What is a specification sheet?

Specifications: The central requirements specification for every project

Extensions and adjustments of production capacities, changes of system components or even the complete redesign of a warehouse management system - in all these cases it is important to describe exactly and in detail what is actually to be created, adjusted or changed for which purpose. The specification sheet presents in a precise form which specifications a project has and which standards or special features, for example, have to be taken into account.

Our logistics lexicon explains the structure and function of a specification sheet and distinguishes the term from the requirements specification.

Definition of specifications: documentation of the requirements for the project

Efficient warehouse management is based on powerful warehouse management software (WMS), which can be specifically aligned to requirements and flexibly adapted. Here at proLogistik, we have therefore opted for a modular structure, which allows a range of functions for customers in every industry. But what about projects that are to be planned and implemented on the basis of specific requirements? In such a case, the specifications are of central importance.

Because: The entire scope of services of what is to be implemented is formulated and set out in the specifications. A company thus ensures that potential contractors know exactly what is involved and what is required - the basis for being able to submit a bid in the first place. When it comes to construction activities, instead of a specification sheet, one usually speaks of a bill of quantities (BOS).

Structure and mode of operation: These points are included in the specifications

The more precisely individual functional components are described and delimited, the better. It therefore makes sense to clearly structure a specification according to categories and thus present in a structured way what exactly is required. We would like to present the outline points of a specification in schematic form:

  • Initial situation: What is the subject of the delivery? What makes the product stand out? What are the objectives associated with this?
  • Requirements: For which operating conditions should the product be designed? What standards must be met? Which functions and components should be given?
  • General conditions: According to which standards or guidelines should the project be realized? Which partial deliveries or discounts are agreed? Which target values with regard to individual indicators (efficiency of the plant, adaptability, etc.) are to be achieved?
  • Conditions: What milestones characterize the project? Are partial services to be provided? To what extent do warranty and guarantee claims exist? When are payments to be made, if applicable. reduced by contractual penalties/delay damages?
  • Acceptance criteria: What are the principles for (partial) acceptance of the project? What standards must be met? According to which criteria must complaints, notifications of defects or rectifications be made?

Further points can be added to the specifications or supplemented in individual areas, for example, project phases, functional and non-functional requirements as well as open points that are added later. The function of a specification sheet is to make it clear very early in the course of project planning what is to be provided -> for what purpose -> with what specifications and in what form.

Requirements specifications versus functional specifications: What are the differences?

The requirements specification as a compact document, from which project goals and co. result, stands relatively at the beginning of each project. This is where ideas are concretized, requirements formulated, and functions or standards defined that characterize the whole. In practice, it happens that a specification is adapted and thus changed relatively frequently. For example, if it turns out that the planning of a warehouse management software (WMS) falls short, important points are missing or no functional specification can be derived from it.

It follows from this: The requirements specification basically exists before the functional specification; it describes the functional framework as well as the basic framework conditions. The functional specification puts all of this into concrete terms, resulting in ways and means of implementing functions precisely. It is the result of the considerations written down in the specifications.


Logistik-Lexikon Lastenheft

Image: Julia Lazebnaya / Shutterstock

Write to us!

You have questions? Then do not hesitate to contact us. We are gladly there for you.


proLogistik Holding GmbH Fallgatter 1 Germany - 44369 Dortmund +49 (0) 231 5194-0 +49 (0) 231 5194-4900 info@prologistik.com www.prologistik.com