The Procurement Glossary » Specification
Specification
Sourcing & RFx
Definition
A precise description of what is required — the features, quality, quantity, standards and performance a supplier must meet.
Explanation
A good specification is unambiguous and outcome-focused. Too loose, and bids are incomparable; too tight, and it needlessly excludes suppliers or bakes in cost. Specifications underpin RFQs, contracts and quality checks.
Example
The specification states 80gsm recycled A4 paper, whiteness ≥146, delivered in cases of 5 reams.
Related terms
- Request for Quotation (RFQ) — A sourcing document that asks multiple suppliers to price the same clearly-specified requirement so their bids are directly comparable.
- Value Analysis — A systematic review of a product or service to improve its value — cutting cost without losing function, or adding function without adding cost.
- Quality Assurance (QA) — The proactive processes that ensure goods and services will meet required quality standards.
- Statement of Work (SOW) — A document defining the scope, deliverables, timeline and acceptance criteria for a services engagement.
Frequently Asked Questions
What is Specification?
A precise description of what is required — the features, quality, quantity, standards and performance a supplier must meet. A good specification is unambiguous and outcome-focused. Too loose, and bids are incomparable; too tight, and it needlessly excludes suppliers or bakes in cost. Specifications underpin RFQs, contracts and quality checks.
Can you give an example of Specification?
The specification states 80gsm recycled A4 paper, whiteness ≥146, delivered in cases of 5 reams.
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