A product specification is the agreed document that defines all requirements for a traded food product, covering identity, composition, physical and chemical parameters, microbiology, packaging, labelling, storage and shelf life, and serving as the contractual reference for production, quality control and dispute resolution.
In trade practice
Buyers typically issue a draft specification before sampling and finalise it after approval of a reference sample, which is then retained by both parties. Quality control teams use the specification at intake to check each parameter against agreed limits. Common mistakes include leaving tolerances undefined, omitting the analytical method, or failing to update the document when packaging or processing changes. The signed specification, not the purchase order alone, is the document that governs rejection and price-adjustment claims.
In a specification
The specification is normally a standalone document, version-controlled and countersigned by both parties, referenced by its version number in the purchase contract so that any revision requires mutual agreement.