Purchase-needs worksheet

Start with the job a purchase needs to do. Write down the situation, the things you already own and the limits that matter before looking at products. This gives you a short set of requirements to carry into a comparison, rather than a shopping list built around whatever happens to be advertised.

Use the must-have rows for conditions that would rule a purchase out, such as an exact fit, an essential function or a firm spending limit. Keep preferences in the optional rows. When a fact is missing, write the question you need answered instead of treating the requirement as satisfied.

All shopping tools

This tool does not save your entries automatically. Download a copy to keep your work, and clear the worksheet on a shared device before leaving. Do not enter passwords, account numbers or other sensitive personal information.

Describe the need

Complete this before adding any product names.

What must this help you do?

Where, how often and by whom will it be used?

What could you use, borrow or adapt already?

Maximum total cost, including delivery

Enter your own limit in GBP.

When is it actually needed?

Must-have requirements

One measurable requirement per row; include the way you will check it.

Entry 1

Essential requirement

Why is this essential?

How will you check it?

Requirement status

Optional preferences

List preferences that you could drop if they increased the cost or reduced suitability.

Entry 1

Optional preference

What would it add?

What would make you give it up?

Your requirements shortlist

Copy only the requirements that remain necessary after the ownership check.

Requirements to take shopping

Put must-haves first, followed by optional preferences and unanswered questions.

Using your worksheet

Write the use case without a brand or model.
Review existing equipment before deciding a new purchase is necessary.
Check every candidate against the same must-have list; do not quietly relax a requirement because an offer looks attractive.

Assumptions and limits

This worksheet does not recommend products or verify suitability.

A budget is a user-entered constraint, not an estimate of market prices.