A release note is a technical document that communicates new features, improvements, and changes to users in an updated version of software or applications, along with instructions for accessing the latest version. These documents are closely tied to version control and software update cycles. Release notes are typically published concurrently with new application versions, though they may also be issued independently to address critical bug fixes and feature enhancements.
Developing comprehensive release documentation requires significant planning and resources. Effective release notes are concise yet informative, highlighting only the most critical updates and modifications included in each release. These documents serve multiple stakeholder groups beyond end users, including developers, quality assurance teams, and other personnel involved in the software release process. Organizations must create well-structured release documentation for each update to ensure optimal user experience.
Release notes enable users to understand the value proposition of updating their applications. Most organizations publish release documentation following updates or service packs on official websites or corporate blogs. This practice provides users with advance notice of upcoming updates and adequate time to prepare for implementation. Users should monitor these communications regularly, as updates may be deployed at any time.
Who Creates Release Notes?
Release notes are written by release management personnel responsible for releasing software, such as software engineers, developers, product managers, and technical writers. The creation process typically involves collaboration between multiple stakeholders to ensure comprehensive coverage of all changes. Depending on the size and complexity of the organization and the number of people involved with releasing software, more than one person may create and distribute the notes.
In larger organizations, dedicated technical writing teams often handle the documentation, while smaller companies may assign this responsibility to individual developers or project managers who have direct knowledge of the implemented changes.
5 Objectives and Importance of Release Notes
Release notes communicate to users the purpose of an update and what has changed. This information helps users to decide whether they should update the application and what the benefits will be if they do so. Here are five objectives that developers need to have in mind when writing the notes:
1. Update Frequency and Planning
Aside from the apparent objective of users being notified of changes, there is another purpose for releasing software updates more than once a month. It saves time and money on developing new updates. That is especially true if a developer releases only one update every month. A software vendor might want to give their users a heads-up about what changes are coming soon so they may decide whether or not to update their applications now or later.
Therefore, developers must consider how often they should release new versions of their applications to optimize development times. The release document should capture updates on the planning and frequency of updates.
2. Product Enhancement
One key objective in releasing software updates is enhancing an application’s features. Developers must track which enhancements have been made to which applications before announcing any changes in future updates via the notes. Developers should explain this decision in notes to avoid discouraging potential users from updating. That means it is also an objective of the document.
3. Release Information
End-users must also know when an update will be released and how frequently they will receive it. This information should be given in a release that explains the frequency of new releases, how often developers have updated their applications, and when updates will be released.
4. Support Information
It is also essential for developers to publish information about which parts of their applications are supported with the new versions. As time goes by, users should know whether or not an application can still provide valuable features. Users should know what to expect when software updates of a particular feature no longer work with a specific release.
5. Security Information
Finally, developers should publish information about which applications have been made vulnerable. Suppose an application has recently been compromised through security vulnerabilities in third-party libraries or other users’ software. In that case, developers must let end-users know so they can switch to using secure versions of the same applications until they can adequately secure them. It is one of the objectives of these notes.
What Does the Release Note Contain?
Release notes document key details about software changes. They help stakeholders understand updates, fixes, and impacts, ensuring smooth adoption and proper communication.
- Header: Provides essential identifiers like product name, version, release date, and document title to help users quickly recognize the update.
- Overview: Summarizes the release at a high level, outlining what’s new, changed, or fixed without going into technical detail.
- Purpose: Explains why this release was issued, highlighting its goals, business value, or necessity for users and internal teams.
- Issue Summary: Lists key problems or bugs that were identified and addressed, giving transparency on what was previously malfunctioning.
- Steps to Reproduce: Outlines the specific sequence of actions leading to issues, ensuring consistency when testing or verifying resolved problems.
- Resolution: Describes how each identified issue was fixed or mitigated, providing confidence in the reliability of the new version.
- End-User Impact: Explains how changes affect users, detailing improvements, restrictions, or behaviors requiring adaptation for everyday operations.
- Support Impacts: Highlights how support teams may be affected, including new procedures, required training, or potential troubleshooting considerations.
- Disclaimers: Notes important warnings, legal limitations, or boundaries around the release, protecting the company, and informing responsible use.
- Notes: Provides additional clarifications, technical tips, or special cases that don’t fit into other structured release note sections.
- Contact: Lists who to reach for questions, support, or further guidance, ensuring smooth communication and quick issue resolution.
How to Create A Release Note
In order to create an effective release note, follow these steps.
Add a title
Add the title to describe what is in the release document
Include product/company details
Add the company name and product.
Mention details about the release version
This can be a version number, a date, or the name of an operating system, and where it was released
New feature details
You can cover all the new features in this step
Explain all the issues fixed
List all the problems fixed in the software
Mention improvements made
Here, you are supposed to mention all the improvements made to the software
Additional resources
This includes a list of all the additional resources to help troubleshoot
Bibliography
These are references to related documents or software where additional information is available
Contact
Include contact information at the end of the document
What Does a Good Release Note Look Like?
In general, there is no set way to write the release note. These release note templates can be used as a basis, but some developers may want them to have a personal touch, which is okay. At the top will be mentioned the name of the product or software and the date. After this, there will be information about the release, such as new features, bug fixes, and changes to documentation.
The body of the document will cover all areas regarding release in detail. There should be a legal disclaimer at this stage. Once all these are covered, it is time for the wrap-up. The note should mention any known issues that may arise from users using the software or readers using the document. This section is generally called Assessments.
It must also include future releases, development plans, and acknowledgments for those who have contributed to those projects. Before ending the document, there should be any technical requirements, such as minimum system requirements, that must be followed before installing the software or service on users’ computers. That way, they will know what they are getting into before installing it.
Channels to Distribute Release Documents
Sharing release documents effectively ensures that updates reach the right audience promptly. Choosing the correct distribution channel helps users, partners, and stakeholders stay informed, adapt quickly, and maximize the value of each release.
- Email: A direct, fast, and cost-effective distribution method ideal for users who lack time to review long documentation, but still need concise highlights of critical features, fixes, or updates delivered instantly.
- Mail-Merge Documents: Enables combining multiple resources into a single deliverable. This method simplifies communication by consolidating data, tailoring information for different recipients, and distributing it efficiently via bulk emails or printed materials.
- Company Social Media: Leveraging platforms like LinkedIn, Twitter, and Facebook allows businesses to notify audiences broadly, ensuring customers, partners, and prospects see important release updates alongside other regular communications and announcements.
- Website Banner: Placing a banner at the top of high-traffic website pages ensures every visitor notices vital updates. It’s effective for urgent notifications, release highlights, or critical user-facing system improvements.
- Customer Success Managers: Sharing updates through customer success managers ensures personalized communication. They can explain changes, gather feedback, and directly support clients in adapting to new features, increasing user satisfaction and engagement.
- Merchants: Distributing release notes to merchants helps them understand changes impacting product presentation or sales. This keeps partners updated, aligned with brand developments, and equipped to properly inform their customers.
- Client Service Reps: Frontline representatives need full knowledge of new releases. By receiving documents early, they provide accurate information, answer user concerns quickly, and guide customers on practical software or service updates.
- Customer Support Center: Sending updates to support centers prepares teams to handle incoming questions more effectively. It reduces resolution times, improves consistency, and ensures users feel supported during transitions or updates.
FAQs
Why do you need a release note?
It helps users to understand what changes are made and when, so they know the context in which they need to use the application.
Who is responsible for releasing notes in Scrum?
The development team should be responsible for the notes. The scrum master should make sure that it is visible to everyone. In most cases, the development team members are asked to write the note by the scrum master.
What is a release note template?
It is a document to follow when writing a note. It usually consists of sections like introduction, why and how, what happened since the last release, the changes and their impact, etc. Though there are no set rules for a release note template, most will have a particular format.
Why do you need release notes?
The notes are always valuable to keep track of the changes, so engineers can go back and see the history of the application. The notes also help users understand what is new in the app.
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Shane Drumm, holding certifications in PMP®, PMI-ACP®, CSM, and LPM, is the author behind numerous articles featured here. Hailing from County Cork, Ireland, his expertise lies in implementing Agile methodologies with geographically dispersed teams for software development projects. In his leisure, he dedicates time to web development and Ironman triathlon training. Find out more about Shane on shanedrumm.com and please reach out and connect with Shane on LinkedIn.