Outsourcing Templates
Copy-and-paste request forms, review checklists, and contract checklists.
Use them at every stage of outsourcing development.
Outsourcing Request Template
A requirements document template for commissioning software outsourcing projects. Simply copy and fill in the fields to receive an accurate estimate.
Acceptance Test Checklist Template
A comprehensive checklist of items to verify when reviewing deliverables after outsourced software development. Copy and check each item one by one.
Outsourcing Contract Checklist Template
A checklist of essential items to review in a software outsourcing contract. Go through each item before signing to prevent disputes.
A blank form tells you nothing
Handed an empty form, most people stall on what to put in each field. So below is a request sheet filled in end to end. You can see exactly how much detail an online store of 200 products needs before it can be priced. Copy it as it is, or keep the structure and swap in your own business.
A filled example — request sheet
- One-line summary
- Selling women’s clothing online. Orders come in by Instagram DM today and we are past 300 a month, which no longer works.
- Users and roles
- Customers (guest checkout allowed), two admins (owner and staff). Staff cannot issue refunds.
- Screen list
- Home, product list, product detail, cart, checkout, order complete, order lookup, my page / Admin: order list, order detail, product create and edit, stock, sales summary
- Must have
- Card payment and bank transfer, 200 products, stock per option (colour, size), tracking number entry in admin, automatic sold-out marking
- Nice to have
- Courier API for automatic tracking numbers, coupons, store credit
- Can wait
- Photo attachments on reviews, a mobile app
- Integrations
- A payment gateway (undecided, we would like a recommendation), a courier API, KakaoTalk notifications
- Data volume
- 200 products, 300–500 orders a month, around five photos per product
- Delivery expected
- Source code, server accounts, admin accounts, deployment documentation
- Budget and schedule
- Around 15 million KRW, open within three months. If that is tight, coupons and store credit can go.
That last line matters. Saying what can be dropped if the budget is tight lets us adjust the scope and hit your number without a second round of quoting. "We need all of it" produces a higher figure and one more exchange.
What goes wrong when a field is left blank
We cannot tell whether sign-up and login are in scope, and the quote swings widely. Guest checkout only is far cheaper.
20 products and 20,000 are different server and search designs. Without a number we assume the larger one.
A payment gateway and a courier are separate pieces of work each. Mentioning them later makes it a scope change.
Source code can end up outside the scope, and that is where moving to another vendor later gets stuck.
When the other two come in
The acceptance checklist is for delivery day. It lists what to click through and what to collect when a vendor says it is finished. Miss it and you find out after the balance is paid, at which point the other side has little reason to hurry. The contract checklist is for before you sign: whether source code is in the delivery scope, how long free fixes last, what happens when the schedule slips. Disputes land in the same places every time, and naming them up front prevents most of them. Used in order, the three sheets cover hiring, receiving and signing.
How to use these
Copy the example above, swap in your own content, and paste it when you send an inquiry. Writing "not sure" in a field is fine — better than leaving it empty, because it tells us what to ask about. The three templates map to stages: the request sheet before you hire, the acceptance checklist when work is delivered, and the contract checklist before you sign.
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