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Are you looking to create a technical specification document for your project, product, or system? Unsure where to begin? Well, worry not! This article will guide you on how to write a technical specification document and provide you with a free technical specification document template to make the process easier.

What is a Technical Specification Document?

Before diving into the details, let’s first understand what a technical specification document is. When working on a project, product, or system, a company, along with its product managers, defines the technical requirements. These requirements encompass various aspects such as technical specifications and design, development process, business requirements, internal standards, best practices, work involved, impact, and the timeline of features, projects, or services.

These documents, known as technical specification documents, outline all the essential information. They may also go by other names such as technical design document, software design documentation, or engineering documentation. It’s worth noting that engineers primarily write these documents, although technical leads, project leads, senior engineers, or product managers may also contribute to their creation for more extensive projects.

Now that you have a clear idea of what a technical specification document entails, let’s explore how to write one effectively.

How to Write Technical Specification Documents?


The header is the first element you should include in your documentation. It should consist of the project name, date, author of the document, and the contributing engineering team members involved in the project.


In this section, provide a summary of the project and share links to any external documents that offer context to your documentation. Give a general overview of the approach you intend to take for the project. Additionally, include a rough estimate of the overall project completion time and its size.

Goals and Product Requirements

Clear goals are crucial for the success of any project. In this section, product managers should define the technical requirements and project goals. Clearly outline the problems you aim to solve with the new product. It’s essential to ensure that all project stakeholders are on the same page, as lack of consensus can lead to misalignment and confusion among team members.


Share the technical behaviors of the new product and its limitations in this section. Be specific and detail-oriented. Consider factors such as service level agreements, system capacity, and failure tolerance to provide a comprehensive understanding of the project.

Out of Scope

In this section, clearly define what is not included in the final product. Specify the features and internal processes that are off the table. This will help prevent misunderstandings and unwanted work among team members and stakeholders. You can also refer to this section as “non-goals.”

Open Questions

List all unresolved issues and questions that still need to be addressed in this section. By doing so, you ensure that no important details are missed when finalizing the technical specifications.


In this section, explain your solutions to your target audience in a way that is easy to understand. Product managers can decide the level of detail required. Each sub-system, new technology choice, and standard should have its own sub-section. You can also mention any other options considered in a separate section called “Other options considered.”


Recap your proposed approach in this section, presenting it as an easy-to-read bullet point list of all the systems that will be created or changed during the project cycle.

Schema Changes

Whenever there is a change in data storage, list them in this section, even if they are minor. Consider adding UML diagrams or providing complete schemas to enhance understanding. Ensure that the engineering team agrees on the type, amount, and relational aspects of the data to be stored.

Security and Privacy

When working on a new product, it is crucial to think about customer data protection, personal information, encryption, and potential attack vectors. Share your thoughts on these aspects in this section.

Test Plan

Describe your testing strategy in this section. Cover unit and integration tests, manual test plans, and automated test suites to ensure comprehensive testing.

Deployment and Rollout

Detail the logistics, preparation order, and other requirements for the release of the new product in this section. Include configuration management, secrets management, database changes, migrations, and the sign-off process.

Rollback Plan

Prepare for the possibility of feature rejection, failed integrations, or deployment issues. Explain how to roll back to the previous system if necessary, and outline the metrics and alerts that should be monitored.

Monitoring and Logging

Explain how you will answer business-level questions about the impact and benefits of different features of the final product.


Elaborate on how you will answer business-level questions about the impact and benefits of different features of the final product.

Long Term Support

Address long-term concerns, such as future software maintenance, costs associated with supporting the product, and plans to transfer knowledge in case essential team members leave the company.

Timeline and Components

Provide a rough estimation of task completion by the product team in day-sized estimates. Be realistic and factor in risks, integrations, and meetings. Cover tasks required for all teams involved in the project, not just your own.

Now that you have a clear understanding of how to write a technical specification document, you can start working on your first documentation. To help you get started, we have prepared four free technical specification documentation templates:

  1. IT Technical Specification Template: This template is designed for creating detailed IT project reports. It covers technical projects, system updates, and infrastructure issues.
  2. Website Technical Specifications Template: Use this template to list all the requirements for your website project, including aspects related to content management, navigation, design, and security.
  3. Technical Requirements Document Template: This template provides a basic outline format that can be used for various projects. It allows you to list functional, security, and reporting requirements.
  4. Software Technical Specs Template: A comprehensive Word document template that covers project scope, user stories, product features, dependencies and assumptions, system features, interface requirements, and other functional specifications.

You can download these templates here.

In conclusion, writing a technical specification document is a crucial step in any project. With the provided guidelines and free templates, you can start creating effective technical specifications that will help you successfully execute your projects. Don’t forget to sign up for Zenith City News to access more valuable content and resources for your business.