What is a specification in procurement terms?

A specification in procurement terms is essentially a statement that outlines the requirements that must be met by a supplier or product in the process of procurement. It serves as a crucial document that defines the exact criteria, standards, and characteristics that the supplied goods or services should fulfill to meet the needs of the purchasing organization. This ensures that all parties have a clear understanding of what is expected and helps to guide both the selection of suppliers and the evaluation of the products or services delivered.

By having a well-defined specification, it minimizes the risk of discrepancies during procurement, ultimately leading to better supplier performance and satisfaction with the purchased items or services. This specificity is vital in procurement, as it lays the foundation for successful engagements between buyers and suppliers and helps ensure that the procurement process aligns with the operational needs of the organization.