How to Write Design Specifications: Tips and Examples

Wondering how to write specifications as part of a high school design and technology project? This article provides a guide for students who need to prepare a design brief with specifications and restraints.

What are design specifications?

Specifications list the design criteria for your project and specify what is needed in a design. These outline 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.

Tips for writing design specifications

• Use bullet points.
• Use full, complete sentences.
  • Good example: “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.”
  • Bad example: “Clear emergency exits, so swift exit.”
• Be succinct, precise, and clear. Each specifications should be a single sentence – not a long, waffly paragraph.
• Be detailed, measurable, and specific. For example, rather than saying a product should be tall, provide specific minimum or maximum dimensions.
• Ensure specifications are justified. This means it should be clear and logical why this specification exists. For example:
  • Good example: “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.”
  • Bad example: “Transparent materials, such as glass, and shiny materials, such as aluminium, should be used.”
• Don’t unnecessarily limit your design.
  • Good example: “The building should use space-related colours, such as blue, purple, and silver or other fluorescent colours that highlight the café’s primary theme of astronomy, creating a strong visual impact.”
  • Bad example: “The building must be bright blue, with purple stripes, and silver dots.”
• Ensure specifications are relevant and relate to the product being designed – not generic. For example, don’t say ‘it needs to be safe’ without saying what or why it needs to be safe.
• Ensure specifications are comprehensive and cover a whole range of different aspects (function, aesthetics, safety, ergonomics, environmental and sustainability considerations, cost, market/user requirements, cultural and social requirements, materials and components, production processes, production scale and quality control considerations, and so on), however 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 a 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.