How to Write a Product Specification Sheet for a Chinese Factory (With Template)
Short answer
A product specification sheet tells a factory exactly what to make: materials and grades, dimensions with tolerances, colours with reference codes, components and hardware, functions and performance, branding and logo placement, packaging and labelling, required certifications and tests, and how quality will be inspected. A clear spec sheet makes quotes comparable, reduces sample rounds and gives you a standard to inspect against.
Key takeaways
- ✓If it is not in the spec, do not expect it in the product.
- ✓Use numbers and reference codes, not adjectives.
- ✓Include tolerances: how much variation is acceptable.
- ✓Attach photos, drawings and a reference sample where possible.
The specification template
| Section | What to include |
|---|---|
| Product overview | Name, purpose, target market, reference photos |
| Materials | Material types, grades, thickness or weight |
| Dimensions | Measurements with tolerances (for example plus or minus 2 mm) |
| Colours | Pantone or reference codes, finish (matte, gloss) |
| Components | Hardware, electronics, accessories with specs |
| Function and performance | What it must do and how it will be tested |
| Branding | Logo files, method (print, emboss, engrave), placement |
| Packaging | Unit packaging, inserts, carton specs, carton marks |
| Labelling | Product labels, warnings, Arabic text, barcodes |
| Compliance | Required certifications and tests for your market |
| Quality standard | Inspection level and defect definitions |
Write numbers, not adjectives
| Vague | Specific |
|---|---|
| "High quality leather" | "Full-grain cowhide, 1.2 to 1.4 mm thick, matte finish" |
| "Strong zip" | "No. 5 metal zip, antique brass, smooth pull test 500 cycles" |
| "Dark green" | "Pantone 3435 C, matte" |
| "Good packaging" | "Rigid box 200 x 150 x 60 mm, foam insert, 5-ply export carton, 12 units per carton" |
Want your product made, inspected and delivered without the risk?
Husbar China Line verifies factories, negotiates for you, arranges on-site inspection before you pay the balance, and manages freight to the UAE, Saudi Arabia and Pakistan.
Request a China Line consultationDefining defects
Agree in advance what counts as a critical, major or minor defect. Critical defects affect safety; major defects make the product unusable or unsellable; minor defects are cosmetic. This becomes the basis of your inspection using an AQL standard. See quality control inspection in China.
Using the spec through the project
- Send the spec with your request for quotation so quotes are comparable.
- Update it after sample feedback.
- Freeze it when you approve the golden sample. See golden samples.
- Attach it to the contract. See manufacturing contracts.
- Give it to the inspector as the checklist.
Our China Line team writes and refines product specifications with you, then uses them through sourcing, production and inspection. See how to manufacture a product in China and request a China Line consultation.
What is a product specification sheet?+
A document that defines exactly what the factory must make, including materials, dimensions, colours, packaging and quality standards.
What is a tech pack?+
A detailed specification for garments and soft goods, with measurements, materials, construction and labelling.
Do Chinese factories need specs in Chinese?+
Many work in English, but translating key details or adding clear drawings reduces misunderstandings.
What are tolerances?+
The acceptable variation from a measurement, for example plus or minus 2 mm.
Can Husbar write our product specification?+
Yes. We create and manage specifications as part of China Line.
Sources
- ISO 2859-1 sampling procedures (AQL) reference.
- Husbar China Line sourcing projects.
Team Husbar
Husbar Editorial
Team Husbar is the strategy, psychology and research team at Husbar, a psychology-led growth agency headquartered in Dubai. Together we have worked with 100+ brands over 10+ years.
Want your product made, inspected and delivered without the risk?
Husbar China Line verifies factories, negotiates for you, arranges on-site inspection before you pay the balance, and manages freight to the UAE, Saudi Arabia and Pakistan.
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