The technical specification document is a document containing the rules and requirements that must be met by a product or production process. Products or production processes that do not meet the requirements and rules listed in the document do not meet specifications, and are generally referred to as out of specification. Technical specifications are used when issuing production or technical service contracts, to determine contract fulfillment rules.
Use the following tips to write a technical specification document.
Step
Method 1 of 3: Taking General Considerations
Step 1. Decide whether you want to write an open or closed specification
- Consider writing an open specification. The open specification document only describes the performance to be achieved, without explaining how to achieve that performance. Thus, implementers are freed to use any effort to meet specifications. For example, if you are writing a computer memory specification, you do not need to specify the specific type of memory that should be used.
- Consider writing a closed specification. In addition to describing the performance to be achieved, the closed specification document also describes the equipment, technology, and assembly methods that must be used in product design or production processes. For example, a machine assembly specification document may require the operator to use a hydraulically powered engine.
Step 2. Determine requirements by evaluating existing specifications
Step 3. Determine your writing style
- Use short direct sentences.
- Avoid using relative pronouns. State what you mean clearly in the text.
- Explain technical terms and abbreviations commonly used in the field. To explain technical terms, add a "definitions" chapter to the beginning of the document.
Step 4. Create a table of contents
Put the general requirements of the product or production process at the beginning of the document, followed by more specific sections.
Method 2 of 3: Creating Specifications
Step 1. Write down all the needs that must be met by the product or production process
Use the word "must" to describe a need. The needs described by the word "must" must be fully fulfilled by the implementer. Consider the following factors to determine the need, and add other factors as needed:
- Determine the appropriate weight and/or size of the product.
- Describe in full the environmental conditions suitable for operating the product. If the product is subject to performance degradation in extreme humidity or temperature, write this down in the specifications.
- Give tolerance to the performance of the product or production process.
- Define third-party workmanship or safety standards that must be applied to the product or production process. For example, you may require that your product passes UL or CSA certification.
- Describe the specific technical specifications that the product or production process must achieve. For example, in an electronic production process specification, you can specify the interface requirements and production speed, while for a mechanical production process specification, you can specify a density or capacity standard.
- Determine the life span of the product or production process. If the product or production process requires periodic maintenance, include a detailed description of the process in the specification. In the specification, you should list the conditions under which maintenance is required, and how often the maintenance should be performed.
Method 3 of 3: Finalizing the Specification
Step 1. Create a title and control number for the specification
Also make sure you create a specification document that can be revised.
Step 2. Define the authority that can issue and modify specifications, and include a signature field as attestation
Step 3. Read the specifications critically
Position yourself as an inexperienced implementer, or an executor looking to save money by circumventing the specifications wherever possible. After that, adjust the specifications as needed to help novice implementers, and to close the loopholes of cunning.
