Interior Design Brief Template

What is an interior design brief?

A clear interior design brief is a strategic document that captures a space’s needs, goals, constraints, and vision. It acts as the north star for a project, guiding decisions from the first sketch to the final install. The interior design brief template is a structured framework designers and studios can reuse to gather this information consistently for every project, ensuring consistency, speed, and clarity across clients.

Definition and purpose of an interior design brief

The brief is a foundational document that aligns the client, designer, and stakeholders around a shared understanding of the project.

It guides every decision, helps manage expectations, and reduces back-and-forth by spelling out goals, constraints, and success metrics up front. In practice, a well-written interior design brief covers space functions, budget ranges, style preferences, and timing, so everyone reads from the same page at the start.

Using an interior design brief template ensures consistency across projects. The template provides sections for goals, space inventory, user needs, sustainability goals, and approval workflows, making it easier for new team members to jump in and for clients to provide complete information in one pass.

How an interior design brief fits into the project workflow

The brief sits at the start of the end-to-end process: after the inquiry and discovery call, it becomes the backbone for the proposal and contract, guides concept development, and continues to steer design iterations, procurement, and installation.

In practice, the brief informs the proposal scope, budget, and timeline, and acts as a reference for later questions. Most teams run a 60-minute discovery call, draft the brief within 3-5 days, and sign off before the proposal moves forward; as you move into concept development and procurement, the brief helps keep scope tight and milestones clear.

Today’s studios store briefs in shared tools like Notion, Airtable, or Google Docs, with explicit version history. By keeping the brief accessible to clients and contractors, it supports fast decisions during revisions and prevents scope creep during installation.

Key stakeholders involved in a client brief for interior design

The people who contribute to or rely on the brief include the client, the lead designer, design assistants, the project manager, contractors, and other consultants. Each role has a clear part to play in gathering information, reviewing it, and using it to keep the project on track.

The client or client team typically fills out needs, constraints, and priorities, while the lead interior designer consolidates everything into the brief. Design assistants draft sections on spaces, finishes, and aesthetics, and the project manager aligns the budget and timeline. Contractors and other consultants such as engineers, lighting designers, and acoustics experts provide feasibility notes that get added to the document. This setup clarifies who owns what and helps the team stay on the same page from the start.

At sign-off stages, the client approves the final brief, the lead designer signs off on the content, and the project manager ensures alignment with the budget and schedule. The brief then circulates to contractors and consultants for final feasibility checks before procurement begins. By documenting responsibilities and review points, the brief reduces miscommunication and ensures changes are captured through formal updates rather than ad-hoc notes.

Core sections of an interior design brief template

This guide breaks down the core sections every strong interior design brief template should include. By 2025, a clear, well-structured brief saves time, reduces rework, and helps freelancers and small teams deliver results that match client goals. Below, you’ll find what to capture in each section, why it matters, and ready-to-use prompts you can drop into a template or generator flow.

Project background and context

This section captures the story behind the project: what triggered it, the current state of the space, and any relevant history about the property or brand. It sets the scene for design decisions and helps keep expectations aligned across timelines and stakeholders. A well-told background makes it easier to justify space plans, finishes, and mood choices later in the project.

In practice, record the project type, location, and existing conditions, then note any prior design work or brand history that should influence the brief. Context may include architectural constraints, tenant or landlord considerations, and how the space is currently used. By grounding decisions in these details, designers can move from ideas to deliverable, actionable solutions that fit real-world limits and opportunities.

To capture this in the template, consider including the following prompts:

• Project type (Residential, Commercial, or Hospitality)
• Location and building type
• Existing conditions (layout, structure, services)
• Reasons for redesign (driven by need, timeline, or business goals)
• Prior design work or brand history relevant to the space

Project objectives and success criteria

This section helps you translate client hopes into measurable targets. By asking for clear goals, you create a roadmap that covers functional, aesthetic, and strategic outcomes. In 2025, clients expect concrete metrics to gauge progress and success, which keeps decisions focused and justifiable.

Explain how to set measurable goals and how to articulate what “success” looks like at milestones. For example, a corporate space might aim to boost collaboration or reduce unnecessary travel, while a home project could target family-friendly layouts and better daylight. Including a field for “how we’ll know this project is successful” anchors decisions and enables objective review during sign-offs and procurement.

To capture this in the template, consider including the following prompts:

• Functional goals (e.g., improve workflow, enhance seating capacity)
• Aesthetic goals (style, mood, color direction)
• Strategic outcomes (brand coherence, customer experience)
• Defined success metrics (space utilization, budget adherence, post-occupancy satisfaction)
• How we’ll know it’s successful (KPIs, milestones, test runs)

Scope of work and space details

This section should spell out exactly which spaces are in scope and the level of design intervention. Start with a list of areas to be designed, then capture size, existing conditions, and what stays or goes. Include notes on structural constraints, mechanicals, and any required changes to layout or services. Clarity here drives accurate budgeting, scheduling, and risk management.

Describe whether the work includes layout changes, finishes, furniture, lighting, styling, or all of the above. Detailing the scope up front helps prevent scope creep and keeps vendors aligned. Use structured fields so the generator flow can route tasks to the right design discipline and suppliers can price accurately.

To capture this in the template, consider including the following prompts:

• Areas to be designed (e.g., lobby, kitchen, master bedroom)
• Square footage or volume for each area
• What stays vs. what goes (existing elements)
• Structural constraints or buildable envelopes
• Interventions included (layout changes, finishes, furniture, lighting, styling)

Budget and financial constraints

Outline how to structure budget questions to get realistic numbers. A good budget section separates totals, ranges, and line items so the team can plan without surprises. In 2025, designers frequently balance sustainability, energy efficiency, and smart-system integrations, so it’s important to capture these as distinct cost lines and contingencies.

Explain how to allocate funds, set priorities, and accommodate trade-offs. By prompting for must-haves versus nice-to-haves, the brief guides the designer to allocate funds where they matter most and build in contingency for long-lead items. A clear budget narrative helps teams stay aligned as procurement choices unfold and during approvals.

To capture this in the template, consider including the following prompts:

• Total project budget (absolute) and desired range
• Design fees vs. construction costs
• Furnishing and material budgets
• Priorities if trade-offs are needed
• Must-have items vs nice-to-haves
• Inclusion of sustainability or smart-system costs

Timeline and key milestones

Explain how to capture the overall project timeline and any fixed dates, such as store openings, events, or move-ins. Timelines should include critical milestones and realistic lead times for procurement and installation. In 2025, lead times for custom furniture and lighting can significantly affect schedules, so it’s smart to surface these early.

Suggest fields for an ideal start date, latest completion date, phased delivery needs, and milestones like concept sign-off, approvals, procurement cutoff, and installation. This section helps surface timing constraints early and keeps the project on track by aligning stakeholders around shared dates.

To capture this in the template, consider including the following prompts:

• Ideal start date
• Latest completion date
• Phased delivery needs (if any)
• Milestones: concept sign-off, approvals, procurement cutoff, installation
• Fixed dates or events (store opening, launch, move-in)

Functional requirements and usage

Describe the need to document how the space will be used day-to-day. Include expectations for number of users, activities, accessibility, storage, technology integration, and any special considerations—pets, children, or industry-specific regulations. Listing functional must-haves in bullet form keeps the brief actionable and ensures the design supports real use.

Offer guidance on balancing function with form, such as how activity zones, circulation paths, and storage solutions influence layout. By clarifying these needs, you reduce back-and-forth and create a foundation for clear specifications that vendors can follow during procurement and installation.

To capture this in the template, consider including the following prompts:

• Number of users or occupants
• Types of activities and zoning requirements
• Accessibility and universal design needs
• Storage, seating, and circulation requirements
• Technology integration and data/AV needs
• Special considerations (pets, children, regulatory requirements)

Look, feel, and aesthetic direction

This section translates client preferences into usable design constraints. It guides the visual and tactile language of the space. By listing styles, color palettes, and materials, you create a clear boundary for mood and storytelling while leaving room for iteration as you test ideas against real conditions.

Explain how to reference existing brands, spaces, or moods and remind readers that direction is guidance, not a fixed solution. The goal is a cohesive direction that can evolve with input, data, and supplier options. In 2025, sustainable materials and adaptable lighting are shaping most aesthetic decisions, so include options that accommodate those trends.

To capture this in the template, consider including the following prompts:

• Preferred styles (e.g., minimal, industrial, mid-century)
• Color palettes
• Materials and finishes
• Avoidances to note
• References (brands, spaces, moods)

Target audience or end users

Show how to adapt this section for both residential and commercial projects. Understanding the audience informs layout, durability, accessibility, acoustics, and wayfinding decisions. For residential work, prompt for household members, ages, and lifestyle details; for commercial, ask about customers, employees, and visitors. Aligning the brief with the audience ensures practical, durable, and welcoming spaces.

By clearly naming the end users, you help the designer prioritize safety, comfort, and accessibility while balancing style. This section should remain flexible enough to adjust as user testing reveals new insights, especially during the generator flow where layouts are iterated and validated.

To capture this in the template, consider including the following prompts:

• Residential: household members, ages, lifestyle details
• Commercial: customers, employees, visitors
• Accessibility considerations
• Usage patterns and peak times

Brand, culture, and story

For commercial interiors, explain how to capture brand guidelines, values, and personality traits so the space aligns with the broader brand experience. This section helps ensure the space supports the brand experience, whether it’s a retail storefront, office, or hospitality venue. Include prompts for brand keywords, mission, and visual identity rules to keep the design aligned with the brand narrative.

Provide guidance on narratives the space should communicate through design elements such as color psychology, wayfinding language, and material storytelling. In 2025, brands increasingly seek inclusive design and experiential elements, so include prompts that balance identity with practical usability and accessibility.

To capture this in the template, consider including the following prompts:

• Brand keywords
• Mission and values
• Visual identity rules
• Narratives the space should communicate

Constraints, risks, and non‑negotiables

Detail how to record hard constraints that will shape the design. Include building codes, landlord restrictions, existing systems that must remain, sustainability requirements, and any legal or compliance considerations. Also prompt for non‑negotiable must‑haves from the client to avoid surprises later. Clear constraints reduce cycles and set expectations early in the project.

Discuss risk factors and contingency planning to handle schedule slippage, supply chain delays, or permitting hurdles. This helps the generator flow plan buffers and ensures timelines and budgets are realistic, making it easier to keep the project on track even when challenges arise.

To capture this in the template, consider including the following prompts:

• Building codes and permit requirements
• Landlord or tenant restrictions
• Existing systems that must remain
• Sustainability requirements
• Legal/compliance considerations
• Non-negotiable must-haves from client

Stakeholders, decision-making, and communication

Explain that this section identifies who needs to approve what, and how communication will work. Clear ownership prevents bottlenecks and ensures timely responses. Include fields for the primary contact, decision-makers, their roles, and expected response times. Also specify preferred communication channels and meeting cadence to keep everyone aligned through design, procurement, and installation.

Describe how decisions will be documented, how changes are managed, and who signs off at each stage. In 2025, many teams rely on digital brief generators and shared dashboards, but a straightforward, human-centered process remains essential for avoiding misunderstandings and keeping momentum.

To capture this in the template, consider including the following prompts:

• Primary contact and decision-makers
• Their roles and responsibilities
• Expected response times
• Preferred communication channels
• Meeting cadence and record-keeping
• Decision approval workflow and sign-off points

How to write an interior design brief

A solid interior design brief template helps turn vague dreams into concrete inputs. This practical, step-by-step guide walks designers and clients through completing the interior design brief from start to finish, showing how a structured process leads to better design outcomes and smoother projects. By using the Interior Design Brief Template, you create a shared roadmap that keeps everyone aligned from kickoff to sign‑off.

Step 1: To gather initial project information

Start with a discovery session or questionnaire to gather the basics: client details, project type, location, budget expectations, and timing.

In the discovery phase, schedule a 60‑minute call or send a 15‑question form via a survey tool like Typeform. Collect contact details, confirm whether the project is residential or commercial, capture the location, target move‑in date, and a budget range. Store notes in a shared workspace such as Notion, Google Docs, or Airtable so everyone can see updates. Capture the client’s pain points with the current space and early ideas they have, but avoid detailed solutions at this stage. For example, a client might mention cramped rooms, insufficient storage, or poor lighting, along with early ideas like a warmer color palette or built‑in shelving.

Step 2: To clarify goals and priorities

Translate the client’s story into a concise set of objectives.

Ask purposeful questions like Why now?, What matters most if we can’t do everything?, and What would make this project a success one year from completion? This step helps you frame a core set of goals and outcomes. Encourage the client to rank goals so you can make trade‑offs later; for example, you might set function over aesthetics as a top priority, with aesthetics and materials as secondary goals. Document this ranking clearly in the Interior Design Brief Template to guide decisions about scope, materials, and timelines as the project evolves.

Step 3: To map out spaces and functional needs

Describe a process of walking through each space (physically or via plans/photos) and listing its current issues and desired improvements.

Document who uses each area, at what times, and for which activities. This helps you capture real workflows and daily rhythms, such as a living room used for family dinners from 6 to 8 pm or a home office that needs quiet zones during the day. Encourage adding sketches, simple diagrams, or room‑by‑room notes into the brief for clarity. When possible, attach floor plans or photos and annotate them to show problem areas and proposed changes, making it easier for the designer to translate needs into concrete inputs.

Step 4: To define aesthetic direction with references

Advise on collecting visual references (mood images, existing spaces, materials) and attaching or linking them within the brief.

Instruct users to annotate what they like or dislike about each reference—colors, textures, lighting, atmosphere—so the designer can understand intent rather than simply copying a look. Build a mood board or pin‑board collection using tools like Pinterest, Canva, or Milanote and then link or embed those boards into the Interior Design Brief Template. Clear notes about why a reference resonates (or why a detail should be avoided) help the design team capture your intended vibe without guessing.

Step 5: To validate budget and timeline

Guide readers to compare the wish list with the stated budget and schedule.

Have an open conversation to reconcile expectations: consider phasing work, adjusting scope, or revising the budget. Document agreed changes in the brief so it reflects the final parameters. In residential projects, budgets often span a broad range depending on scope; for planning purposes, note explicit ranges (for example, a target of $80,000–$180,000) and a preferred timeline. Recording decisions about what can be achieved within the budget helps prevent scope creep and keeps the project on track from day one.

Step 6: To confirm constraints and approvals

Explain how to proactively identify anything that could slow the project: permits, building regulations, HOA rules, or landlord approvals.

List out required approvals and anticipated lead times, and assign responsibility for each item. For example, permit reviews with the city can take 2–6 weeks, while HOA approvals might require up to 8 weeks. By assigning a owner to each constraint and noting lead times in the Interior Design Brief Template, you create accountability and a realistic project calendar. Updating the brief as constraints become clearer helps prevent surprises later in the process.

Step 7: To review, refine, and sign off the brief

Describe how to summarize the completed client brief for interior design into a clear, readable document.

Share the draft with all key stakeholders for feedback, clarify any ambiguous points, and make edits until everyone agrees. Treat the signed‑off brief as the reference document for future scope changes, so any modifications can be tracked back to an approved version. Use a formal sign‑off process, such as an e‑signature or a marked‑as‑approved status in your project tool, to ensure everyone is aligned before work starts. This final step closes the loop and protects the project timeline and budget from drift.

How to use an interior design brief template with clients

Using an interior design brief template can streamline client conversations from lead intake to project kickoff. It helps set expectations, align on scope, and keep communication clear throughout the project. In 2025, the most successful designers share a digital brief early in the process and revisit it as the project evolves, which reduces back-and-forth and speeds up decisions. This section explains how to weave the template into your client process to improve collaboration and avoid miscommunications.

To introduce the interior design brief to new clients

The brief should be seen as a collaborative tool, not a box to check.

After your initial consultation, send a link to the Interior Design Brief Template through your preferred platform (Notion, Google Docs, or your CRM) and invite the client to add details in a shared document. Set a clear deadline—usually 2 days—to keep momentum and protect your schedule. In 2025, designers report that early, proactive sharing of the brief helps proposals move faster and reduces revision cycles by roughly a quarter compared with late-stage clarifications.

To explain the benefits in plain terms, you might say: “This brief helps us avoid misunderstandings, gives you a more accurate proposal, and creates designs that reflect your lifestyle or brand.” You can note, “Your input speeds up decisions and helps us tailor concepts to your space,” and offer a short 5‑minute walkthrough video or written note to accompany the link. By presenting it this way, clients understand why you’re asking for details and feel empowered to shape the project from day one.

To collaborate on the brief in stages

Plan to collaborate on the brief in stages rather than all at once.

Break completion into manageable parts: start with basic project info (location, budget range, timeline), then capture goals and scope (rooms included, required deliverables), and finally gather the aesthetic direction (inspiration, color preferences, material sense). Schedule a 60-minute kickoff workshop and use the template as the agenda. Review each section together, and set a quick recap at the end. This staged approach keeps the process from feeling overwhelming and helps surface misalignments early.

During the workshop, you can show how each part ties to decisions you’ll present in the proposal. Apps like Notion, Miro, or Airtable make live editing easy, and you’ll keep minutes in the same document. By validating assumptions in real time, you prevent back-and-forth later and create a shared understanding you can reference during design, procurement, and installation.

To align the proposal and contract with the brief

Use the finalized brief as the backbone for proposals and contracts.

Translate the brief into concrete proposal items and contract clauses. Reference the spaces included, the deliverables, the budget range, and the project timeline to ensure every line item in the proposal maps back to the brief. Attach the brief to your proposal in your contract tool (HoneyBook, PandaDoc, or Dubsado) and include a short cross-reference table. This alignment helps prevent scope creep and disputes later and supports milestone-based payments that reflect actual progress against the brief.

In 2025, many firms report that linking the proposal directly to the client brief reduces change orders and confusion. Make the language clear: “This proposal is based on the Interior Design Brief Template you approved on [date],” and provide a single source of truth for decisions. Keeping the brief as the single reference reduces back-and-forth and helps you close projects with confidence.

To revisit the brief during design and delivery

Treat the brief as a living reference that travels with the project.

Throughout design and delivery, check every concept, material choice, and layout against the agreed objectives and constraints. If you need to deviate, note the change in the brief and obtain approved scope changes before proceeding. For example, if you switch a calm, neutral palette to a brighter, more energetic option, document the rationale and get client sign-off. This keeps decisions transparent and preserves a clear trail of how the project evolved.

Use version history in your collaboration tool (Notion, Google Docs, Airtable) to track updates and decisions. Schedule regular 4‑ to 6‑week reviews to assess progress against the brief, and document all intentional deviations. Doing so helps you maintain alignment with the client’s goals, budget, and space constraints even as the project unfolds.

Best practices for a high-quality interior design brief

Creating a high-quality interior design brief pays off with less back-and-forth and a smoother project flow. In 2025, clients expect briefs that are clear, thorough, and easy to act on. A strong brief should truly guide the work, not sit unused in a folder. Below are practical tips to make your brief practical, concrete, and action-ready.

To ask the right questions without overwhelming clients

Balancing depth with simplicity helps you gather essential details without overwhelming clients.

Group questions into clear sections like Space & Use, Aesthetics, Budget & Constraints, and Timeline & Decision Makers. Use plain language and offer multiple-choice options for straightforward topics, such as how the space is used or preferred lighting levels. Keep the number of must-have questions small, and add 2-3 optional prompts for clients who want to share more. For example, aim for 6 core questions and 2-3 prompts about lifestyle, brand values, or long-term plans. This keeps the brief practical and decision-oriented.

Include prompts that truly move the project forward. Open-ended questions are valuable only when they change the direction, such as asking about daily routines, brand story, or future plans for the space (for example, “Describe how you see the space in 5–10 years.”). This approach helps clients answer quickly and gives designers a clear starting point to craft concepts that fit their needs.

To balance creative freedom with clear constraints

A strong brief sets boundaries but leaves room for innovation.

Be specific about goals, budget, and must-haves. State the main objective (for example, “create a bright, accessible family kitchen”) and share a realistic budget range (such as $60,000–$90,000 for a midrange remodel). List non-negotiables, like durable materials, sufficient storage, and a defined daylight target. By naming these clearly, designers know what must stay and what can flex during the creative process.

Avoid dictating exact furniture or layouts. Instead, provide design directions—color palettes, material families, and preferred vibes—and let the designer propose options. For instance, specify a warm, contemporary tone with natural materials, then invite the team to suggest sofa shapes, lighting, and seating arrangements that meet the brief. This balance often leads to surprising, strong ideas that still hit the goals.

To use visuals and examples to clarify expectations

Visuals make expectations concrete and faster to agree on.

Include mood images, sketches, and sample projects to show style clearly. Organize visuals by theme, like color, lighting, and layout, and add short captions that explain what works or doesn’t. Even rough references beat vague labels such as “modern” alone, because they give everyone a shared reference point. In 2025, many briefs pair mood boards with digital board links in Notion, Canva, or Milanote so the team can comment directly.

Provide a simple method to compare visuals with the brief. For example, attach a theme folder, add a one-line rationale for each image, and note any deal-breakers. Keeping captions short helps clients focus on the core message, not every detail. Also consider including a quick layout sketch or a floor plan snippet to show traffic flow and furniture grouping, which helps prevent misinterpretations later.

Common mistakes to avoid in an interior design brief

Common mistakes steal time and add back-and-forth later.

Typical errors include skipping budget details, being vague about decision-makers, ignoring functional needs, or tying style to vague phrases like “modern but cozy.” These gaps leave designers guessing and clients frustrated. In 2025, a strong brief should prevent these by asking for concrete data and decisions up front.

For each mistake, show how the template can help. Add prompts or fields that force clarity, such as a dedicated budget field with a range, a list of decision-makers, and a section for essential functional needs (traffic flow, storage, accessibility). Include examples like “Describe your top 3 must-haves with reasoning,” or “Who has final sign-off and what’s the approval timeline?” This approach turns vague phrases into actionable requirements and keeps the project moving smoothly.

How Bonsai helps manage interior design brief templates

Bonsai acts as a central workspace where interior designers and studios can create, reuse, and manage interior design brief templates. It connects the brief to upstream steps like client intake and downstream steps like proposals, contracts, projects, and invoices, so every phase stays aligned. With Bonsai, teams reduce duplicate data and accelerate onboarding for new designers, ensuring consistency across projects.

To create reusable interior design brief templates

Set up a standardized interior design brief once in Bonsai, with all sections and questions you need, and save it as a reusable template.

Think through the common needs of most projects—project goals, scope, budget range, timeline, space details, and style preferences. Create clearly labeled sections with prompts like "What rooms are in scope?" and "What is the target budget range?" Attach floor plans or mood boards directly to the brief so everyone can see them. This structured approach reduces back-and-forth and ensures every kickoff is thorough. Once saved, the template can be reused for dozens of projects, and you can tailor variations for residential, commercial, or specialty work without starting from scratch.

It also helps new designers learn your process quickly and keeps onboarding consistent. When you clone a template for a new client, you simply adjust the scope and push it into the project workflow, saving hours per project and preventing missing details at kickoff.

To track and manage interior design briefs across projects

Bonsai stores every completed client brief in one centralized place, linked to the client contact and to the specific project.

This setup makes it easy to review past briefs before a kickoff, compare scope changes, and learn from patterns. You can search by client, project type, or date, and share briefs with teammates to gather input in real time. Real-time comments and updates keep everyone aligned even when team members join mid-project.

As the project evolves, changes to the scope or requirements are captured in the same record, creating a clear audit trail. The linked briefs help you justify decisions to clients and managers and prevent miscommunication. You can also attach updated sketches, photos, or revised timelines directly to the project brief so everything stays organized.

To automate notifications and project setup from briefs

Here are examples of how Bonsai can trigger workflows from an interior design brief to save time and reduce errors.

• Auto-create a project with the right name and dates based on the brief's timeline.
• Notify team members when a client submits or updates a brief, via in-app alerts, email, or integrations like Slack or Microsoft Teams.
• Generate proposals automatically from the scope fields in the brief, pulling inline items, budgets, and milestones.
• Set reminders for key milestones derived from the timeline section, such as design development reviews, client sign-off dates, and installation deadlines.
• Attach the brief to the project and maintain a live link between brief changes and project scope for traceability.