Specification and statement of requirements
The specification sets out what a UK public buyer actually wants: scope, materials, standards and service levels. How to read it and answer it in your tender.
Updated on September 5, 2026
The specification, often called the statement of requirements or output specification, is the document in the tender pack that describes exactly what the buyer wants: the nature of the work, the characteristics of the goods, the standards to be met, the service levels and the conditions of delivery. It is the technical expression of the need, and it becomes part of the contract.
How it works
Unlike the contract conditions, which are largely standard, the specification is written for each procurement. Its shape depends on the subject:
- in works, it describes the structure, materials, tolerances and workmanship, usually drafted by the design team; under NEC4 it is called the Scope, under JCT the Employer's Requirements;
- in goods, it lists specifications, quantities, packaging, delivery lead times and warranty;
- in services, it fixes the tasks, frequency, deliverables, key performance indicators and the service credits that apply when they are missed.
The Procurement Act 2023 requires technical specifications to describe the required performance or functionality wherever possible, and forbids references to a particular make, source, process or trade mark that would favour or eliminate a supplier, unless the subject matter genuinely justifies it and the reference is accompanied by the words "or equivalent". Where a British or international standard is cited, an equivalent standard must be accepted. The same rule applies in Ireland under the 2016 public procurement regulations, and in Scotland under its own 2015 regulations.
What it means for a bidder
The specification is what allows you to price. Every requirement carries a cost: read it in full, with the pricing schedule open beside it, and confirm that each item described has a corresponding priced line.
Your tender response should answer the specification point by point. Follow its structure, show that you have understood each requirement and explain how you will meet it. A generic response recycled from an earlier bid is obvious to an evaluation panel and scores badly against the published criteria.
If a requirement looks impossible, self-contradictory or needlessly expensive, raise it as a clarification question during the tender period; the answer is published to all bidders. If you have a better technical solution, check whether the instructions to tenderers permit alternative tenders.
Example
A borough council tenders the deep retrofit of a primary school, valued at around £1.4 million, in seven work packages. The specification for the external joinery package requires timber-aluminium composite windows meeting a stated U-value, installation into retained frames, and all site work confined to the school holidays. A local joinery firm prices the package from those requirements and devotes its tender response to a two-week August installation programme.
Frequently asked questions
What is the difference between the specification and the contract conditions?
The specification covers what is to be delivered. The contract conditions cover the commercial and legal rules: price, payment, liability, remedies and termination.
What if the specification names a brand?
The buyer must accept an equivalent. Offer yours and prove equivalence with a datasheet or a test certificate.
Which document takes priority?
The order of precedence is set in the contract conditions. Typically the conditions rank above the specification, which in turn ranks above your own tender.