Packaging Specification Sheet Template
A packaging specification sheet is the single source of truth for how a product is packed from unit to pallet. This template provides the structure for primary, secondary and tertiary packaging, labelling and approvals, so purchasing, production and quality all work from the same document.
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Packaging Specification Sheet Template
Packaging Specification
Company: Acme Foods Ltd Specification: PKG-2210 Revision: C Effective: 2026-10-20 Item: SKU-50012 Tomato Sauce 500 ml
Primary packaging
PET bottle 500 ml, 38 mm tamper-evident closure, induction seal, front and back pressure-sensitive labels.
Secondary packaging
Corrugated shipper, 12 units, single wall C flute, with cell divider. Case dimensions per CTN-0147.
Units per case: 12
Palletisation
| Parameter | Value |
|---|---|
| Pallet type | 1200 x 1000 mm |
| Cases per layer | 9 |
| Layers per pallet | 5 |
| Stretch wrap | Per site standard, with top sheet where required |
Labelling and coding
Unit GTIN-13 on label; case GTIN-14 on two adjacent sides
Lot and date code printed on the unit and case in the position shown on the approved artwork.
Storage and handling
Store dry at 5 to 30 C. Do not double-stack pallets. Keep away from direct sunlight.
Revision history
Rev C: closure changed to 38 mm tamper-evident. Case pack unchanged.
Approvals
A starting point for your own packaging documentation, not legal or regulatory advice. Add market-specific labelling, food-contact or dangerous goods requirements that apply to your product.
Keep specifications and ERP data aligned
Optional: we review how packaging data is stored in your ERP and where it can differ from documents.
Optional. The tool and every export work without this. No spam.
How to use the template
Complete the identification fields, then describe primary packaging that touches the product, secondary packaging such as the case, and the pallet pattern. Enter labelling and barcode information, storage rules and revision notes. Export to PDF or Word for distribution and sign-off, and file it with the item in your system. When any component changes, increase the revision and record why. Attach the carton specification and the artwork proof reference so the document is a full package.
- One specification per item and pack format
- Reference the carton and label sources by number
- Revision history on every change
- Approvals before the new spec is released to production
What a good specification covers
At minimum it identifies the item, lists each packaging component with its supplier reference, defines units per case and cases per layer and pallet, shows label and barcode content, and states storage and handling rules. For food and pharmaceutical products it also references material compliance and the allowed change process. Keep it short enough to be used on the line but precise enough that a buyer can order from it. A table of components with part numbers is often added for ERP use.
Barcodes and labelling
Unit packs normally carry a GTIN-13 or GTIN-12 and logistics units carry a GTIN-14 or an SSCC for pallets, following GS1 conventions. State where each code sits, what data it encodes, and any lot or date code. Customer retailers often have their own labelling manuals, which override your defaults. Always run labels through your artwork approval process, and keep the proof reference in the specification so you can prove what was approved for the revision in use.
Common mistakes and ERP notes
Frequent problems are specifications that exist but are out of date, components changed without revision, and the pallet pattern in the document not matching what the ERP uses for shipping. In an ERP, the specification should map to the item's packaging data and BOM, with the revision visible to purchasing and the line. Audit a sample of items each quarter to confirm they still match.
- Keep one current revision, retire old ones
- Match units per case and pallet to ERP fields
- Reference artwork proofs and carton specs
- Audit specifications against what the line actually packs
Frequently Asked Questions
What should a packaging specification include?
It should include item identification, each packaging component with its reference, units per case, pallet pattern, label and barcode requirements, storage rules, revision history and approvals. Add compliance notes for food, medical or hazardous products.
Who owns the packaging specification?
It is usually owned by packaging engineering or quality, with input from purchasing, operations and the customer. Whoever owns it should control revisions and make sure purchasing orders to the current revision only.
How is it different from a carton specification?
A carton specification describes one component, the box, in detail. The packaging specification sheet covers the complete pack from unit to pallet and refers to the carton and label specifications for the detail of each part.
How often should it be reviewed?
Review at every component change and at least once a year. A periodic audit comparing the specification, the ERP data and what the line actually packs usually finds drift before customers do.
If packaging specifications and the ERP item master disagree, we can build a private agent that compares documents with item data. Ask for a short review.
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