- Describe the operational need, not just a preferred product.
- Confirm quantity and unit of measure.
- Separate mandatory requirements from preferences.
- State required-by date and delivery location.
- Identify installation, training or service needs.
- Attach drawings/specifications only when relevant.
- Identify compatibility constraints.
- Estimate budget using current planning information.
- Identify requester and responsible budget owner.
- Confirm whether market research has already been performed.
Adapt it: Add the approvals, legal requirements, tax fields, system references and retention rules that apply to your organization and jurisdiction.