How to Write a Technical Brief When You Don't Know Tech (+ Example)
By Arahita Labs · Updated
A step-by-step guide and a filled-in example to help non-technical founders create crystal-clear project specs developers will actually understand.
Table of Contents
The Communication Gap
The number one reason development projects fail? Poor communication. Not bad developers, not unrealistic timelines — unclear requirements.
As a non-technical founder, you might think you cannot write a technical brief. But you absolutely can. You know your business, your users, and what success looks like. That is all you need.
Want us to review your brief? Send us what you have. We will help you refine it before you talk to any developer.
Get Free ReviewThe Brief Structure (Copy This Template)
- <strong>Overview:</strong> One paragraph describing what the app does and who it is for
- <strong>User Stories:</strong> 10-20 specific things users need to do (As a [user], I want to [action] so that [benefit])
- <strong>Pages/Screens:</strong> List every screen with its purpose and key elements
- <strong>User Flows:</strong> Map the critical paths (signup → first action → payment)
- <strong>Integrations:</strong> Third-party services needed (payments, maps, email)
- <strong>Design:</strong> Brand guidelines, examples of apps you like, wireframes if you have them
- <strong>Success Metrics:</strong> How you will know the project succeeded
Golden rule:
Focus on <strong>what</strong> users do, not <strong>how</strong> it is built. Developers decide the tech. You decide the experience.
Writing User Stories (The Core of Your Brief)
User stories are the most important part. They force you to think from the user's perspective.
Format:
As a [type of user], I want to [perform action] so that [achieve goal]
Good examples:
- As a new user, I want to sign up with my email so that I can create an account in 30 seconds
- As a customer, I want to save items to a wishlist so that I can buy them later
- As a admin, I want to export user data to CSV so that I can analyze it in Excel
Bad examples:
❌ The system should use React for the frontend
✓ This is technical implementation. Focus on user outcomes instead.
❌ Users can do everything
✓ Too vague. Break into specific, testable actions.
❌ The app should be fast
✓ Define fast: pages load in under 2 seconds on 4G.
Defining Screens Without Design Skills
You do not need to be a designer. Just list what each screen needs to include:
Example: Home Screen
Tool tip: Use free tools like Balsamiq, Whimsical, or even PowerPoint to create wireframes. Stick figures are fine — developers just need to understand layout and flow.
Technical Brief Example: A Filled-In Template
Here is the template above filled in for a fictional app, PawPlan, a booking app for independent dog walkers. Use it as a model: notice that it never says how anything should be built, only what users need to do.
1. Overview
PawPlan lets dog owners book trusted local walkers in under a minute, and lets independent walkers manage their schedule and get paid in one place. It is for busy pet owners in a single city at launch, and for walkers who currently take bookings over WhatsApp.
2. User stories (first release)
- As a dog owner, I want to create a profile for my dog so that walkers know its size, temperament, and needs
- As a dog owner, I want to see available walkers near me so that I can book one for a specific time
- As a dog owner, I want to pay in the app so that I do not have to handle cash
- As a dog owner, I want a notification when the walk starts and ends so that I know my dog is safe
- As a walker, I want to set my available hours so that I only receive bookings I can accept
- As a walker, I want to accept or decline a booking request so that I stay in control of my schedule
- As a walker, I want to see my weekly earnings so that I can track my income
- As an admin, I want to approve new walkers before they appear in search so that owners can trust the service
3. Screens
- <strong>Welcome / sign up:</strong> choose owner or walker, sign up with email or phone
- <strong>Dog profile:</strong> photo, name, breed, size, notes for the walker
- <strong>Find a walker:</strong> list of approved walkers with rating, price, and next available time
- <strong>Booking:</strong> pick date, time, and duration; see total price; confirm and pay
- <strong>Walker dashboard:</strong> incoming requests, today's walks, weekly earnings
- <strong>Admin panel:</strong> approve walkers, view bookings, issue refunds
4. Critical user flow
Owner signs up → adds dog profile → finds a walker → books and pays → walker accepts → owner is notified when the walk starts and ends → owner rates the walk.
5. Integrations
- Online card payments with automatic payouts to walkers
- Email and push notifications
- Maps to show the walker's service area
6. Design
Friendly and simple, similar in feel to apps we like such as Airbnb (clear listings) and Uber (live status). Our logo and colours are attached; rough paper sketches of the booking flow are included.
7. Success metrics
- A new owner can complete their first booking in under 3 minutes
- 20 approved walkers and 100 completed walks within 60 days of launch
- Fewer than 5% of bookings need manual help from the admin
Out of scope for version one:
Live GPS tracking during walks, subscriptions, in-app chat, and multiple cities. Writing this list down is as important as the features you include — it stops the scope from quietly growing.
Brief Mistakes That Derail Projects
❌ Copying a competitor feature-for-feature
✓ Understand why they built each feature. You might not need them all.
❌ Being too prescriptive about technology
✓ Say what you need, not how to build it. 'Send notifications' not 'Use Firebase Cloud Messaging'.
❌ Forgetting edge cases
✓ What happens when user loses internet? What if they enter wrong data?
❌ No definition of done
✓ How do you know it is finished? Define specific acceptance criteria.
❌ Too many features
✓ Start with 10-15 core user stories. Everything else is phase 2.
Frequently Asked Questions
What should a technical brief include?
A good technical brief includes an overview, user stories, a list of screens, the critical user flows, required integrations, design references, success metrics, and a clear list of what is out of scope for the first version.
How long should a technical brief be?
For a first version, two to five pages is usually enough. It should be long enough to cover every user story and screen, and short enough that a developer can read it in one sitting.
Do I need to know technology to write a technical brief?
No. Describe what users need to do and what success looks like. The development team is responsible for choosing how to build it.
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