Why Is It So Essential To Clearly Define Your Product Specifications?

As competition in the market increases due to an ever-increasing number of businesses in the economy, consumer expectations and demands from each business also increases. This means that businesses can no longer survive in the market by producing anything less than top-quality products.

In such a situation, for any business to come across products that do not meet customer’s requirements is a huge cost: not in terms of monetary losses, but the loss of integrity and image of the business also. Therefore, when you encounter products that are not in-line with the specifications that consumers require of you, the cost of scrapping and reworking those products can be huge.

The instances of businesses losing thousands of dollars worth of products because they do not meet with the requirements are not unheard of. In fact, even today some businesses rely on word of mouth or communication through email to inform the supplier of their demands and specific product features that they require them to build.

This form of communication is extremely prone to misunderstandings, on either end of the transaction, which can result in faulty products that do not pass quality inspections and thus need to be discarded. The most effective step that you should take to avoid this problem is to draft a thorough and clear product specific inspection sheet.

One of the foremost benefits of a clear product specification sheet is that both the buyer and the supplier are on the same page regarding what needs to be done and how it would be done. This would leave no room for ambiguities which might result in defected products.

In case you do find defects in the products even after you’ve provided the supplier with a clear product specification sheet, you would have a document in hand as proof of your demands which you can use in case any legality arises. This document also acts as a reference point for your supplier to check up on and make sure that the products are being manufactured according to specifications.

The next question that arises is regarding what exactly should you include in your product specifications?

First thing first, let’s settle the misconception that you need to use some sort of complicated template in order to form your product specifications. This misconception may be one of the reasons why buyers might wish to avoid drafting this document. Whereas, in fact, you can use something as simple as a Word document that clearly lists all of your product information required by the supplier.

For example, let’s say you're producing glass bottles. What are the things that you need to include in your product specifications?

Firstly, you'll need to include the volume, size, and shape that you desire. A bottle that’s short and wide can hold the same amount of water as a tall and narrow one- so you also need to clearly define the dimensions of the bottle that you want.

Next, you'll need to specify the material that your product will be made of. In this case, it is obviously glass. But what if you need the lid to be of plastic or metal? It is extremely important for you to clearly define the materials that you require in your product.

Information regarding any printing that you want on the bottle, along with color specifications is also very important. Keep in mind to specify a Pantone color because this is the industry standard. Be very specific in the details that you want of your product: do you wish the glass to be clear, tinted, or perhaps frosted? Each of these detail will impact the look of the bottle.

It is also recommended to receive a sample from the supplier before starting large scale production. This approved sample will act as a standard for comparison of all other products. An approved sample along with a clear product specification makes it very convenient for the supplier to follow your demands, and for you to compare the end products with what you have ordered. In case you decide to make any changes in the product after you have handed the product specifications to the supplier, be sure to inform the supplier in due time.

To recap, these are some of the key details that you must include in your product specifications:

• Volume

• Size

• Shape

• Measurements

• Components

• Materials

• Colors

• Printing Details

Make sure to inform the supplier if you have any design changes in mind

This might seem obvious to many, but it might often go unnoticed when you are in the middle of a busy business transaction. If you plan to make any design changes in your product, it is very important that you properly document it in the product specification before you finalize your purchase order.

The costs that you, and your supplier, incur when you make unnecessary changes during the production process can be easily avoided if you thoroughly think your design through prior to starting production.

This is because valuable raw material, labor, time and effort are wasted when you decide to make an abrupt change during production. For example, you might decide to change the material of your shirts from cotton to nylon. This would mean wasting tons of raw material brought by the supplier, as well as the precious hours spent making the shirts that are already manufactured.

Following these steps will ensure that you have a smooth business deal and receive the products that you ordered for, without compromising on quality or consumer satisfaction.