How to Define Product Requirements for Your Supplier

Jared Haw
Jared Haw
17 May, 2024 | 8 min for reading
How to Define Product Requirements for Your Supplier

When you are sharing product data with your supplier, there is nothing more important than making sure that you have well-defined product requirements. For engineers, the precision and clarity of these requirements can make the difference between a smooth development process and a project rocked with delays and misunderstandings which results in increased costs. 

Product requirements are vital because they ensure that all stakeholders, from internal teams to external suppliers, have a unified understanding of the product’s goals, features, and quality standards. The purpose of this blog is to guide you through the process of defining clear, objective product requirements. By following the steps outlined, manufacturers can ensure a smooth handover to suppliers and maintain stringent quality standards, ultimately leading to the successful realization of their product visions. 

What are Product Requirements?

Product requirements are detailed descriptions of the attributes, functionalities, and constraints of a product. They serve as an agreement between all parties involved in the product development process, outlining what the product should do, how it should perform, and under what conditions it will operate. 

These requirements are essential for guiding the design, development, testing, and manufacturing processes, ensuring that the final product meets the intended purpose and user needs.

Types of Product Requirements

Product requirements can be categorized into several types, each addressing different aspects of the product. Understanding these types is crucial for creating a comprehensive and effective set of requirements. Here are the common types of requirements.

Functional Requirements specify what the product should do. They describe the features and functionalities that the product must possess to meet user needs.

Non-Functional Requirements define the criteria for how the product performs its functions. They are often related to the overall qualities of the product rather than specific behaviors.

Technical Requirements specify the technical aspects and constraints of the product, including hardware and software specifications, integration with other systems, and compliance with standards.

Quality Requirements set the standards for the product’s reliability, maintainability, usability, and performance under specified conditions.

By categorizing and clearly defining each type of requirement, engineers can create a thorough and well-structured requirements document. This document serves as a roadmap for the development process, ensuring that the product meets all necessary criteria and performs reliably and efficiently in real-world conditions.

Why Well-Defined Product Requirements Are Important

Clear and precise product requirements are fundamental to effective communication between the development team and suppliers. When requirements are well-defined, suppliers have a concrete understanding of what is expected, which minimizes the risk of misinterpretation and errors. This clarity ensures that everyone is on the same page, facilitating a collaborative and efficient working relationship. Suppliers can reference the documented requirements to verify that their contributions align with the project’s goals, reducing the likelihood of discrepancies and misalignments during the production phase.

When sharing data with your supplier, a detailed and comprehensive set of product requirements is crucial for a smooth handover. This transition is a critical phase in the product development lifecycle, where the vision and specifications crafted by the development team are handed over to those who will manufacture and assemble the product. 

Ensuring Quality and Consistency in the Final Product

Product requirements that are clear, objective, and measurable play a vital role in maintaining quality and consistency in the final product. These requirements set the standards for performance, durability, and usability, ensuring that the product meets the intended design and user expectations. By specifying exact criteria for quality, such as material tolerances and performance benchmarks, engineers can ensure that each unit produced adheres to the same high standards. This consistency is essential for building a reliable brand reputation and achieving customer satisfaction.

Avoiding Costly Misunderstandings and Revisions

Ambiguous or poorly defined product requirements can lead to misunderstandings, mistakes, and costly revisions. When requirements are vague, there is a higher likelihood of misinterpretation, which can result in the development of components that do not meet the necessary specifications. This not only delays the project timeline but also increases costs due to the need for rework and corrections. Clear and detailed requirements help mitigate these risks by providing explicit guidelines that reduce the potential for errors. By preventing misunderstandings and ensuring that all parties have a precise understanding of the product specifications, the development process becomes more efficient and cost-effective.

Steps to Define Product Requirements

Defining product requirements is a critical phase in the product development process that lays the groundwork for the entire project. Here are the steps to properly define product requirements:

Step 1: Gather Information

Conducting market research is the first step in defining product requirements. This involves understanding the current market landscape, identifying trends, and determining the needs and preferences of potential users. By analyzing market data, you can uncover gaps in the market and opportunities for innovation. This research helps to ensure that the product you are developing will meet real-world demands and stand out in a competitive market.

Another way to gather information is to collect the feedback from your customers. Engage with potential users through surveys, interviews, and focus groups to gather their insights and expectations. Understanding the pain points and desires of your target audience allows you to tailor the product to better meet their needs. Collecting direct input from users ensures that the product will have features and functionalities that provide genuine value.

Lastly, examining competitor products can provide insights into what works well and what doesn’t in the market. Analyze the strengths and weaknesses of similar products to identify areas where your product can offer superior performance or additional features. Benchmarking against competitors helps in setting realistic performance standards and identifying unique selling points that can differentiate your product.

Step 2: Define Scope and Objectives

Clearly defining the scope and objectives of the product is crucial for guiding the development process. Clearly articulate the overall purpose of the product and what it aims to achieve. This includes specifying the primary problems the product will solve and the benefits it will offer to users. Having a well-defined purpose ensures that all development efforts are aligned with the overarching goals.

Based on the gathered information and defined objectives, identify the key features and functionalities that the product must have. This includes both essential features that address core user needs and additional features that enhance user experience. Prioritizing these features helps in focusing development efforts on the most critical aspects of the product first, ensuring that the core functionalities are robust and effective.

Step 3: Prioritize Requirements

Prioritizing requirements ensures that the most critical features are developed first. Utilize prioritization techniques such as the MoSCoW (Must-have, Should-have, Could-have, Won’t-have) method, which categorizes requirements from what the product must have to what the product won’t have. This method helps in distinguishing between essential features and those that are desirable but not crucial, allowing for more efficient resource allocation and time management.

By focusing on critical features and functionalities, you can ensure that the core aspects of the product are robust and reliable. Prioritizing essential requirements reduces the risk of project delays and ensures that the most important elements are delivered on time. This approach also provides a solid foundation for adding additional features in future iterations.

Step 4: Write Clear and Concise Requirements

Writing clear and concise requirements is key to effective communication with suppliers. Use simple, precise language that can be easily understood by all stakeholders, including those who may not have technical expertise. Avoid jargon and complex terms that could lead to misunderstandings.

Each requirement should be unambiguous and testable. Ambiguous requirements can lead to different interpretations, resulting in inconsistencies and errors. Ensure that each requirement is specific and measurable, allowing for straightforward verification through testing. This helps in maintaining clarity and consistency throughout the development process.

Step 5: Use Standardized Formats and Templates

Using standardized formats and templates ensures consistency and completeness in the documentation of requirements. Templates provide a structured approach to capturing all necessary information, making it easier to review and understand the requirements. Consistent documentation also facilitates easier updates and revisions.

Step 6: Review and Validate Requirements

Before sending the product requirements to your supplier, review and validate the requirements with other stakeholders. Peer reviews help in identifying potential issues and gaps in the requirements early on. Validation sessions with stakeholders ensure that the requirements align with their expectations and objectives. This iterative review process helps in refining and improving the requirements continuously.

Common Pitfalls to Avoid

Defining product requirements for suppliers is a critical task that requires careful attention to detail. Missteps during this phase can lead to significant issues down the line. Here are some common pitfalls to avoid to ensure the requirements are clear, comprehensive, and effective:

  • Vague or Ambiguous Requirements
  • Overlooking Stakeholder Input
  • Failing to Prioritize Requirements
  • Inadequate Review and Validation Processes

By being aware of these common pitfalls and proactively addressing them, you can create robust and effective product requirements that serve as a solid foundation for successful product development. Avoiding these mistakes ensures that the development process is efficient, cost-effective, and capable of delivering a product that meets or exceeds expectations.


Well-defined product requirements are the backbone of successfully transferring product data to your supplier. They serve as a crucial blueprint that guides the entire project, ensuring that all stakeholders have a clear understanding of what is to be built and how it should perform. By setting precise, objective, and measurable standards, product requirements help in achieving consistency, quality, and efficiency throughout the development process.

These clear and objective requirements play a pivotal role in ensuring product quality and successful project outcomes. They provide the foundation for testing and validation, making sure that the final product meets all specified standards and performs as intended. By investing the necessary time and effort into crafting detailed and precise requirements, you set the stage for a development process that is efficient, cost-effective, and capable of producing a product that meets or exceeds user expectations.

Are you interested in OpenBOM? Reach out. We would like to hear from you.

By: Jared Haw

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