The Export Operator Notes
What a Food Product Specification Must Contain Before You Sign
A usable specification is an acceptance system It tells production what to make, quality what to test, logistics what to pack and both parties what happens when results differ
Start with document control
Without document control, two correct looking files can govern the same order The purchase order should reference the exact specification version
- Specification title, unique number, version and effective date
- Buyer, seller, manufacturer and physical production site
- Commercial product name and destination legal designation
- SKU, pack format, intended use and target country
- Prepared by, reviewed by, approved by and signatures
- List of superseded versions and linked artwork, formula and sample
Define product and acceptance criteria
Do not paste every possible test into every specification Select criteria that control safety, legality, identity, process performance and buyer value
- Ingredients, percentages or composition rules as commercially and legally required
- Physical and chemical criteria such as Brix, pH, acidity, viscosity, drained weight or particle size where applicable
- Sensory criteria with an approved reference sample and retained sample process
- Microbiological, contaminant, allergen, residue and authenticity criteria based on product and destination risk
- Target, minimum or maximum, tolerance, unit, test method, sampling point and test frequency for each criterion
- Certificate of analysis fields and who may release the lot
Specify the complete pack, not only the net weight
Codex labelling provides a general international reference, but the destination's legal rules and buyer channel requirements must be checked separately
- Primary pack material, dimensions, closure, lining, barrier and food contact declaration
- Fill weight or volume, tolerance, headspace, vacuum or closure criteria where relevant
- Label artwork number, language, mandatory declarations, date and lot coding format
- Secondary carton, dividers, case count, carton strength and shipping marks
- Pallet type, cases per layer, layers, wrap, corner protection, maximum height and gross weight
- Container condition, loading pattern, temperature requirement and seal record
Evidence: Codex General Standard for the Labelling of Prepackaged Foods, CXS 1-1985
Add a category annex
Use recognized commodity standards as reference points, then write the buyer's contractual requirements explicitly
- Juice and nectar: product definition, fruit species, fruit content, single or blend, direct or reconstituted, Brix, acidity, pulp, authenticity, heat process and retail or industrial pack
- Tomato concentrate: soluble solids, break process if material, consistency method, colour, pH, defects, microbiology and aseptic bag or tin configuration
- Jam and spread: fruit content, soluble solids, gel texture, fruit pieces, pH, allergens, jar, closure and heat process
- Food flavours, enhancers, aromas and colours: intended application, form, concentration, dosage, solubility, carrier, allergen and additive declarations, microbiology, contaminants, packaging and storage
- Puree and concentrate: fruit variety, single strength or concentrate, Brix, acidity, pulp or sieve, aseptic process, drum and bag specification
Evidence: Codex General Standard for Fruit Juices and Nectars, CXS 247-2005, Codex Standard for Processed Tomato Concentrates, CXS 57-1981
Control change, deviations and claims
The manufacturer should not change ingredient source, formulation, process, site, packaging or test method without the agreed notice and approval State which changes require a new sample, validation or artwork review
- Pre approved deviation process and authorized approvers
- Notification period for planned changes
- Nonconformance, quarantine and concession process
- Rejection, replacement, credit and cost allocation
- Independent dispute laboratory and sample custody
- Record retention and traceability period
Signature gate
- Every critical field completed or marked not applicable
- Test methods and tolerances named
- Artwork and sample linked by version
- Packaging and pallet data complete
- Shelf life and storage basis stated
- Documents and release authority stated
- Change and claim rules accepted
- Manufacturer site signs the final version
This is a specification framework, not a universal product standard The applicable legal, safety and technical criteria depend on the product, process, destination and importer
Official sources
Sources are selected for the claims in this guide. Requirements can change, so verify the current rule for your product and destination before acting.
Related next step
Start a sourcing request
Send the product, destination, packaging, estimated volume and required certifications. Galaxa will identify the missing specification and qualification fields before approaching a manufacturer.