Specification sheet: structure, tips for your project

A specification sheet describes the project goals and requirements from the client’s perspective and forms the basis for planning, implementation, and contracts.

A specification sheet

• prevents misunderstandings and creates legal clarity
• defines the target state and provides structure for implementation
• provides a basis for tendering and differentiation from the requirements specification

What is a specification sheet?

A specification sheet describes the requirements and objectives of a project from the client’s point of view. It is the basis for subsequent implementation by the contractor and forms the first step in project planning. The aim is to create a common understanding and formulate clear expectations. It also serves as an important basis for contract negotiations and as a starting point for the subsequent invitation to tender.

Why do you need a specification sheet?

A well-formulated specification sheet prevents misunderstandings, creates transparency and serves as a legal safeguard. It helps project teams to keep an eye on the project goals from project start to completion. At the same time, it defines the target state that is aimed for later in the project.

A specification sheet should be structured, complete and clearly understandable. A precise customer specification helps to clearly define the specific project requirements. The most important components of the content are

• Project description: What is to be achieved? Within what framework?
• Objectives and requirements: Functional and non-functional requirements for the product or service.
• General conditions: Technical, organizational or legal requirements.
• Scope of services: What is to be delivered? What services are expected?
• Target groups: Who are the users? Which stakeholders are affected?
• Delimitations: What is explicitly not included in the project scope?

Clearly structured content not only helps with implementation, but also with the subsequent evaluation of bids if several providers respond to a tender.

Role of the client

The client plays a central role in the creation of a specification sheet. They are responsible for clearly defining the requirements and wishes for the project and summarizing them in a comprehensive document. This often takes the form of a catalog of requirements. A well-prepared requirements specification ensures that all relevant information and requirements are included in order to avoid misinterpretations. A clear description of the initial situation and the target state lays the foundation for subsequent collaboration with the provider.

• Use templates: Structure your requirements with the help of tried-and-tested specification templates.
• Work with checklists: This ensures that no important points are missing.
• Create a clear catalog of requirements that includes all functional and non-functional requirements.
• Involve specialist departments: Obtain feedback at an early stage to avoid blind spots.
• Update regularly: Requirements change – a dynamic document is mandatory.
• Speak the language of the target group: technically correct, but understandable.

A well-maintained requirements specification saves time, avoids unnecessary corrections and helps to keep the processes in the project lean and efficient.

A common stumbling block: the terms requirement specification and functional specification are often confused. However, they fulfill different roles in the project: for example, the requirements specification says «We need an app for time recording», while the functional specification then explains «This is how we build the app technically».

Both documents are central to project planning when combined as a requirements and functional specification. The requirements specification defines the framework, the functional specification concretizes the solution. This separation is particularly important for external tenders.

A good requirements specification is more than just paperwork. In project management, the requirements specification serves as an overarching framework for structuring and defining requirements. It improves collaboration, reduces risks and creates the basis for successful implementation. Whether it’s an IT project, mechanical engineering or process optimization: those who plan properly will reach their goal faster and receive suitable offers from qualified providers more quickly.