If you have purchased or acquired devices and gadgets, you must have noticed a product spec sheet template included in the package. You should keep this document on file as you can use it as a reference. It provides explanations on how the device works. You can also use the specification sheet in businesses that deal with the construction or building of structures, although it’s more associated with the design of computers and software. If you need to make this document, make sure to include all of the relevant information to make it accurate.

Spec Sheet Templates

What is a spec sheet template?

A specification sheet template is a technical document that lays out the details of how a specific product should function. This document is commonly used in the IT industry, especially in the areas of software and computer design. They are also common in circumstances where you need to build or construct something in a very precise way, like telecommunication works, general manufacturing, construction projects, and more.

Product Spec Sheet Templates

What is a spec sheet used for?

A product’s spec sheet is a detailed and concise document that clearly defines the product’s specifications. In the case of a construction spec sheet template, it’s used to define and describe details of the construction project. If you want your customers to learn how to assemble a piece of furniture, you will need a furniture spec sheet template. This document always proves its worth by helping customers achieve better results. Here are the ways you can use this document:

  • To help factories understand specific requirements. If you clearly describe your product requirements to a manufacturer, they will have a better understanding of what you need. You should never let manufacturers assume your product requirements.
  • To get better quotations. For suppliers to create good quotations, they need to know your product’s exact requirements. For instance, if you plan to source leather shoes and you want high-quality leather. If you don’t provide a clear spec sheet, you might receive a quotation based on poor-quality leather.
  • To source high-quality materials for your product. Most manufacturers will grab every chance to lower their production costs so they can operate with fewer profit margins. If you don’t define your product requirements clearly, they might use low-quality packaging or cheap materials for your products.

Who can use a spec sheet?

The primary purpose of a design spec sheet template is to lay out the details of how you have designed a specific structure or product to operate. Often, the information you would include in this document is very extensive and technical. You may have to use complicated language that spans several pages. You might even include diagrams, data sets, charts. This document is very useful for different people:


Manufacturers often include spec sheets about their products with the purpose of providing their consumers with valuable insights. This is a common practice among machinery makers like those who manufacture industrial equipment. These products are major investments that buyers may need for their projects.

Consumer-oriented spec sheets are generally designed to emphasize the main attributes of a specific product while explaining the capabilities of the product under various circumstances. Consumers who have specific needs respond well to documents that contain such valuable information.


If you plan to create a product, you can use a spec sheet as a tool for gathering bids to build it. For instance, you will need many pieces of computer machinery and technology to build your final product. This also applies to telecommunication projects and specialized construction.

You must first build a prototype model, then create your spec sheet that outlines the process. You will then distribute the spec sheet to the contractors who can recreate your project or product on a much larger scale. In such a case, the document functions as a blueprint where contractors can read the specifications, decide if they can create it, then bid for it.

For calculating bids

A “bid” is the amount of money a contractor will accept to complete a specific job. Calculating this amount can be a bit challenging. If a contractor offers a bid that’s too low, they will end up spending more to complete the job than they will earn. If the contractor’s bid is too high, they might not get the job.

Often, the lowest bid gets the job. Manufacturers receive plenty of bids, which makes the bidding process competitive. The person who prepares the bid will have to work through your spec sheet to determine the exact amount your product or project would cost. They need to conduct market studies and make estimates before submitting their bid.

Specification Sheet Templates

What to include in the document?

You can use a product spec sheet as an outline of your product’s requirements. This is usually created by the project manager. If you’re the project manager, you must provide all of the information your team needs to build a product with specific functionalities and features. You should also include a technical description of the product, the performance specifications, and the technical standards it should meet.

You can then use this outline to share information about business directives, users, and other criteria that will help your team design and build the product. Generally, you would base product specs on engineering specifications, technical requirements, and other specific details related to your product. When creating this document, include the following elements:


This provides an overview of your product. It starts with the outline of your basic idea and a short description to introduce your product’s overall concept. Here, you should also explain the reason why you have decided to create the product, what it will look like, the features it will have, and how long you expect to build the product.

Business case

You must provide an outline of the advantages or benefits that your product can potentially give the company once you have launched it. You should also include the budget and other resources you will need to complete the product.

User stories

These are brief messages based on the end-user perspective of your product. The messages explain the features that users want to see in a new product. You may also include acceptance criteria with your user stories. These criteria will determine whether your product fulfills the user stories, like whether you have included the desired feature in your product.

User personas

These will outline who you have created your product for – in other words, your target audience. You need to provide specifics about your target demographic and their challenges, which your product should solve. Knowing your target audience means that your product will remain focused on your customer’s needs.

Functional specifications

In the document, you will describe how you see the appearance and the capabilities of your new product. You should also include an outline of how your customers will interact with the product. Your product development team can use it as a reference point when you start working on building your product. It’s also a good idea to include a flexible specification document too.

Construction Spec Sheet Templates

How do I create a specs sheet?

Before you start writing this document, you must first understand the concept behind your product. You can think of the product spec as a blueprint that will outline the product you plan to build, what it will look like, and its specific functions and requirements.

Remember that this document must be very clear, easy to read, and it should outline all of the information your product and design teams need. Include as much information as possible to ensure that the specifications won’t be too challenging for your product team.

You may use chart or table specifications to clarify where they can find the details they need. Just note that this is just the product specification sheet. You can add the implementation and production details later on. Here are the steps to follow when creating this document:

Include all relevant information

These days, you can download a template for a spec sheet to use instead of starting from scratch. All products have their own characteristics that you should include in this document to make the requirements clearer. If you can enumerate all of the requirements in an organized and understandable way, it will become easier for everyone to understand your expectations.

The most important information to include are:

  • An introduction that includes the product’s name, product code, a description, the purpose, and some reference photos.
  • The product requirements include the weight, dimensions, materials needed, patience on measurements, colors, the product’s performance, and requirements for testing.
  • Requirements for packing and labelings like the packaging specifications, labeling specifications, and requirements for testing.
  • Standards and certifications, including the required standards and your product’s certifications.
  • Other relevant information like any special instructions you have.

For your product’s requirements to be very clear to your suppliers, make sure to include all relevant information in your product spec sheet. If you aren’t certain about something, you can ask an expert to help you finalize the document. You can also consider working with someone who is already familiar with creating this document.

Drafting your document

If you want to create an effective document, you must check it continuously before you finalize it. Creating this sheet usually starts with a rough draft, then edit it as needed. As you are in the process of writing the document, you will learn more about your product’s requirements.

Create an outline that will cover all of the basic requirements. At this point, you will discuss everything you want to include in your product. The next step is to start adding the things you will need for your product.

Create the document with manufacturing in mind

Before the manufacturing of your product begins, you must go over the details of your product before you finalize it. Just remember that the more things you add to your product, the more the production costs will increase. To avoid this, try to make a product that’s easy to make but highly functional.

You might also prefer that only one factory will manufacture your product. Go through your spec sheet to determine if you need to add any other features that you might have missed.

Add photos to the document

Photos can express thoughts better compared to just words. Adding illustrations and diagrams in your product specification document will provide the manufacturers with a better idea of your product and its specifications. Include colored photos as well to help them determine the exact colors that you want. Make use of arrows, text box images, pictures, and other graphics to emphasize the details that you want to see in your product.

Finalize your document

Now that you have written down all of the requirements and modifications in your product sheet, you’re ready to manufacture your product. Don’t make things complicated by using technical jargon in your document. Use simple words that are easy to understand.

Doing several revisions until the manufacturing stage is a common practice. This means that you will have enough time to review your document and finalize it before it finally goes to the manufacturer.

Perform user testing

When your plan is already in place for the development and design of your product, it’s time to start building the prototype. At this point, you must make sure that your product is what your customers need. To find out, conduct user testing so your customers can try it and give their evaluation. Check if your product works or not, if it’s too difficult to use, or if it lacks features that your customers need.

Revise your document based on the feedback you get from user testing

Based on the results of the testing you conducted, you have to decide what the customers liked or disliked, what was too complicated, or what wasn’t’ necessary in your product. Then you have to fix these issues and revise your document as needed.

Pay attention to the functionalities of your product or anything your users had issues with. If you want to gain more insights into creating project specification sheets, go online and do your research. You can find good advice and lots of information that you will find useful as you familiarize yourself with the specifications of your own product.

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Tagged:ConstructionDesignProductSheetsSpec Sheets
TemplateLab May 1st, 2022