Last Updated on November 18, 2025 by Melissa Lazaro

Why Product Specifications Matter in IFS V8

Whenever I support a company preparing for an IFS audit, product specifications often end up being one of the most underestimated requirements. Teams usually say something like:

“We already have product descriptions — isn’t that enough?”

But in IFS V8, product specifications are more than descriptions. They’re a controlled framework that defines exactly what a product is, how it must look, how it must behave, and how it must be stored, labeled, and handled — from raw ingredient stage all the way to finished product shipment.

A clear product-specification template doesn’t just help you pass audits. It prevents customer complaints, mislabeled products, and quality inconsistencies.

By the end of this guide, you’ll know exactly what fields belong in an IFS-compliant product specification, how to format them properly, and where most companies go wrong.

Why Product Specifications Matter in IFS V8

Product specifications serve a simple purpose: they ensure consistency.

Whether you’re a private-label manufacturer or producing your own brand, the specification sets expectations for:

• Product formulation
• Quality attributes
• Legal labeling requirements
• Shelf life and handling
• Packaging details

IFS expects this document to be accurate, controlled, and aligned with reality — not a theoretical description no one reads.

A mistake I see often?
Multiple versions of the same product spec floating around, especially between R&D, production, and sales. That’s a red flag during audits.

Pro Tip:
Treat the product specification the same way you treat CCP monitoring — controlled, traceable, updated, and always accessible.

General Information Section (Naming, Codes & Versioning)

This is where clarity starts.

Your specification should include:

• Product name
• Internal code or SKU
• Version number
• Date of issue and revision
• Link to product family or line

A simple example:

Frozen Butter Croissant 65g — Code FRC-065 — Rev. 02

Auditors check this section to confirm whether production, labeling, and documentation reference the same product identity.

If names differ across systems, expect a finding.

Raw Materials, Ingredients & Allergen Declaration

IFS V8 places heavy emphasis on allergen clarity and labeling accuracy. Your specification must include:

• Full ingredient list
• Percentage composition (where relevant)
• Allergens (highlighted clearly)
• Processing aids, additives, and flavorings
• Country-of-origin (if risk-based or customer-required)

A simple allergen table keeps everything clean:

Allergen Present	Yes/No	Cross-Contact Risk
Milk	Yes	Controlled via scheduling
Gluten	Yes	Same line, validated cleaning
Soy	No	N/A

Companies often fail here because they rely solely on packaging artwork. In IFS, the specification drives the label — not the other way around.

Product Characteristics & Technical Requirements

This section defines what the product must physically and chemically meet.

Typical fields include:

• Weight and allowable variance
• pH range, water activity, salinity, fat percentage (if applicable)
• Microbiological limits
• Texture or visual attributes

Real example from a client product:

Weight target: 65g ± 3g
Crust color: light golden to golden
Internal structure: visible lamination, no dense dough areas

IFS wants proof these characteristics aren’t subjective — they must be defined, measurable, and monitored.

Shelf-Life, Storage & Transportation Requirements

This part tells the customer and internal teams how the product must be handled to stay safe and compliant.

Include:

• Total shelf-life
• Storage temperature
• Conditions after thawing or cooking (if applicable)
• Transport requirements

Example wording:

Store frozen at –18°C or below.
Once thawed, keep refrigerated at 0–5°C and use within 3 days.
Do not refreeze.

Labels, customer files, and production instructions must match this section.

Labeling, Claims & Legal Compliance

IFS auditors check whether your claims and labeling laws are backed by documented evidence — especially for:

• Nutrition panels
• Country-of-origin statements
• GMO declarations
• Vegan, halal, kosher, organic, gluten-free claims
• Lot-coding formats

If a claim exists, there must be proof.

Pro Tip:
Save screenshots or artwork references as controlled attachments. It shows traceability and reduces audit stress.

Packaging Specifications

Packaging influences product quality, shelf life, and legal compliance — so this section must be specific.

Include:

• Primary and secondary packaging details
• Packaging material specifications
• Food-contact approvals
• Dimensions and tolerances
• Closing method and sealing integrity requirements

For frozen or fragile items, note durability expectations.

One major pitfall: using old supplier packaging data without verifying that current materials still match.

Process Flow or Critical Instructions

The product specification doesn’t replace SOPs — but it should reference critical points.

Examples:

• Baking instructions
• Freezing curves
• CCP settings (metal detection limits, pasteurization temp/time)
• Sensor or packaging-integrity checks

Keep it high-level and link to controlled documents rather than rewriting them.

Verification, Approval & Revision Control

IFS expects clear accountability.

Include:

• Prepared by
• Reviewed by
• Approved by
• Revision date
• Change-history log

This prevents uncontrolled updates and ensures everyone works from one source of truth.

A clean revision table saves time during audits.

FAQs

Do product specifications need customer approval?

If you’re a private-label or contract manufacturer — yes. In brand-owned models, internal approval may be sufficient.

How often should specs be reviewed?

At least annually — or sooner if formulation, labeling law, supplier, or process changes occur.

Can a product specification be digital?

Yes — electronic systems are acceptable if version control and access rules are clear.

Conclusion: A Strong Specification Supports Quality, Compliance & Customer Trust

A well-built product specification isn’t just a document — it’s a control point for accuracy, consistency, and food-safety compliance. When updated regularly and referenced by production, QA, purchasing, labeling, and customer service, it becomes a central operational tool — not just an audit requirement.

If you want, I can now turn this into:

• A downloadable Word or Excel template
• A completed sample for a product category
• Or a version formatted for document-control software