How Do You Write a Brief for App Developers?

A photography marketplace app launches with big ambitions—connecting professional photographers with clients who need high-quality images. The founders have the budget, they've found a development team, and they're ready to start building. But when the developers ask basic questions like "Should photographers be able to message clients directly?" and "How will pricing work?" the founders realise they haven't thought it through. Six months and £80,000 later, they've got an app that sort of works but doesn't quite fit what anyone actually needs. The photographers find it clunky, the clients are confused by the booking process, and nobody's happy.

This happens more often than you'd think. Actually, I'd say about half the projects that come to us start with some version of "we built something already but it's not quite right." And you know what? Most of these problems could've been avoided with a proper brief from the start.

Writing an app brief isn't the most exciting part of building a mobile app—lets be honest, it's probably the least exciting bit—but its one of the most important things you'll do. A good brief is basically a roadmap that tells developers exactly what you want to build and why it matters. It helps you think through all the details before you start spending money on development. It stops you from making expensive mistakes halfway through the project when someone suddenly says "oh wait, we need users to be able to do this thing we never mentioned."

A well-written brief saves you time, saves you money, and dramatically increases your chances of ending up with an app that actually does what you need it to do

The thing is, most people don't know where to start with writing a developer brief. What information do you need to include? How detailed should your app specifications be? What's the difference between must-have features and nice-to-have features? These are all questions that come up again and again, and that's exactly what we're going to walk through in this guide.

Understanding What Goes Into an App Brief

Right, lets talk about what actually needs to go into an app brief. I mean, its not rocket science, but you'd be surprised how many people skip over the basics and then wonder why their project goes sideways. A good brief is basically a roadmap—it tells your development team where you're going, how you plan to get there, and what success looks like when you arrive.

The thing is, an app brief isn't just one document that ticks boxes. Its a collection of information that helps developers understand your vision, your users, and your business needs. Think of it as the foundation for everything that comes after; if you get this wrong, you're building on shaky ground. And trust me, I've seen projects stumble because someone thought "lets just get started and figure it out as we go" was a reasonable approach. It never is.

The Core Components

Every brief should cover these main areas. Some will be more detailed than others depending on your project, but they all need to be addressed:

• Your apps purpose and the problem it solves
• Who will actually use this thing (target audience)
• What features and functionality you need
• Technical requirements like platforms and integrations
• Timeline expectations and budget constraints
• Design preferences and brand guidelines
• Success metrics—how you'll measure if its working

Why Bother With All This?

Look, I get it. Writing a comprehensive brief takes time and effort. But heres the thing—every hour you spend on your brief saves you days (sometimes weeks) later on. A clear brief means fewer misunderstandings, less back-and-forth, and a final product that actually matches what you had in mind. Its also going to give you more accurate quotes from developers because they'll know exactly what they're pricing. Without a solid brief? You're basically asking developers to guess what you want, and nobody wins in that scenario.

Defining Your App's Core Purpose and Goals

Right, lets get to the heart of your app brief—the why behind everything. I cannot tell you how many times I've had someone come to me with an app idea thats really just a feature in disguise, or worse, a solution looking for a problem. Its honestly the most common mistake I see in project documentation, and it costs people a fortune before they realise something's wrong.

When you're defining your apps core purpose in your developer brief, you need to be brutally honest with yourself. What problem does this solve? Not what problem you think it solves, but what genuine pain point exists in peoples lives that your app will fix. And—this is important—why can't they just use what already exists? I mean, there's millions of apps out there already, so your purpose needs to be crystal clear in your app specifications.

The Three Questions Every App Brief Needs to Answer

Your project requirements should start with these three questions, and if you cant answer them simply, you need to go back to the drawing board:

• What specific problem does your app solve for users
• Who experiences this problem regularly enough to download and use your app
• Why is your solution better than what people do now (even if thats nothing)

Actually, the third question is where most people struggle. They think their app needs to be completely unique, but that's not true at all. Sometimes you just need to do something better, faster, or more simply than the competition. Look at WhatsApp—messaging wasn't new, but they made it dead simple and reliable when other solutions were clunky or expensive.

Setting Measurable Goals in Your Project Documentation

Once you've nailed your purpose, you need goals that aren't vague nonsense like "be successful" or "get lots of users". Your app brief should include specific targets; maybe its 10,000 downloads in the first six months, or a 30% monthly retention rate, or £50,000 in revenue by month twelve. These numbers give your developer something concrete to build towards, and they help you make decisions when you're faced with trade-offs during development.

Write your apps core purpose as a single sentence that you could explain to your mum over the phone. If it takes more than one sentence, you haven't figured it out yet—and that's okay, just keep refining until you get there.

The thing is, clear goals in your app specifications also help you say no to features later. And trust me, you'll need to say no a lot. Every time someone suggests "wouldn't it be cool if..." you can check it against your core purpose and goals. Does it serve the main problem you're solving? Does it help you hit your targets? If not, it goes on the maybe-later list.

Documenting User Requirements and Target Audience

Right, so you've got your app's purpose nailed down—now comes the part where a lot of briefs fall apart. Documenting who will actually use your app and what they need from it. I mean, I've seen briefs that just say "our target audience is everyone" and honestly, that tells me nothing useful. Its like saying your restaurant serves food—well yeah, but what kind of food and for whom?

The thing is, every decision we make during development—from button placement to colour choices to how notifications work—needs to be informed by who's using this thing. A banking app for retirees will look and behave completely differently than one for university students, even if they technically do similar things. The needs are different. The technical comfort levels are different. Even the words we use in the interface need to match your audience.

Here's what you actually need to document about your users and their requirements:

• Demographics - age range, location, income level, education, job roles if relevant. Be specific but realistic.
• Technical ability - are these people comfortable with tech or do they struggle with their phone? This affects everything.
• Current behaviour - what are they doing now to solve the problem your app addresses? What apps do they already use daily?
• Pain points - what frustrates them about existing solutions? What makes them give up on apps?
• Usage context - will they use this at home, on the go, at work? On wifi or mobile data? In bright sunlight or dimly lit rooms?
• Accessibility needs - do any users have vision, hearing, or motor challenges we need to account for?

And look, you might have multiple user types—that's fine. Just document each one separately. A fitness app might serve both personal trainers and their clients, for example. Different needs, different priorities. We need to know about both.

One mistake I see constantly? People describing their ideal user rather than their actual user. Sure, you want tech-savvy professionals aged 25-40 with disposable income...but if your actual market is budget-conscious students, we need to build for reality, not fantasy. Be honest in your brief about who will really download this app, because that honesty will save you months of rework later.

Outlining Features and Functionality

Right, this is where things get interesting—and where most briefs either shine or fall apart. When you're listing out what your app actually does, you need to be specific but not prescriptive. I mean, you want to tell developers what features you need without telling them exactly how to build it (that's their job, not yours).

Start with your must-have features. These are the things your app literally cannot function without; the core features that make your app what it is. Then list your nice-to-have features—the ones that would be great but aren't dealbreakers if budget gets tight. And here's something people often miss: list features in order of priority. When I receive a brief with 47 features all marked as "high priority" it tells me the client hasn't really thought through what matters most.

For each feature, write a simple description of what it should do from the users perspective. Don't worry about technical jargon—just explain it like you're telling a friend. "Users should be able to save their favourite items and come back to them later" is much better than "implement a favourites system with local storage persistence." The developer will figure out the technical bits; you just need to explain what should happen.

The best feature lists I've seen are the ones that explain not just what each feature does, but why it matters to the user

Also—and this is important—think about how features work together. Does searching lead to filtering? Does creating an account unlock certain features? These connections matter because they affect how complex your app becomes to build. A feature that seems simple on its own might actually be quite involved when you consider how it integrates with everything else in your app.

Specifying Technical Requirements and Constraints

Right, this is where things get a bit more technical—but don't worry, you don't need to be a developer to get this right. When I work with clients on their briefs, one of the biggest gaps I see is around technical requirements. People either skip this section entirely or they go too far in the other direction and try to specify things they don't really understand.

Here's the thing; you need to give developers enough information to make informed decisions about how they'll build your app, but you also need to trust their expertise on the specifics. Its a balance. Start with the basics: which platforms do you need? iOS only? Android? Both? What about tablets? And what about device support—do you need to support older devices or just the latest models? These decisions impact your budget massively, so its worth thinking them through.

Platform and Integration Requirements

Next up is integrations. Does your app need to connect to existing systems? Maybe you've got a CRM that needs to sync with the app, or an e-commerce platform, or payment gateways. List these out clearly because third-party integrations always add complexity and development time. I mean, sometimes they're straightforward, but other times the API documentation is rubbish and it takes ages to work out.

You should also mention any specific security requirements. If you're handling payment data or health information, there are regulations you'll need to comply with—things like PCI DSS for payments or data encryption standards. Don't assume developers will just know this; spell it out in your brief.

Performance and Compliance Needs

Performance expectations matter too. If your app needs to work offline, say so. If it needs to handle thousands of concurrent users, that's critical information. And don't forget about accessibility—if you need to meet certain accessibility standards, include that upfront because it affects how everything gets built from day one.

Here are the key technical details to include in your brief:

• Target platforms (iOS, Android, or both)
• Minimum device and OS versions to support
• Required third-party integrations and APIs
• Security and compliance requirements (GDPR, data encryption, etc.)
• Performance expectations (speed, offline functionality, user capacity)
• Accessibility standards you need to meet
• Any existing technical infrastructure the app needs to work with

Actually, one mistake I see often is people assuming cross-platform development tools are always the right choice because they're "cheaper." Sometimes they are, but sometimes native development makes more sense depending on your app's complexity and performance needs. Be open to your developers recommendations on this—they'll know whats best for your specific situation.

Setting Project Timeline and Budget Expectations

Right, let's talk money and deadlines—the two things that make most people squirm a bit when planning an app project. I get it, its uncomfortable, but being upfront about your timeline and budget expectations in your app brief will save you so much hassle down the line. Honestly, I can't tell you how many projects get off to a rocky start simply because nobody wanted to have the awkward conversation about what things actually cost or how long they really take.

Here's the thing—developers aren't trying to be difficult when they ask about budget. We just need to know what's realistic for your project. An app that needs to be built in 6 weeks will look very different to one that has 6 months of development time; similarly, a £20,000 budget opens different doors than a £100,000 one. Neither is wrong, but knowing these parameters from the start lets us recommend the right approach for your situation.

What to Include in Your Timeline Section

Be specific about your deadlines and—this is important—explain why those dates matter. Is there a conference you're launching at? A seasonal business opportunity? Or are you just keen to get moving? Understanding the why behind your timeline helps developers spot where there might be flexibility and where there absolutely isn't any wiggle room.

Your timeline section should cover these key points:

• Your ideal launch date and any hard deadlines that can't move
• Whether you need a phased release or everything at once
• Time you'll need for internal testing before public release
• Any external dependencies like third-party integrations or approvals
• Buffer time for app store review processes (Apple takes 1-3 days typically, but sometimes longer)

Talking About Budget Without the Awkwardness

Look, I know many clients feel like they should hide their budget to get a "better deal"—but that approach usually backfires. When developers don't know your budget range, we end up proposing solutions that might be completely wrong for what you can actually spend. Then everyone wastes time going back and forth, redesigning the whole approach.

You don't need to reveal your absolute maximum budget if you're not comfortable doing that, but give us a realistic range. If you're working with £30,000, don't say £100,000 hoping for loads of extras, and definitely don't say £5,000 hoping we'll magically make it work—we won't, because we cant.

If you genuinely don't know what's reasonable for your project, that's fine too. Just say so in your brief and ask developers to provide ballpark figures based on your requirements. Most of us are happy to educate clients about realistic costs; its part of building a good working relationship from the start.

Include in your budget section what's included in your figures and what's not. Does your budget cover just development, or also design, testing, and app store setup? What about ongoing maintenance after launch? Being clear about these boundaries prevents nasty surprises later when someone assumes something was included that... well, wasn't.

One more thing—and this trips people up constantly—remember that cheaper isn't always better value. I've seen clients go with the lowest quote only to end up spending twice as much fixing problems later. Your app brief should reflect what you actually want to achieve, not just what you hope to spend.

Preparing Design Guidelines and Brand Assets

Right, this is where things get properly visual—and its often the part that people either obsess over too much or completely forget about. Both extremes are a problem, I can tell you that from experience. Your app needs to feel like it belongs to your brand, but at the same time, it needs to work within the constraints of mobile design. Its a balancing act.

The biggest mistake I see? People hand over a 50-page brand guidelines document thats designed for print and expect it to translate perfectly to a 6-inch screen. It doesn't work like that. Mobile has its own rules—different touch targets, different reading patterns, different lighting conditions where people use their phones. You need to think about how your brand adapts to this environment, not just how it looks on a billboard or business card.

What Your Developer Actually Needs

Here's what makes a developer's life easier (and therefore saves you money): colour codes in hex format, your logo files in multiple formats—especially SVG if you have it—and your chosen fonts with proper licensing information. Can we actually use that custom font in the app, or do we need to pay extra for a mobile licence? These questions matter more than you'd think.

But here's the thing—don't just dump assets on us and walk away. We need context. How flexible can we be with your brand? If we need to adjust a colour slightly for accessibility reasons (and trust me, we often do), is that acceptable? Are there elements that are absolutely untouchable versus things we can adapt? The more clarity you give us upfront, the fewer revision rounds we'll need later.

The Assets Checklist

• Logo files in PNG, SVG, and AI formats with transparent backgrounds
• Primary and secondary colour palettes with hex codes—not just RGB
• Typography choices with font files and licensing information
• Icon style preferences or existing icon sets you're using
• Photography style guides or image libraries if you have them
• Any existing UI elements from your website or other apps
• Competitor apps you admire (yes, its okay to say this!)

One more thing that people forget: if you have existing apps or a website, tell us about them. Should this new app match your existing digital presence exactly, or is this a chance to refresh things? I've had clients who assumed we'd just "know" to match their website, and others who were surprised when we did match it because they actually wanted something different. Communication prevents these awkward moments.

Getting Feedback and Refining Your Brief

Right, so you've written your app brief—brilliant. But here's the thing: your first draft is never your best draft. I mean, I've written dozens of these over the years and I still share mine with other people before sending it to developers. Why? Because what makes perfect sense in your head doesn't always translate clearly onto paper.

Start by showing your brief to someone who has nothing to do with your project. Actually, this is one of the most valuable steps you can take. If they can read through your app brief and understand what you're trying to build, you're on the right track. If they look confused or start asking loads of basic questions? That's a red flag that your project requirements aren't clear enough.

Your technical team—if you have one—needs to review it too. They'll spot things you've missed, like whether your timeline is realistic or if your technical requirements actually make sense together. I've seen app specifications that ask for features that fundamentally contradict each other, and its always better to catch that before you send it to developers.

The best briefs are living documents that evolve as you get feedback from different stakeholders and think through the practical implications of your requirements

Don't be precious about feedback, honestly. If someone points out gaps in your project documentation, they're doing you a favour. Every question they ask now is one less misunderstanding later. Make notes of everything people flag up, then go back and revise your developer brief accordingly. This process might feel tedious but it saves so much time and money down the line—trust me on that one. A clear, well-refined brief means fewer expensive changes once development actually starts.

Conclusion

Writing a proper brief for your app developer isn't just about ticking boxes or filling out a template—its about setting your project up for success from day one. I've seen projects go sideways because someone skipped this step or rushed through it, thinking they could figure it out as they went along. Trust me, that approach costs more time and money than doing it right the first time.

The thing is, a good brief does more than just communicate your requirements; it forces you to think through your app properly before anyone writes a single line of code. When you sit down and document your target audience, your core features, your technical needs... well, you often discover gaps in your thinking that would've caused problems later. Better to find them now than halfway through development when changing direction gets expensive.

Your brief is also a living document. Don't write it once and forget about it. As you get feedback from developers, as you learn more about whats possible (and whats not), update it. Keep it current. Use it as the single source of truth for your project so everyone—designers, developers, stakeholders—knows exactly where things stand.

One last thing I always tell clients: be realistic about your timeline and budget expectations. I know its tempting to want everything done yesterday for next to nothing, but that's just not how quality app development works. Give your developers the information they need, listen to their expertise when they push back on something, and remember that building an app is a collaboration. Your brief is the foundation of that collaboration, so take the time to get it right. Your future self will thank you for it.