Free working template · 7 October 2026
Community needs assessment brief template
Use these prompts to prepare a brief before commissioning a community needs assessment. Replace the illustrative examples with your project details, and mark anything that is not yet known. The template helps you agree a useful scope without assuming that every project needs the same research methods.
Download the editable worksheet (.xlsx) ↗
The Excel workbook uses the Soft Infrastructure blue and cream worksheet template, with clear section headings, blank response fields and an illustrative example for each section. Open it in Excel or other compatible spreadsheet software. A4 landscape print settings are included. No sign-up is required.
1. Decision and scope
- What decision will the assessment inform, and who will make it?
- Which community, geography and planning period are in scope?
- What is outside scope? What constraints or existing commitments apply?
Example to adapt
Illustrative example: a community organisation is reviewing whether its current programs respond to local needs. The brief covers one neighbourhood and a three-year planning period. It does not assume that a new facility is needed.
2. Existing evidence and strengths
- List demographic profiles, existing plans, service data and previous engagement.
- Record each source’s date, geography, definitions, owner and limitations.
- Identify community organisations, informal networks and existing local strengths.
Example to adapt
A working evidence register might record Census reference year, service catchment, opening hours and a previous consultation report. Mark unknown capacity or utilisation rather than estimating it without evidence.
3. Participation and access
- Whose experience is missing from the available evidence?
- What can participants influence, and how will that be explained?
- Which methods, access supports, consent and privacy arrangements are appropriate?
Example to adapt
Offer interviews or small-group conversations alongside written input where these suit the question. Document recruitment and participation gaps; do not describe a voluntary sample as representative without evidence.
4. Analysis and prioritisation
- How will demographic, service and community evidence be compared?
- Which criteria will be used to prioritise needs?
- How will disagreement, uncertainty and evidence gaps be reported?
Example to adapt
An options matrix can record the need, affected groups, existing strengths, evidence confidence, feasibility and organisation’s role. Agree the criteria before ranking options.
5. Deliverables and responsibilities
- Specify the evidence register, community profile, findings, options and accessible summary required.
- Name the project owner, review points, approvals and reporting audience.
- Set the timeframe, available budget, data access and responsibilities for specialist inputs.
Example to adapt
Request a draft report for checking factual accuracy, a final report with limitations, and a concise participant summary. Agree whether presentations or additional data collection are included.
Before sharing your brief
- Replace all examples with your own context.
- Mark unknowns and distinguish proposals from approved commitments.
- Check confidentiality, data access and relevant organisational requirements.
- Agree responsibilities, outputs, timing and resources.