The quick guide to functional requirements in software development 

If you’re about to talk to developers about a brilliant new app, or software, before you begin creating your product, you must establish the functional requirements in software development. 

Functional requirements help you, and your developers know what the end product should look like and enable all of you to create something that serves its intended purpose. 

In this article, we’ll look at everything you need to know about functional requirements, including, what they are, how to write them, types, and common mistakes to avoid. 

Read it at least once before sending yours off to any developers. 

What are the functional requirements in software development? 

Although it may seem complex, the term “functional requirement” is self-explanatory. It refers to a function that your software is required to perform. 

When you tell your developers what you want, they need to be 100% aware of everything your app needs to do, including all the features and functions. Suppose the developers need this information. In that case, you can’t be surprised when they create a product that doesn’t fulfill its intention. 

For example, if you’re setting up a new email server, you will need your app to connect to the internet and provide (at least) basic email services. 

Or, to give another example, if you wish to make your own dating app, the functional requirements may be permissions, photo access, geo-location, and internet connection. 

All businesses will have “functional requirements”, even if they aren’t called that. Because everything that anyone sells needs to serve a purpose, and that purpose is the driving force behind its creation. 

Benefits of Functional Requirements

If you want your app to be successful, awareness of the functional requirements in software development isn’t optional. Let’s look at some reasons why a functional requirement is so essential. 

1. They help you check if your app is doing everything it should.

Before answering the question, “does this work?” you first need to ask, “How can I tell whether or not this is working?”. 

2. Having them in a document helps you clearly define your app’s function or one of its features.

By writing down your functional requirements, they will be clear, both to yourself and your developers- helping to avoid confusion. 

3. Combined with requirement analysis, this helps you see what’s missing.

Knowing your functional requirements allows you to analyze what’s missing and work with others to see what else your app needs. 

4. You can define expected behaviors

Your functional requirements will make it easier to predict how people will react to your app. Which buttons are they likely to click on? How can you design it better? 

5. Problems are easier to fix earlier on.

The best time to tell whether or not your app is meeting its functional requirements is when it is being developed. You want to notice the problems before it’s been launched and marketed. 

Types of Functional Requirements 

 There are multiple categories of functional requirements in software and website development. Let’s take a look at some of them now. 

1. Transaction handling

For those who sell things on their app. 

2. Business Rules

For example, attaching a customer’s delivery information to their order. 

 3. Certification requirements

To ensure you have all the necessary licenses to meet current standards

 4. Reporting requirements

To enable users to report problems within your app. 

 5. Admin functions

For quick editing by a software developer, should something be changed or fixed? 

 6. Authorization levels

For example, if you wish to give your employees access to features, you don’t want customers to use. 

 7. Audit tracking

So that when something runs out in the warehouse, it gets removed from the app. 

8. External interfaces

For easier usability. 

 9. Data management

Ensure all data shared with the app is kept secure and private. 

How to write functional requirements

Before you write up your functional requirements for your software developers, here are some things to keep in mind 

1. Keep it easy to understand.

Don’t try to woo anyone with your fancy language; this will go to your software developers, not your English teacher. 

You want to avoid any misinterpretations or misunderstandings. Just get straight to the point, and explain what you want. 

2. Prioritized

Before you come up with your functional requirements in software development, you must first establish your user requirements or business goals. Each functional requirement of your software must meet at least one of your goals. This way, neither you nor your developers will get bogged down by too much information. 

3. Separated details.

Make sure the details of your functional requirements are separated. This enables you to be precise about what you want. 

For example, if you have a dating app, “Use internet connections to match the people within a database” would be too convoluted. “Keep a database of our users”, and another, “Ensure strong internet connection”, is better. 

They are much easier to manage this way. 

4. Different categories.

Each functional requirement needs to be categorized so that when your developers are putting it together, they can ensure it ticks all the boxes.

Mistakes in requirements specifications

We all make mistakes in life and work, but if you can, try to avoid making these all-too-common mistakes when it comes to functional requirements. 

1. Missing Criteria.

Your developers need to know everything that your app or software requires. Remember, you are not working with mind-readers, and often, you’re not even working with people familiar with your industry. 

Your developers need to know what you require in easy-to-understand writing. 

2. Confusing language.

Relating to our previous point, your developers need to know and understand your functional requirements. When writing them, use plain English that anyone can understand. If you try to show off with your technical language, all that will happen is your developers are more likely to get it wrong. 

3. Misunderstanding the user’s needs.

Before you tell your developers about the functional requirements, you must be 100% certain that you have them right. Make sure that what you will create is what your target market is after. A great way to do this is via market research. 

By misunderstanding your user’s needs, you may be confusing functional and non-functional requirements. 

4. Poor prioritization.

When you’re prioritizing your functional requirements, make sure you have them in the correct order. Otherwise, your user will have features that they do not need but also do not have the features they do. Again, prior market research is often an effective solution. 


And that is what you need to know about functional requirements; we hope that throughout the article, you have gained a better idea of what’s required for your functional requirements to be fully effective. 

Remember, learn what your users need, and convey them in simple English. This way, your developers can help you create something spectacular. 

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