Clear specifications are the foundation of a successful order. Vague specs lead to samples that do not match expectations and bulk shipments that get rejected. Here is how to write a spec your factory can follow.
1. Why a written spec matters
- Prevents misunderstandings
- Defines quality standards objectively
- Reduces risk of rejections and returns
- Serves as reference for future orders
2. What to include
A complete spec should cover:
- Product name and model
- Function — what it does and how it works
- Dimensions — length × width × height, with tolerance
- Material — ABS, PC, stainless steel etc.
- Colour — Pantone or reference image
- Power — voltage, wattage, battery
- Performance — coverage, speed, output
- Certification — CE, RoHS, FCC or others
- Packaging — box type, size, artwork requirements
- Accessories — cable, manual, mounting hardware
3. Attach visuals
A written spec is 10× more useful with:
- Reference photos of similar products
- Drawings with dimensions
- Label samples from the target market
- Packaging examples
4. Specify acceptance criteria
Define what is acceptable and what is not:
- Colour tolerance — ΔE within 2
- Assembly gaps — under 0.5 mm
- Function test — 100% pass
- Cosmetic defects — no scratches over 2 mm
- AQL — 2.5 for major, 4.0 for minor
5. Confirm with a sample
A written spec is not enough by itself. Always:
- Approve a physical sample in writing
- Sign and date the approval
- Keep a copy for both sides
- Note that this is the "golden sample" for bulk production
6. Common mistakes
- Using vague words like "high quality" or "good finish"
- Sending specs in different formats across emails
- Not specifying units (mm vs cm vs inches)
- Forgetting to spec the packaging
- No signed approval sample
We work with every customer to confirm specs before production. Contact us and we will help you prepare a clear spec for your product.