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What Are The Types Of Specification In Procurement?

What Are The Types Of Specification In Procurement?

Are you new to procurement, and confused about the different types of specifications involved in the process? Or are you a seasoned procurement professional looking for a refresher on specification types? Well, look no further! In this blog post, we’ll dive into the world of procurement specifications and discuss various types that organizations use to ensure they procure goods or services that meet their needs. From functional to technical specs, we’ve got it all covered. So let’s get started!

Types of Specifications

Specifications are a type of document that is used in procurement. Specifications can be divided into three types: functional, technical, and administrative. Functional specifications are the most general and cover all aspects of the product. Technical specifications cover the features and performance of the product. Administrative specifications cover things like packaging and labeling.

What is a Functional Specification?

A functional specification is a document that describes the requirements of a system or subsystem. It is not a design document. A functional specification typically includes the following:

-A description of the system or subsystem to be specified
-The required functionality
-The expected user interface and operability
-The desired performance characteristics
-The test protocol

What is an Interface Specification?

Interface specifications are documents that define the interfaces between different systems. Interface specifications can be created during the design or procurement process, and they can help to ensure that different systems work together as intended.

Interface specifications can be written in a number of different formats, but the most common is an interface definition language (IDL). IDLs allow developers to create visual representations of how systems should interact, which makes it easier for them to understand and test the functionality of those systems.

Another type of specification commonly used in procurement is a contract specification template. Contract specification templates provide detailed information about what services will be provided by a given contractor, and they also include specific provisions for verifying performance and complying with applicable law.

What is a System Specification?

A system specification is a document that describes the functional and nonfunctional requirements of a system. A system specification can be written as a requirement document, design document, or test plan.

A requirement document is a type of system specification that describes the functional and nonfunctional requirements of a system. Requirements are expressed in terms of what the system must do, how it must do it, and when it must do it.

A design document is a type of system specification that describes the physical structure and layout of a system. The design document may also describe the components and their relationships to one another.

A test plan is a type of system specification that describes how to test the functionality and nonfunctional requirements of a system. The test plan includes information on what tests should be performed, when they should be performed, and how they should be conducted.

What is a Test Specification?

There are a variety of types of procurement specification in use today. They can be broadly classified into functional, technical, and schedule specifications.

Functional specifications define the desired function or features of an item or system. Technical specifications define the required properties of an item or system such as its size, weight, performance, and availability. Schedule specifications outline when the item or system must be completed.

What is a Documentation Specification?

A documentation specification is a formal and detailed blueprint of the procurement process. It may include everything from specific requirements for bidding documents to timelines and procedures for contract administration. The goal of a documentation specification is to ensure that all parties involved in the procurement process are clear on what needs to be done and when, so that the contract can be awarded efficiently and without any surprises.

There are several different types of documentation specifications, depending on the specific needs of the procurement process. Common types include requirements specifications, Tender documents, RFQs, and Bid documents. Requirements specifications are typically used to specify the mandatory requirements of a project or product. Tender documents outline what type of suppliers should be considered and what their price ranges should be, while RFQs allow for more creative bidding by specifying desired features rather than specific requirements. Bid documents provide specifics about each bidder’s proposal, such as cost estimates and delivery timelines.

Whatever type of document specification is needed, ensuring that all parties involved have a clear understanding of its contents is key to ensuring a successful procurement process. By following standardized guidelines and preparing dedicated documentation specs for each step of the process, businesses can minimize potential problems down the road while saving time and money in the long run.


Specifications are important in procurement, and without them a purchase can easily be delayed. The types of specifications that are commonly used in procurement include technical, financial, legal, ethical and environmental. By understanding the different types of specifications and how they are used, you can ensure that your procurement process is run smoothly and that all parties involved understand what is required for the successful completion of the purchase.

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