Managed Services Brief Template
What should you include in a managed services brief?
A managed services brief should describe the workflow you want outsourced, the outputs and workload involved, the tools and inputs required, and who will manage, check and approve the work. Include your delivery expectations, information-handling requirements and budget if available.
Use this template to turn a recurring business need into a practical scope discussion.
No registration required. Review your answers, download your brief or print a copy.
Define the work before discussing a proposal
A request such as “we need marketing support” leaves important questions open.
A clearer brief explains the tasks, how often they occur and what your team will still handle. For example:
This is an illustrative starting point. Add your actual workload, formats and delivery requirements to make the brief useful.
What the template covers
The workflow: What you want managed and the problem you want to solve.
Outputs and workload: Deliverables, frequency, volume and exclusions.
Process and tools: Inputs, handovers, systems and exceptions.
Responsibilities: Who coordinates, checks, approves and makes decisions.
Quality and communication: Delivery expectations, working windows and reporting.
Information handling: Access, confidentiality and continuity requirements.
Budget and timing: Your preferred start, initial scope and open questions.
Who can use this template?
Use it when preparing a brief for managed marketing operations, creative production, business administration or a workflow automation discussion.
It is intended for business owners, operations managers and team leaders who want a provider to manage an agreed process.
If you primarily want additional staff whom you will direct, explore Dedicated Offshore Teams.
How to prepare your brief
- Choose one workflow to start with.
- Complete the sections you can answer; leave uncertain details for discussion.
- Review your outputs, responsibilities and delivery expectations.
- Download or print the brief and bring it to a provider conversation.
You do not need complete procedures or a detailed cost model before using the template.
Still deciding what to outsource? Start with the Outsourcing Readiness Checklist.
Create your managed services brief
Your answers are not submitted to HiredVietnam. Download or print your brief to keep a copy; answers are not retained after refreshing or closing this page.
Describe requirements only. Do not enter passwords, customer records or sensitive operational data.
Your answers are not submitted to HiredVietnam. Download or print your brief to keep a copy; answers are not retained after refreshing or closing this page.
1. Define the work
Start with one recurring workflow. Describe what needs to happen and why.
Prepare campaign assets from approved master artwork.
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Our marketing manager spends too much time coordinating recurring production.
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Quality-checked assets ready for our agreed campaign dates.
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2. Specify outputs and workload
List the outputs you need. Estimates are acceptable if labelled.
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Campaign strategy and approval of advertising claims remain internal.
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3. Describe the process, tools and inputs
Explain the handover and the information needed to complete the work.
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List system names and access roles only. Do not enter passwords, API keys, customer records or confidential document contents.
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4. Allocate responsibilities and approvals
Indicate your preferred responsibilities. These will need to be agreed with the provider.
| Prepare a complete brief and supply source information | |
|---|---|
| Assign tasks and coordinate day-to-day delivery | |
| Check work before it is submitted | |
| Approve final outputs | |
| Authorise publishing, sending or live system changes | |
| Resolve exceptions and business questions | |
| Report progress and delivery performance |
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5. Set quality, timing and communication expectations
Describe what matters for delivery. Leave targets open if they need discussion.
For example: approved dimensions, correct source data or delivery by an agreed deadline. These are requested requirements, not confirmed service levels.
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6. Information handling and continuity
Identify requirements to discuss before access is granted.
Describe categories and requirements, not actual records or credentials. Selecting an AI preference does not authorise a tool or confirm its suitability.
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7. Budget, start and open questions
A range is sufficient. Focus on the service you need; a detailed internal cost breakdown is not required.
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Download or save your brief before leaving this page. Bring it to a discussion about scope, responsibilities and budget.
Frequently asked questions
Is this a contract or statement of work?
No. This is a requirements brief for discussion. The final scope, fees, responsibilities and service commitments need to be agreed separately.
What if we do not know the exact workload?
Use an estimate or range and explain what it is based on. Leave the volume open for discussion if you do not yet have reliable records.
Can we use one brief for several processes?
You can list related outputs within one workflow. For substantially different processes with different owners or requirements, complete separate briefs to keep the scope clear.
Do we need to provide a budget?
No. The budget field is optional. If you have a range, include the currency so the discussion can reflect what you are considering.
How is this different from the readiness checklist?
The readiness checklist identifies preparation gaps. This template describes the work and responsibilities you want a provider to consider.
Can we download the completed brief?
Yes. Download My Brief creates a Markdown copy of your current answers. You can also use your browser's print dialog to print or save a PDF where supported.
Does completing the brief send an enquiry?
No. Contact HiredVietnam separately when you are ready to discuss your requirements. The form does not send your answers automatically.
Related resources
Discuss a scope based on your business needs
Bring your completed brief to a conversation about the work, delivery responsibilities and budget.
