If you’re working toward BRCGS Version 9 compliance, product specifications are one of the areas where accuracy truly matters. They don’t just describe what your product is — they document how it must be made, stored, labelled, packed, and handled. In other words, they protect consistency.
I’ve seen many companies underestimate the importance of a solid product specification. Then audit day comes, and suddenly inconsistencies between the label, ERP system, and specification become findings — sometimes major ones.
A clear, well-structured product specification makes life easier: fewer errors, fewer customer complaints, and far smoother audits. This template will walk you through what to include, how to structure data clearly, and where accuracy matters most.
What BRC V9 Expects in a Product Specification – The Non-Negotiables
BRC is very specific here: product specifications must be complete, accurate, and controlled. They also need to reflect what’s actually produced — not what was true five years ago.
At minimum, a compliant product specification must document:
Ingredients and compositions
Allergens and cross-contamination risks
Packaging requirements
Legal claims and declarations
Storage and shelf-life guidelines
Product coding rules
Testing or verification requirements
A common mistake? Listing ingredients without regulatory naming conventions. If your raw material label says Erythorbic Acid but your product specification says Antioxidant, an auditor will ask questions — and your documentation must justify the naming.
Product Information Section – Defining the Basics Clearly
This part captures the essential identity of the product. It sounds simple, but clarity here prevents confusion downstream.
Your specification should include:
Product name (exact wording used on the label)
Internal product code or ERP reference
Alternate names (if sold under private label)
Customer reference numbers (where applicable)
A brief product description
Intended use (e.g., ready-to-eat, requires heating, suitable for infants?)
Including a product image isn’t mandatory, but it helps — especially for sites managing hundreds of SKUs across multiple brands.
Pro Tip: Use one naming system across procurement, operations, QA, and labelling. If each department calls the product something different, traceability becomes messy very quickly.
Ingredient, Allergens & Composition Data – Getting the Details Right
This is where attention to detail pays off. Ingredient breakdown must be aligned with what’s printed on the final product label, including:
Full ingredient list (in descending order)
Allergen declarations
Additives and E numbers
Percentage breakdowns where required (QUID declaration)
A common audit issue is failing to link raw materials to their supplier specifications. If your recipe includes soy lecithin, your documentation needs to track where it came from, its batch identity, and whether allergen segregation controls apply.
This is also where you confirm any claims such as:
Gluten-free
Non-GMO
Organic
Vegan
If you can’t prove a claim with documentation, the safest approach is not to make it.
Physical, Chemical & Microbiological Standards – Defining Measurable Limits
Specifications must define measurable criteria — not vague descriptions like “acceptable” or “normal.” These expectations help determine if a product meets release requirements.
One client producing ready-to-eat poultry products failed an audit because the microbiological criteria were “industry standard” — but nowhere documented. Once measurable limits were included, verification and validation strengthened instantly.
Packaging Requirements – From Materials to Labelling Compliance
Packaging specifications aren’t just technical details — they support traceability, food-contact safety, and labelling accuracy.
Document:
Primary packaging (food-contact materials)
Secondary and tertiary packaging
Coding and labelling instructions
Case configuration and pallet patterns
Recyclability or disposal instructions (if applicable)
If you export products, packaging regulations may vary — so note compliance requirements where relevant.
Pro Tip: Always link packaging specifications to supplier certification and food-contact declarations.
Open-life and handling instructions (if applicable)
Thawing or reheating instructions for frozen products
A strong specification doesn’t just protect quality — it protects safety. If storage instructions are unclear, traceability and recall risk increases.
Validation, Review & Change Control – Keeping the Specification Current
Product specifications must be controlled documents. That means:
Version history
Approvals and signatures
Review frequency (at least annually)
Change justification clearly documented
Triggers for an automatic review include:
Ingredient change
Formula or process modifications
Packaging update
Label redesign
Regulatory update
A spec that sits untouched for years is a risk. A controlled spec that evolves with the product is a compliance asset.
Common Mistakes to Avoid with Product Specifications
Here are the issues I see most often:
Allergens not clearly declared
Mismatch between spec and label
No link to testing or validation evidence
Outdated composition data
No ownership defined
Specifications stored in uncontrolled formats
One simple correction? Assign responsibility — someone must own the document.
FAQs – BRC V9 Product Specifications
Can one specification cover several similar product types? Yes — if risks, ingredients, allergens, and controls are identical and documented.
Do customers need to approve product specifications? Some do — especially private label. If required, make the approval traceable.
How often should specs be reviewed? At least annually — sooner if something changes.
Conclusion – Your Next Step
A well-structured product specification doesn’t just support compliance — it standardizes how your product is made, packed, tested, and released. When the specification is accurate, controlled, and aligned with the product, audits run smoother and customer confidence increases.
If you’d like a ready-to-use editable template, a review of your existing specs, or help aligning documentation with BRC V9, I’m happy to support that next step.
Melissa Lavaro is a seasoned ISO consultant and an enthusiastic advocate for quality management standards. With a rich experience in conducting audits and providing consultancy services, Melissa specializes in helping organizations implement and adapt to ISO standards. Her passion for quality management is evident in her hands-on approach and deep understanding of the regulatory frameworks. Melissa’s expertise and energetic commitment make her a sought-after consultant, dedicated to elevating organizational compliance and performance through practical, insightful guidance.
