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Product specifications template for importers in China

by Renaud Anjoran

Some importers send information about the product they expect through many different channels:

  • Email threads;
  • Skype or QQ conversations;
  • In the form of samples, or validations of counter-samples;
  • Drawings and explanations in face-to-face meetings.

And they expect the supplier’s salesperson to gather all this information, translate it, and present it in a unified and coherent manner to the engineers and technicians who will manage production!!

In my view, it is the importer’s responsibility to gather all product specifications in one master document, and to keep it updated.

The difficulty, of course, is to find a template that makes sense. Well, you are in luck. Here is a template that I think is pretty good:

Feel free to download this specification sheet template, and to modify it if needed.

If you want to get closer to best practices, I have some more advice:

  • Think of the QC inspection and testing process when writing this document. It means you will include tolerances, descriptions of potential defects, and so on. (More info on this topic in How to prepare a QC inspection checklist).
  • Get this document reviewed by a quality assurance agency, if you want feedback to make it more precise and more useful.
  • Have someone translate it if you do not fully trust the supplier’s salesperson to do so (a simple rule of thumb is that, if she does not want to show you the translated document, it was never translated in the first place).
  • Get a factory manager to comment on it, and adapt it if necessary. Two-way communication is very important.
  • Ask the supplier to date, sign, and stamp it to indicate their acceptance of your specifications.

Renaud Anjoran is the founder of Sofeast Quality Control and helps importers to improve and secure their product quality in China. He writes advice for importers on the Quality Inspection blog. He lives full time in Shenzhen, China. You can contact him at This email address is being protected from spambots. You need JavaScript enabled to view it..

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