Writing better PRDs

Table of Contents

Over the past year, I’ve noticed more people writing PRDs — largely driven by the rise of AI-assisted coding tools that make building complex software easier. I’ve also seen a growing emphasis on planning as an essential part of the process.

It’s inspiring to see broader interest in writing product requirement documents (PRDs), which traditionally come from the discipline of product management. In product management, there’s as much art as science — meaning there’s no single “right” way to write key documents like PRDs, product visions, or product strategies.

Many people now use AI to generate PRDs, and there are great tools like chatprd.ai that make this easier. However, the quality and style of the output depend heavily on the model and context used. For example, a PRD generated by a general LLM might look very different from one produced by a specialized tool like Claude Code. Sometimes, these AI-generated documents end up looking more like architectural reviews or system design docs — which misses the point. A PRD should be understandable to all stakeholders — from support and marketing to leadership and design — offering a clear overview of the feature. More technical documentation can always be linked separately.

I created this guideline as a simple structure for writing better PRDs. It’s a minimal baseline blueprint that you can adapt based on your company or product needs. Some sections may be added or removed, but this framework provides a solid starting point. I’m sharing my approach to writing clearer, more effective PRDs — covering what to include and how to phrase things thoughtfully.

Blueprint for PRDs

Essential Elements Checklist

Every PRD should start with these basics:

  • Feature Name: Clear, descriptive title
  • Last Updated: Date of most recent changes
  • Stakeholders: PM, Engineering Lead, Design Lead, other relevant team members
  • Related Links: Design files, technical specs, analytics dashboards, etc.

PRD Structure

1. Overview (The “Why”)

Purpose: Give anyone context in 30 seconds.

What to include:

  • 2–3 sentence summary of what you’re building
  • The core problem this solves
  • Expected impact or outcome

Example – Bad:

“We’re building a new export feature that gives users more options.”

Example – Good:

“We’re adding batch export functionality that lets users download multiple files simultaneously in different formats. This addresses one of our top user requests and is expected to reduce task completion time by 60%.”

2. Problem Statement

Purpose: Describe the user pain point clearly.

What to include:

  • Who is experiencing this problem
  • What the current pain is
  • Why it matters (impact, frequency)
  • Supporting data if available

Example:

Who: Power users managing large amounts of data

Current Pain: They must export files one at a time, which takes 15–20 minutes per task.

Impact: High support volume and frustration among advanced users.

Quote: “I built a script to automate this because it was eating up hours each week.” — User interview

3. Goals & Success Metrics

Purpose: Define what success looks like.

What to include:

  • Primary goal
  • Secondary goals
  • Measurable success metrics
  • Timeline for measurement

Example:

Primary Goal: Enable efficient batch export for power users

Secondary Goals:

  • Reduce support tickets related to exports
  • Improve satisfaction among advanced users

Success Metrics:

  • 40% of active users adopt batch export within 30 days
  • Average export time reduces by 50%
  • Support tickets decrease by 30%

Measurement Period: 30 days post-launch, with quarterly review

4. User Stories & Use Cases

Purpose: Explain how users will interact with the feature.

Format: “As a [user type], I want to [action] so that [benefit].”

Example:

Primary Use Case:
As a user managing multiple assets, I want to export them all at once so I can save time.

Secondary Use Cases:

  • As a designer, I want consistent file naming for batch exports.
  • As a developer, I want a single download for multiple files to simplify integration.

Edge Cases:

  • Very large batches
  • Mixed file types
  • Failed export handling

5. Requirements

5.1 Functional Requirements

Example – Good:

File Selection:

  • Users can select multiple files
  • “Select All” available
  • Persistent selection when navigating

Export Process:

  • Show progress indicator
  • Allow cancellation
  • Provide summary of successes and failures

5.2 Non-Functional Requirements

Performance, security, and reliability expectations.

Example:

  • Must complete within 30 seconds for 50 files
  • Handle 1,000 concurrent operations without slowdown
  • Provide clear error messages

5.3 Out of Scope

List what’s intentionally excluded.

Example:

  • Scheduled exports
  • Custom format conversions
  • Cloud storage integrations

6. Design & User Experience

Purpose: Link to designs and key UX details.

What to include:

  • Links to Figma or other design files
  • Key user flows
  • Accessibility considerations

Example:

Key Flows:

  1. Selection → Configuration → Progress → Download
  2. Error handling and retries

Accessibility:

  • Keyboard navigation supported
  • Screen reader announcements
  • High contrast mode

7. Technical Considerations

Purpose: Summarize key technical aspects.

What to include:

  • Links to technical specs
  • Key architecture decisions
  • Dependencies and blockers

Example:

  • Based on existing processing service
  • Uses queue-based system for scalability
  • Requires API update batchExport

8. Launch Plan

Purpose: Explain how you’ll roll out the feature.

What to include:

  • Rollout plan (phased, full launch, or feature flag)
  • Testing and beta strategy
  • Communication plan
  • Support readiness

Example:

  • Week 1: Internal testing
  • Week 2–3: Beta with select users
  • Week 4: Gradual rollout

Comms:

  • In-app tooltips
  • Announcement post
  • Updated help docs

9. Risks & Mitigations

Risk Impact Likelihood Mitigation
Users attempt large batch sizes High Medium Enforce limit, communicate clearly
Processing takes too long Medium High Show estimated time and allow smaller batches
Feature underused Medium Medium Promote via onboarding and announcements

10. Open Questions

Track unresolved topics with ownership and deadlines.

Example:

Q: Should we allow scheduling exports?
Owner: PM
Due: Oct 20
Resolution: Out of scope for v1

Writing Best Practices

Crafting Better Titles

Bad:

  • “Export Feature”
  • “Project Improvements”

Good:

  • “Batch Export: Multi-File Download”
  • “Real-Time Collaboration for Teams”

Formula: [Feature Name]: [Benefit or Function]

Writing Better Descriptions

Principles:

  1. Start with the benefit
  2. Be specific and measurable
  3. Avoid jargon
  4. Front-load key details
  5. Use active voice

Bad:

“This feature enhances the platform’s capabilities and improves efficiency.”

Good:

“This feature lets users export 100 files at once, reducing task time from 20 minutes to 30 seconds.”

Making PRDs Scannable

Use formatting strategically:

  • Bold key terms sparingly
  • Use bullet points and tables
  • Add clear section headers
  • Include a table of contents for long PRDs

Linking to Other Docs

Your PRD should link to, not replace, deeper documentation.

Example Section:

Related Documentation:

Common Pitfalls

  1. Too vague — specify what and how
  2. Too detailed — don’t duplicate tech specs
  3. Missing the “why”
  4. Assuming context
  5. Outdated info
  6. No success metrics
  7. Scope creep

Template Checklist

Before publishing:

  • Essential elements filled
  • Clear problem statement
  • Measurable metrics
  • Linked designs and tech docs
  • Defined launch plan
  • Risks documented
  • Reviewed by relevant leads

Final Thoughts

A great PRD balances clarity with conciseness. It gives everyone — engineering, design, marketing, support — exactly what they need to execute confidently.

When in doubt: Be clear. Be specific. Be concise.