How to Write Design Specifications: Tips and Examples

This article provides a guide for students who need to write specifications as part of a high school design & technology project.

What are design specifications?

Specifications list the design criteria for your project and state exactly what is needed in a design, outlining what the design should include, how it should look, how it should function and so on. Specifications should be written as if you are setting out the requirements for a designer.

Specifications can be thought of as a list of rules or requirements that are given to person designing the item.

Cambridge International Examinations gives the following definition:

SPECIFICATIONS: A detailed list of the functions and features that a design must have.

0445 Design & Technology Syllabus, 2028-2030, Cambridge International Examinations

Tips for writing design specifications

• Use bullet points.
• Use “must” or “should” (you are setting fixed rules, not making vague suggestions)
• Use full, complete sentences.
  • “Emergency exits must visible and easy to access, rather than obstructed or hidden, ensuring a swift exit from the café for all occupants in the case of emergency.” ✔
  • “Clear emergency exits, so swift exit.” ✘
• Be detailed, measurable, and specific.
  • “The height of the fence should be at least 1m tall, to prevent children from escaping the premises.” ✔
  • “The fence should be tall, to prevent children from escaping the premises.” ✘
• Be succinct, precise, and clear. Each specifications should be a single sentence – not a long, waffly paragraph.
• Ensure specifications are justified. This means it should be clear and logical why this specification exists.
  • “Transparent materials, such as glass, and shiny materials, such as aluminium, should be used to create a futuristic and high-tech feeling, reflecting the café’s theme of astronomy.” ✔
  • “Transparent materials, such as glass, and shiny materials, such as aluminium, should be used.” ✘
• Don’t unnecessarily limit your design.
  • “The building should use space-related colours, such as blue, purple, and silver, linking to the café’s theme of astronomy and creating a strong visual impact.” ✔
  • “The building must be bright blue, with purple stripes, and silver dots.” ✘
• Ensure specifications are relevant and relate to the product or building being designed.
  • “The building must use sustainable materials where possible, to benefit the environment and promote an eco-friendly image.” ✔
  • “The staff should use sustainable cleaning products when operating the café, to appeal to environmentally conscious consumers.” ✘
• Don’t write generic specifications that could apply to any product.
  • “The floor must have a non-slip surface, so occupants do not slip over when it rains.” ✔
  • “It needs to be safe.” ✘
• Don’t use “I” (specifications are written so that they can be handed to any designer and are not about you).
  • “The roof must provide adequate protection from the rain, with an overhang of at least 600mm.” ✔
  • “I must ensure the roof provides adequate protection from the rain, with an overhang of at least 600mm.” ✘
• Ensure the specifications are measurable. At the end of your project you will have to evaluate your design and see whether your project meets these specifications. How will you evaluate, test or measure whether these specifications have been met?
• Ensure specifications are comprehensive and cover a whole range of different aspects (function, aesthetics, safety, ergonomics, environmental and sustainability considerations, cost, cultural and social requirements, materials and components, production processes, production scale and quality control considerations, and so on). Note:
  • If asked to write specifications in the exam, you may be asked to list points in just some of these areas, so read the question carefully. For example, the exam may ask you to list four points related to the safety of the item.
  • If an exam question says “list additional points” don’t repeat requirements already stated in the question.
  • If writing specifications for your Coursework project, remember you will have to meet these requirements!

Note: Cambridge A2 Design & Technology students also need to know how to prepare a manufacturing specification used to make a product in quantity.

What are design specifications used for?

• Communicates client needs: A detailed specification helps to ensure that the final product meets the client’s exact needs. A specification is a way for the client to communicate what is needed. For a mobile phone POS display, this might include specific dimensions to fit allocated store space, or requirements for the number of phones to be displayed. Working to these specifications helps avoid costly revisions or client dissatisfaction with the final product.
• Providing direction and guiding design thinking: If the designer is not constrained by specifications, they may not know where to start, or may spend a lot of time considering options that are not really viable. Specifications keep the designer ‘on track’ and headed in the right direction from the start.
• Brand consistency: Specifications often include brand guidelines that maintain consistency across all marketing materials. For a mobile phone POS display, this could involve precise colour matches for brand logos, specific fonts for promotional text, or required placement of brand elements. Adhering to these specifications ensures the display aligns with the overall brand identity in the retail environment.
• Regulatory compliance: Detailed specifications often include regulatory requirements that the product must meet. Following these specifications helps ensure the display meets safety standards and avoids potential legal issues.
• Quality control: Specifications set clear standards for quality. In the case of a POS display, this might include details on the finish of printed graphics, the strength of adhesives used, or the durability of interactive elements. These specifications serve as benchmarks against which the final product can be evaluated, ensuring consistent quality across production runs.
• Functionality requirements: Specifications outline the functional requirements of the product. A mobile phone POS display might need to incorporate LED lighting, secure locking mechanisms for the phones, or interactive touchscreens. Clear specifications on these elements ensure that the final product performs as intended in the retail environment.
• Materials guidance: A business may already have certain materials on hand, or may need to keep a product aligning with existing stock. The specification helps guide the design choices accordingly.
• Testing and evaluation guidance: Detailed specifications provide criteria for testing and evaluating the product. For a POS display, this might include load-bearing capacities for shelves, durability standards for high-traffic areas, or performance metrics for interactive features. These specifications guide the testing process to ensure the display meets all required standards.
• Improving teamwork: Specifications facilitate collaboration between different teams involved in the project. For a complex POS display, graphic designers, and other specialists might all need to work together. Detailed specifications provide a common reference point, ensuring all teams are aligned in their understanding of the project requirements.

Sample examination questions (AS Design & Technology)