How many requirements should I include in my document?

Less is more. Aim for 10-15 'must-have' requirements that cover the core member and admin experience. A long list of 100 features will overwhelm stakeholders and make every platform seem inadequate. It also signals that you have not done the hard work of prioritisation. Focus on the absolute essentials needed to solve the core business problem.

Should I mention specific vendors in the requirements document?

No. The requirements document should be vendor-agnostic. Its purpose is to define the problem and the required capabilities, not to pre-select a solution. This allows you to evaluate all potential vendors against the same objective criteria. Mentioning vendors prematurely can introduce bias and derail the conversation into a debate about specific products before you have even agreed on the strategy.

What's the difference between a business requirement and a technical requirement?

A business requirement describes what the user needs to do (e.g., 'Members need to find and connect with peers based on speciality'). A technical requirement describes how the system does it (e.g., 'The platform must have a REST API endpoint for member data with specific authentication protocols'). Your document should focus almost exclusively on business requirements. Let the vendors propose the technical solutions during the evaluation process.

How to Write a Community Platform Requirements Document

For community managers building a business case for new software. Learn how to translate member needs into a clear platform requirements document that gets approved.

Published: 25 June 2026
Topics: community platform, business case, requirements document, community management, community strategy, rfp

How to Write a Community Platform Requirements Document

By Francisco Opazo · Reviewed by the Led by Community editorial team

A community platform requirements document translates your members’ needs and your organisation’s goals into a business case for new technology. It moves the conversation from a vague wish-list of features to a prioritised set of capabilities tied directly to revenue, retention and growth. It is the single most important document you will create when making the case for investment.

You have a problem. Your members are struggling with clunky tech, your team is drowning in manual workarounds and your leadership team sees community as a cost centre. You know a new platform is the answer. But a 20-page document listing every possible feature is not how you get it approved.

What is a Community Platform Requirements Document?

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