mark**

Common BRD mistakes:

  • Too long: 50-page Word docs filled with vague filler and repetition

  • Too technical: Describing systems and solutions before defining the need

  • Too confusing: Jargon, lack of visuals, inconsistent structure

  • Too safe: Trying to please everyone and ending up saying nothing

The fix? Keep it clear, concise, structured, and focused on outcomes.

** How to Write a BRD That Doesn’t Bore Everyone**

1. Start with a Story, Not a Structure

Frame the document like a narrative. Use the opening to paint a picture:

  • What’s the current challenge or pain point?

  • What happens if we don’t solve it?

  • What are we aiming to improve?

This invites engagement right away. Keep it conversational and professional.

2. Stick to a Clear, Logical Format

Here’s a battle-tested BRD structure:

  1. Executive Summary
    One or two paragraphs summarizing the need, goal, and value.

  2. Business Objectives
    Clear outcomes this project should achieve.

  3. Background and Context
    Key business drivers, current systems or processes, pain points.

  4. Scope
    What’s in scope—and just as important—what’s out.

  5. Stakeholders and Users
    Who’s impacted, who’s making decisions, and who uses the solution.

  6. High-Level Requirements
    Bullet-style business needs written in plain language.

  7. Assumptions and Constraints
    Any dependencies, limitations, or external factors to account for.

  8. Success Criteria / KPIs
    How will we know it worked?

  9. Appendix (if needed)
    Glossary, links, or extra references.

3. Use Clear, Simple Language

Avoid jargon. Write like you’re explaining the problem and goals to a smart colleague who’s new to the project.

Instead of:

“The platform must enable dynamic segmentation leveraging ML-based algorithms for personalized content delivery.”
Say:
“We need to show different content to different users based on their past behavior.”

4. Make It Visual

Use diagrams, tables, or process flows. Even a rough sketch helps people grasp complex ideas faster. Tools like Lucidchart, Miro, or even PowerPoint work fine.

5. Focus on the Business Need, Not the Solution

The BRD is about the what and why, not the how. Leave technical solutions, wireframes, and implementation details for your developers or the functional spec.

** Practical Writing Tips**

  • Write for skimmers: Use headings, bullet points, bold text, and spacing.

  • Summarize often: Add 1-line summaries at the start of each section.

  • Ask for feedback early: Share drafts with a few stakeholders to check clarity.

  • Keep it short: Aim for 5–10 pages max (unless compliance requires more).

  • Update as you learn: The BRD is a living document—refine it as discovery evolves.

Final Takeaway

A BRD doesn’t need to be boring—it just needs to be useful. When it tells a clear story, defines needs without diving into tech, and aligns people quickly, your BRD becomes a launchpad for successful delivery.

Remember: You’re not writing a thesis. You’re writing a playbook for action.

“Make it readable. Make it real. Make it matter.”

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