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How to Write a Product Specification Sheet
Have you ever experienced this nightmare: after weeks or months of waiting, you eagerly open a sample package, only to find the product is a world away from what you envisioned? The color is wrong, the dimensions are off, or a key feature is missing.
When this happens, the root cause is rarely a factory’s malice. More often than not, it’s an ambiguous, poorly written Product Specification Sheet (PRS).
As a professional sourcing agency, we can tell you with certainty: an experienced, detailed PRS is the single most important “legal document” and communication bridge between you and your factory. From our perspective, the clarity of a PRS directly determines the success or failure of a sourcing project.
This guide will fundamentally change how you communicate with manufacturers. We will break down the seven essential components of a perfect PRS, demonstrate its power with a real-world case study, and provide a downloadable template so you can create technical documents that leave your factory with zero excuses.
What is a Product Specification Sheet (PRS) and Why is It So Critical?
A Product Specification Sheet, also known as a spec sheet or product requirements document, is an official document that details all the technical, functional, aesthetic, material, packaging, and quality requirements for your product.
It is not a simple list of ideas. It is a precise, quantifiable blueprint.
Why is it so critical?
- It’s the Basis for an Accurate Quote: Without a clear PRS, a factory’s quote is just a guess. The final price will likely skyrocket as details are added later.
- It’s the Guide for Mass Production: Workers on the assembly line will follow the parameters in the PRS to the letter. If a requirement isn’t written down, they have no obligation to meet it.
- It’s the Standard for Quality Control: Your quality inspector (or an agency like us) will use this document to verify if the mass-produced goods meet your standards. It is the legal basis for resolving disputes, demanding rework, or rejecting a shipment.
- In short, a vague PRS is a recipe for future financial loss and wasted time.
The 7 Essential Elements of a Perfect PRS
A PRS that leaves no room for misunderstanding must be as rigorous as a scientific report. Here are the 7 core sections it must include.
1. General Overview
This is the cover page of your PRS. It should include the product name, SKU (if applicable), project reference number, and several high-resolution reference images or 3D renderings from different angles to give the factory an immediate visual understanding of the final product.
2. Dimensions & Weight
This is where errors most commonly occur. You must provide exact dimensions for all critical parts and, crucially, specify the tolerance range. For example, “Length: 200mm ± 2mm”. Also, provide the estimated finished weight and material weights (e.g., GSM for textiles).
3. Materials & Colors
- Materials: Don’t just write “plastic” or “metal.” You need to specify the exact grade, such as “ABS Plastic – PA-757” or “304 Stainless Steel.”
- Colors: Never use ambiguous descriptions like “dark blue.” You must provide the universal Pantone color code (e.g., Pantone 19-4052 Classic Blue) to ensure color consistency.
4. Function & Performance Requirements
Describe exactly how the product should work. For an electronic device, for instance, you need to define battery life (“no less than 8 hours of continuous use”), waterproof rating (“must meet IPX7 standards”), or maximum load capacity (“must withstand 150kg of vertical pressure for 3 minutes without damage”).
5. Branding & Printing Requirements
- Provide your logo as a vector file (.ai or .eps).
- Clearly mark the logo’s position and size on a product diagram.
- Specify the printing method (e.g., screen printing, laser engraving, hot stamping) and colors (again, using Pantone codes).
6. Packaging Requirements
Packaging is as important as the product itself. You need to define:
- Inner Packaging: e.g., OPP bag, blister pack, PE foam bag.
- Retail Packaging: Box dimensions, material (e.g., 350gsm greyboard), printing requirements (CMYK, matte lamination).
- Master Carton: Carton dimensions, material (e.g., 5-ply corrugated), stacking requirements, and Shipping Marks.
7. Quality & Inspection Standards
This is the final line of defense for your investment. Here, you must clearly state:
- Inspection Standard: Typically, the AQL (Acceptable Quality Limit) sampling standard is used, e.g., “AQL 2.5/4.0”.
- Defect Classification: Clearly define what constitutes a “Critical Defect” (e.g., unsafe), a “Major Defect” (e.g., affects usability/salability), and a “Minor Defect” (e.g., slight cosmetic flaw), preferably with photo examples.
Case Study: How a Great PRS Saved a Client $8,000
Listing points is one thing; seeing the impact is another. Here’s a real case that shows the power of a rigorous PRS document.
“We were sourcing a batch of high-end custom backpacks for an Australian client, with an order value of around $8,000. With our help, the client’s PRS included a particular requirement, complete with close-up photos: ‘All main compartment zippers must be Japanese YKK brand, model 5CN.’ The factory confirmed this during quoting and sampling. However, during our pre-production materials inspection, we discovered they had prepared a batch of generic, unbranded zippers, attempting to cut costs by nearly $500.
Because we had the signed and stamped PRS as our ‘legal’ basis, we were able to reject the materials immediately and demand that they procure the correct YKK zippers. The factory had no room to argue. This small detail not only ensured the product’s final quality and durability but also protected our client’s brand reputation and prevented a disastrous scenario where the entire shipment could have been rejected due to faulty zippers.”
Download Our Free PRS Template
We know that creating a professional spec sheet template from scratch can be daunting. To help you get started, we’ve organized our internal PRS template into an easy-to-edit document.
-> Click Here to Download the GRCROP Sourcing Product Spec Sheet Template (Link to Google Doc)
- This template includes all seven core elements mentioned above and is the perfect tool to begin your professional sourcing journey.
Conclusion: The Details Are Everything
As you can see, a detailed PRS is your most potent weapon for controlling quality, defining responsibilities, and avoiding arguments with your factory. An extra day spent perfecting this technical documentation for manufacturing can save you weeks of delays and thousands of dollars in losses down the line.
Remember: In manufacturing, if it’s not in writing, it doesn’t exist.
Writing a PRS requires patience and a keen eye for detail. If you want our professional experience to help you complete this critical document and ensure every single one of your requirements is communicated with precision, we’re here to help.
- Contact our product specialists today, and we’ll help you build an impeccable product blueprint.