The verdict in three sentences
A precise specification (RFP) is the best tool to compare quotes on identical terms: without one the spread between bidders hits 60%, with one it drops to 15%. Expect a 15 to 25 page document written in 2-3 weeks, in-house or via a scoping workshop at 1,500-3,500 EUR usually deducted from the project. The nine sections below cover 90% of the misunderstandings that derail a web project.
The nine-section template
A good spec describes the "what" and the "why", not the "how": you let the agency propose the technical solution. Each section must be measurable to serve as the acceptance basis.
| Section | What it contains | Common pitfall |
|---|---|---|
| Objectives | KPIs, targets, positioning | Vague, unmeasurable goals |
| Sitemap | Pages, menus, depth | Forgetting legal pages |
| Features | Forms, filters, multilingual | Listing nice-to-haves as musts |
| Content | Who writes, photos, video | Underestimating production |
| SEO | Keywords, redirects, migration | Skipping the redirect plan |
| GDPR | Consent, EU hosting | Ignoring third-party cookies |
| Hosting | Infra, uptime, backups | Confusing build and hosting |
| Maintenance | Retainer, SLA, evolutions | Planning nothing post-launch |
| Acceptance | Sign-off criteria | Unwritten acceptance |
A validated sitemap and a features list ranked must/should/could often halve the back-and-forth during the project.
In-house or paid scoping: which to choose
Writing the spec in-house costs time but keeps control; a paid scoping workshop speeds up and professionalises the document.
| Criterion | In-house spec | Scoping workshop |
|---|---|---|
| Direct cost | 0 EUR | 1,500 - 3,500 EUR |
| Timeline | 3-4 weeks | 2 weeks |
| Technical quality | Variable | High |
| Deducted from project | No | Often yes |
| Under-specification risk | High | Low |
| Neutrality vs quotes | Total | To verify |
Paid scoping pays for itself the moment it avoids a single change order: a mid-project scope change routinely costs 1,000 to 4,000 EUR and pushes the delivery back several weeks.
Mini case study
Marc, head of a 25-person trading SME, launches a tender to four agencies with no spec. He receives quotes of 4,000, 7,500, 11,000 and 16,000 EUR: impossible to compare, each imagined a different scope. He invests 2,500 EUR in a scoping workshop producing an 18-page spec, then re-runs the tender. The new quotes come in at 9,000, 10,500 and 11,500 EUR: a 15% spread only. Marc negotiates from a position of knowledge, avoids an estimated 3,000 EUR change order and signs with the median agency. Scoping cost him 2,500 EUR and saved far more by preventing a badly scoped project.
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FAQ
Is a spec really needed for a simple brochure site?
Yes, as soon as you consult more than one agency. Without a shared document the quote spread hits 60% and you compare different scopes. Even a 15-page spec changes everything.
How much is a scoping workshop in 2026?
Between 1,500 and 3,500 EUR depending on complexity, often deducted from the project cost if you sign with the agency that ran it. It is an investment, not a sunk cost.
Who should write the specification?
The client describes objectives and business constraints; the agency can help formalise the technical side. Avoid letting the agency alone write a spec that will be used to put it into competition.
What if I forget a key feature?
It becomes a change order, billed 1,000 to 4,000 EUR and delaying delivery. Hence the value of ranking needs must/should/could from the start.
Is the spec useful after signing?
Yes, it becomes the acceptance basis: each written sign-off criterion lets you reject a non-compliant delivery. Without written acceptance you lose all leverage.
Let's scope your project. Share your objectives and constraints and we will run a scoping workshop and deliver a spec ready for your tender. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
