Writing a specification
The document you give to suppliers explaining what you want to buy.
No matter what procurement process you use, always write a specification describing what you want to buy. It helps to make decisions later and tells suppliers exactly what you need.
It may help to write a draft to use in your business case for buying something.
Before you write a specification:
- talk to people who will use the thing you plan to buy, to make sure you get what they need
- talk to people who will approve the purchase
- talk to suppliers, to get an idea of prices and what’s available
- think about whether you need expert help with writing your specification or the whole buying process
Your specification should include:
- a precise description of what you need
- an explanation of what it should do, if needed
- the amount you need
- what quality it should be
- when you need it
Think about what is essential, what would be nice to have and what you will need in 1 or 2 years time.
Check you have included everything you need. If you miss something out it may cost more once you have a supplier, as there will no longer be other people competing to supply it cheaper.
If you cannot work out all the things you need to know for your specification there may still be other ways to buy, but you should get expert advice.
Use buying for schools: things to consider before you start.
Under the Procurement Act 2023 you will need to understand your obligations with regards to contract management and the publishing of appropriate notices.
The section Get training on the Procurement Act 2023 has information on how to:
- get free, approved DfE training on the Procurement Act 2023
- register on the central digital platform
Find out more from the update for schools and trusts on the Procurement Act 2023.