Specification
A written document defining the exact requirements for a product, material, or service before procurement begins. A specification records product codes, dimensions, finishes, materials, and performance standards to prevent ambiguity and reduce costly errors between quote and delivery.
A specification is the written record of exactly what is being ordered or delivered. It converts a sales conversation into a precise, verifiable set of requirements that both buyer and supplier can work from. Where a scope of works defines what tasks will be performed, a specification defines what the goods or materials actually are: the product code, the finish code, the dimension, the material grade, or the performance standard.
Specification in Practice
In promotional merchandise, a specification includes the product code, PMS colour reference, decoration method, imprint position, and artwork version. Any ambiguity - a wrong PMS reference, a decoration method the product cannot support - generates reprinting costs or restocking fees. In office furniture, the specification captures product codes, fabric grade codes, and finish codes per item. Specification errors are expensive: restocking fees on custom finishes run 30-50% of item cost. In construction and electrical work, the specification defines materials by grade and standard - cable sizes, containment types, luminaire product codes - so substitutions require explicit written approval.
Version-Control Your Specification
When a customer requests a change to the agreed specification, update the document with a new version number and date, and get written approval before placing orders with suppliers. An uncontrolled specification is the most common source of restocking fees and scope disputes.
Specification vs. Scope of Works
A scope of works defines what activities will be carried out. A specification defines the precise attributes of the products involved: what they are made of, what they look like, and what performance standard they must meet. A well-run project has both: a scope of works that describes the work, and a specification that defines what is being used to do it.
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