Published 20 Feb 2023
What is a Product Specification Template?
A product specification template is a document that outlines information about the product, such as its purpose, design, and performance. It serves as a blueprint for products in the pipeline to ensure that they are designed and built to the highest standards to satisfy customer needs and expectations within the set budget and timeline.
General Product Specification Template
This general product specification template provides an overview of the product and its design, performance, and other requirements. It allows product teams to document relevant product information as it’s being developed and tested. Use this template to:
- Describe the name, description, and purpose of the product
- Supply details about the product’s size, materials, packaging, and labeling requirements
- Explain the product tests performed and analyze their results
- Capture potential and known defects before manufacturing formally begins
- Specify any regulatory and/or quality standards for compliance
After signing off the form using the app, users can generate a digital report in various formats: PDF, Web, Excel, and more.
In this article
- What to Include in a Product Specification Template
- FAQs about Product Specification Templates
- Download Product Specification Templates Using SafetyCulture (formerly iAuditor)
- Featured Product Specification Templates
A product specification template proves to be a beneficial tool for businesses for many reasons. For one, it informs all relevant parties about the product’s features, requirements, and specifications. With a clear and concise document containing all essential product information, everyone can be sure they are working toward the same goal.
This template is also essential for streamlining the product development process, as it serves as a reference document which everyone can access and verify information from. Having a single source of truth helps reduce the amount of time spent on back-and-forth communication among the teams involved. This way, they can speed up the process and ensure that the product is released on time.
Lastly, a product specification template allows product development teams to create products that meet customer needs and expectations. This, in turn, results in happy and loyal customers.
Product specifications generally come in three main types: functional, performance, and design. Here’s an overview of these three types:
Functional product specification templates are used to define the functions and features of a product. It typically includes the following details about the product:
- Other components
On the other hand, performance product specification templates describe how the product is expected to work. These metrics include speed, accuracy, and reliability. Moreover, this type also considers the product’s performance in varying environments, such as temperature, humidity, and vibration.
Lastly, design product specification templates define how a product is built and designed, such as its shape, color, and texture. They can also specify other design elements that constitute a product, such as its dimensions, finishes, and materials.
What to Include in a Product Specification Template
The format and content of product specification templates may vary depending on the product and industry in which they are used. But at their most basic form, here are the essential things to include in the template:
- Product Overview – Start with the basic details of the product, such as its name, code, description, and purpose. Make sure to attach product images as a visual reference.
- Design Specifications – Describe the product’s physical appearance, such as its dimensions, weight, and materials. This section also includes packaging and labeling specifications for specific products.
- Performance Tests – Document all tests performed on the product, along with the quality benchmarks and results.
- Issues or Defects – Mention any known or potential problems for the product and assign corrective action to resolve them.
- Compliance Standards – Specify the laws and regulations that govern the products you’re developing. You can also note any quality, safety, or other certifications required for the product.
Apart from these basic requirements, you can tailor your product specifications to your specific needs. For example, food product specifications typically include nutritional and allergen information, whereas software product specifications incorporate user roles and integrations in the document.
Here’s an example of a product specification template when completed using a digital tool:
FAQs about Product Specification Templates
Product managers are the ones in charge of creating product specifications. This document maps out all essential details to develop and construct the product in line with the customer’s requirements. Product teams can then refer to this document during the product management process.
An effective product specification must have the following characteristics: clarity, conciseness, completeness, and correctness. The goal is to communicate vital information about the product, so keeping things brief is the way to go. These details can also be supported further using visual elements (e.g., photos and diagrams).
While not a requirement, product specification templates are extremely helpful for simplifying the writing process. Without this tool, you may encounter problems with:
- Verifying that all information provided in the product specification is complete
- Aligning stakeholder expectations about the product’s functionality, design, and other specifications
- Keeping track of who made what changes and when they were made
Download Product Specification Templates Using SafetyCulture (formerly iAuditor)
Product specifications are integral in developing new products, as they serve as a reference document for all necessary information about the product. And while they may seem like additional paperwork at a glance, having them on hand goes a long way as the product moves along the pipeline.
SafetyCulture, the world’s leading operations platform, allows product managers to simplify this process through the following actions:
- Standardize product specifications using ready-made digital templates and forms
- Record vital product information, including images and photos, from a handheld device
- Empower employees to take ownership of product development tasks through access control and permissions settings
- Generate product specification reports in various file formats, including PDF, Web, Excel, and Word
- Share reports, updates, and other relevant details across product teams via Heads Up
To help you get started, you can browse our collection of product specification templates below:
Featured Product Specification Templates
Food Product Specification Sheet Template
This food product specification sheet template allows food suppliers and manufacturers to outline essential details about food items. Use this template to document the food's characteristics, ingredients, properties, nutritional and dietary information, and storage requirements. Be sure to include a list of allergens and certifications required for the product.
Software Product Specification Template
Use this software product specification template to create a blueprint for application or software development initiatives. Begin by establishing the app or software's background, business case, and user stories. Then, define its design and functional requirements. Lastly, sign off the form with an electronic signature and export it as a PDF, Web, Excel, or Word file.
Product Requirements Document Template
This product requirements document (PRD) template serves as an excellent starting point for cross-functional team meetings. It includes five (5) different sections that explore in detail the background and requirements for prospective products. Lead managers can empower team members to take product ownership by giving them editing access.