How to Write Product Specifications? +Template and Example

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So how do you write a product specification that is accurate, complete, and consistent? In this guide, we will show you how to write a product specification that documents the requirements and specifications of your product or feature in a clear and concise way. We will also provide you with a product specification template that you can use as a reference or a starting point for your own product specification document.

As a product manager, you have a great idea for a new product or feature that will solve a problem for your customers and create value for your business. You are excited to share your vision with your team and get started on building it. But wait, there is one more thing you need to do before you dive into the design and development process: write a product specification.

What is a Product Specification?

A product specification is a document that describes the characteristics, features, and functionality of your product or feature. It serves as a blueprint for how your product or feature should look, work, and perform. It also helps you communicate your requirements and expectations to your developers, designers, testers, and other stakeholders.

Writing a product specification requires a lot of research, analysis, validation, collaboration, and documentation. You may be tempted to either write a long and detailed document that covers every single aspect of your product or feature, or write a short and vague document that leaves a lot of room for interpretation and flexibility. However, neither of these approaches is ideal.

A long and detailed document may be too time-consuming and complex to write and read. It may also become outdated or irrelevant as your product or feature evolves over time. A short and vague document may lead to confusion and misalignment among your team and stakeholders. It may also result in poor quality or inconsistent outcomes.

Why do you need to write a product specification?

Writing a product specification has many benefits for both you and your team. Some of the main benefits are:

It helps you clarify your product vision and goals

Writing a product specification forces you to think through the problem you are trying to solve, the customer needs you are addressing, and the value proposition of your product or feature. It also helps you define the scope and boundaries of your product or feature, as well as the key assumptions and risks involved.

It helps you align your team and stakeholders

Writing a product specification enables you to communicate your product vision and goals to your team and stakeholders in a structured and consistent way. It also helps you get feedback and input from them early on in the process, which can help you validate your ideas and assumptions, as well as identify potential issues or gaps.

It helps you guide your design and development process

Writing a product specification provides you with a clear direction and roadmap for your design and development process. It also helps you prioritize and focus on the most important features and functionality, as well as set clear expectations and criteria for quality and performance.

What are the components of a product specification?

A typical product specification should include the following components:

1. Kickoff

This section outlines who is involved in the development of the product or feature, who is accountable for decisions that need to be made, what is the intended problem to solve, what are the user stories that describe the desired outcomes, what are the user personas that represent the target users, etc.

2. Scope

This section outlines the product’s features and functionality, performance targets and metrics that define success, any constraints and limitations, key assumptions and risks, etc.

3. Product design

This section includes the high-level architecture design, the user interface mockups, process maps for any changing workflow, technical designs, compliance with any relevant standards and regulations, etc.

4. Testing plan

This section describes how the product or feature will be tested for functionality, usability, performance, security, etc., as well as any tools or methods that will be used.

5. Release plan

This section details how the product or feature will be launched, deployed, marketed, supported, etc., as well as any dependencies or prerequisites that need to be met.

6. Managing the product

This section covers how the product or feature will be monitored, maintained, updated, improved, etc., as well as any feedback mechanisms or metrics that will be used.

How to write a product specification?

1. Define the problem

What problem or challenge will this product or feature help users solve? There’s no point to building something that nobody needs or wants. Therefore, it’s essential to start with defining the problem clearly and specifically. You can use tools such as problem statements, user stories, user personas, etc., to help you articulate the problem from the user’s perspective.

2. Understand customer input

What do customers want in a new product or feature? User stories give you a goal to achieve with the solution but not how to achieve it. Therefore, it’s important to gather customer input on their needs, preferences, expectations, pain points, etc., to help you design a solution that meets their requirements. You can use tools such as surveys, interviews, focus groups, etc., to collect customer feedback.

3. Include market research

What are the trends and opportunities in the market? What are the competitors doing and how can you differentiate yourself? Market research can help you understand the external factors that influence your product or feature, such as customer demand, industry standards, regulations, best practices, etc. You can use tools such as SWOT analysis, competitor analysis, PEST analysis, etc., to conduct market research.

4. Brainstorm solutions

How can you solve the problem in the best possible way? Once you have a clear understanding of the problem and the customer input, you can start brainstorming possible solutions that address the user needs and expectations. You can use tools such as mind maps, sketches, wireframes, prototypes, etc., to generate and visualize ideas.

5. Validate solutions

How do you know that your solution is feasible, desirable, and viable? Before you commit to a solution, you need to test it with real users and stakeholders to get feedback and validation. You can use tools such as user testing, A/B testing, MVP, etc., to validate your solution.

6. Document specifications

How do you communicate your solution to your team and stakeholders? After you have validated your solution, you need to document it in a product specification document that outlines the characteristics, features, and functionality of your product or feature. You can use tools such as product specification templates, product specification examples, etc., to help you write your product specification document.

Product Specification Template

Product Title: [Your Product Title]

Purpose: [Briefly describe the purpose of the product]

Overview: [Provide a concise overview of the product, its features, and benefits]

Technical Specifications:

  • Dimensions: [Specify dimensions]
  • Materials: [Specify materials]
  • Manufacturing Processes: [Detail manufacturing processes]

Quality Standards:

  • [List quality standards and performance metrics]

Functional Requirements:

  • [Describe how the product should function]
  • [Include specific user requirements]

Visual Representation:

[Include diagrams, illustrations, or photographs here]

Testing Procedures:

  • [Explain testing methods and criteria]


  • [Mention industry regulations, safety standards, or certifications]

Project Timeline:

  • [Outline key milestones and deadlines]

Budget and Resources:

  • Budget: [Specify budget]
  • Resources: [Detail required resources]

Changes and Revisions:

[Explain how changes will be handled and documented]

Stakeholder Collaboration:

[Describe how stakeholders will be involved in the process]

Product Specification Example

Product Title: Smart Thermostat

Purpose: The smart thermostat is designed to optimize home heating and cooling, providing energy savings and convenience to users.

Overview: The Smart Thermostat is a Wi-Fi-enabled device that allows users to remotely control and schedule their HVAC systems. It features adaptive learning algorithms and a user-friendly interface for seamless temperature management.

Technical Specifications:

  • Dimensions: 4.5 x 4.5 x 1.0 inches
  • Materials: ABS plastic housing, electronic components
  • Manufacturing Processes: Injection molding, SMT assembly

Quality Standards:

  • Energy Star Certified
  • Temperature accuracy within ±0.5°F
  • Compatibility with major HVAC systems

Functional Requirements:

  • Control via mobile app (iOS and Android)
  • Learning mode for automatic temperature adjustment
  • Voice control compatibility (e.g., Alexa, Google Assistant)

Visual Representation:

[Insert product images and diagrams]

Testing Procedures:

  • Temperature accuracy testing
  • Remote control functionality testing
  • Durability testing (drop and impact resistance)


  • UL and CE certification
  • RoHS compliance
  • FCC Part 15 Class B

Project Timeline:

  • Design and development: 6 months
  • Prototyping and testing: 2 months
  • Production ramp-up: 3 months

Budget and Resources:

  • Budget: $500,000
  • Resources: Engineering team, designers, manufacturing facilities

Changes and Revisions:

  • Changes will be documented using version control.
  • All revisions must be approved by the product manager.

Stakeholder Collaboration:

  • Regular meetings with engineering, design, and marketing teams to ensure alignment.

Wrapping Up

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