A technical specification is a document that defines a set of requirements necessary to characterize a product or assembly in its specificity or excellence. A product or assembly that does not meet all the expressly specified requirements, does not meet the specifications and is often cited as "non-compliant". Specifications are used when a contract is entered into for technical services or products. The technical specification defines the requirements to fulfill the contract. Use these tips to learn how to write one.
Steps
Part 1 of 3: General Considerations
Step 1. Decide whether the specs will be open or closed
- Open. An open specification describes the required performance without dictating how it should be achieved. An open specification leaves a great deal of freedom to the entity creating a product or assembly so that the final result can meet the required requirements. For example, a computer memory specification may not precisely specify the instrument used to store the data so that the final product can be compliant.
- Closed. A closed specification describes not only the required performance, but also the tools, technologies or sub-assemblies that must be used in the design of a product to be compliant. For example, the specification of a weightlifting assembly may require that the final product must necessarily use a certain hydraulic force in order to be deemed compliant.
Step 2. Determine the requirements
Evaluate all specifications to determine if they are required by the product or assembly.
Step 3. Check your writing style
- Use short, direct sentences.
- Avoid using "it" or "that", and clearly specify what you are referring to in the text.
- Define the jargon and abbreviations that are common in the industry. To clearly define industry terms, add a section for all definitions at the beginning of the document.
Step 4. Process a table of contents
Order them so that general product or assembly requirements are presented first, followed by more detailed subsections or additional sub-assembly specifications.
Part 2 of 3: Create the Specification
Step 1. List any specific requirements that must be met by the product or assembly
To define a requirement use the word "duty". Requirements expressed as "duty" must be fully and appropriately fulfilled. Consider the following and add the required characteristics for the product to be deemed compliant.
- Decide on the acceptable size and / or weight of the product.
- Specifies the full range of environmental conditions under which the product or assembly must meet the requirement. If the reduced performance of the product is acceptable in extreme temperatures and humidity, it should be clearly noted in the specification.
- Specifies the tolerances related to the performance of the product or sub-assembly.
- Establish third-party processing standards or safety standards that need to be applied to products or assemblies. This could include, for example, that the product must be certified to UL or CSA standards.
- Details the technical specifications that the product or assembly must meet and that are specific to it. For example, an electronic assembly would have specifications relating to processing speed and electronic interfaces, while a mechanical sub-assembly would have specifications relating to stiffness and load carrying capacity.
- Establish the product life cycle. If it is acceptable for the product to undergo scheduled maintenance or calibration, it must be specifically requested in the document. The specification must state the minimum conditions under which the aforementioned maintenance or calibration is performed, and how often it must be performed.
Part 3 of 3: Complete the Specification
Step 1. Assign a title and a control number that can be reviewed
Step 2. Determine the authority producing the specifications and the authority responsible for making the relevant changes
For these authorities, signature packages should be included.
Step 3. Read the specs critically
Pretend you are an inexperienced performer or one who wants to minimize costs by circumventing specifications as much as possible. He then makes the appropriate corrections, so that he can provide full requirements to the inexperienced executor, and minimize potential loopholes as much as possible for the executor who wants to circumvent them.
