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Specification control

IQF Product Specifications and Sample Approval

Turn photos, benchmarks and product expectations into fields that buyers and suppliers can inspect together. We coordinate specification versions, sample stages, comments and approvals so the commercial reference is easier to understand and repeat.

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Caliper, scale, sample trays, sealed reference pouch and blank control sheet

Buyer requirementsStart with the checks and records you need

production facilityConfirm the supply option in your inquiry

Decision-ready follow-upConnect evidence to the order

EXECUTABLE SPECIFICATION

Define the fields that production, inspection and approval can use.

An IQF specification converts a visual expectation or benchmark into identifiable fields: product, presentation, sensory characteristics, defects, analytical requirements, packing, documents and intended use.

01

Identify the product

State the product, variety where relevant, IQF form, treatment and intended use so different items are not compared under one loose description.

02

Separate field, method and decision

A target, an inspection method and an acceptance decision are different. We record the check stage and reference where required.

03

Define defects clearly

Broken, discolored, attached stem, excessive stalk and foreign material need shared definitions before tolerances can be used.

SPECIFICATION FIELD MATRIX

Use one working structure, then confirm product-specific values.

The matrix describes field groups rather than publishing universal limits. Numeric targets, test methods and tolerances are confirmed for the proposed product, partner factory and buyer programme.

Field groupWhat belongs in the fieldWhy the buyer needs it
Product identityName, variety where relevant, origin, IQF status and treatmentKeeps quotation, sample and records on the same product.
Form & cutWhole, halves, florets, slices, dices or another presentationMakes visible form and process fit reviewable.
Sensory referenceAppearance, color, maturity, flavor, odor and textureTurns the benchmark into reviewable fields.
Defect tolerancesBroken pieces, discoloration, stems, stalk, peel or clumpingConnects each tolerance to a defined defect.
Analytical fieldsBrix, moisture, microbiological, residue or other required testsIdentifies result, method, laboratory and timing needs.
PackingUnit, inner pack, outer carton, print, code and pallet requirementsConnects approval to the supplied format.
Storage & handlingFrozen storage, shelf-life basis and handling instructionsSupports cold-store and distribution planning.
DocumentsSpecification, COA, test report, label or other required recordDefines qualification and shipment evidence.
Intended useRetail, foodservice, further processing or another applicationPrioritizes the fields that matter most.
Version & approvalRevision, sample identifier, approval scope and change historyShows what was approved and what changed.
BLANK WORKING FORMAT

A practical layout for building product requirements.

This template groups product identity, quality, packing, document and approval fields in one working structure.

TWO PRODUCT EXAMPLES

Use the application to decide which fields deserve attention.

The examples show how specification fields change by product and application. Numeric limits and methods are listed in the signed product specification.

IQF STRAWBERRY

Fruit fields for visible quality and application fit

For strawberry, we would confirm maturity direction, Brix requirement or test basis, size language, color reference, broken-fruit definition, attached calyx or stem expectations and intended use. A smoothie, bakery filling and retail pack may prioritize them differently.

IQF BROCCOLI

Vegetable fields for form, treatment and handling

For broccoli, the discussion can cover floret size, stalk length, color, tenderness or texture, blanching, broken-floret definition and processing or foodservice use. The production facility confirms the process and sample.

SAMPLE STAGES

Use each sample for a specific approval decision.

Each sample stage has a defined approval purpose and identity. Production and pre-shipment samples are recorded against the signed specification.

DIRECTIONAL

Indicative sample

Supports discussion of visible form, color, flavor, texture and application fit. Production approval is recorded at the production-sample stage.

PRE-PRODUCTION

Pre-production sample

Supports review of targeted fields and process feasibility after the quotation is clearer. Identity, date, route and limits remain visible.

PRODUCTION / RETENTION

Production or retained sample

Taken from or retained against an identified lot under an agreed procedure. It supports lot-specific comparison only within the documented scope.

Three people reviewing frozen fruit and vegetable samples beside a scale, laptop and product sheets.

Reviewing frozen-produce samples and product specifications.

VERSION & APPROVAL CONTROL

Keep the comment, sample and approved scope connected.

The approval trail identifies the specification version, sample, buyer comment, approval scope and material changes requiring review.

Control fieldRecord to keepWhy it matters
Specification versionRevision or date and changed fieldsKeeps the current production reference clear.
Sample identityNumber, stage, product, route and dispatch dateSeparates indicative, pre-production and lot samples.
Buyer commentsComments tied to sample and specification versionShows which field the feedback concerned.
Approval scopeApproved fields and stage, approver and datePrevents visual acceptance from becoming universal approval.
Change recordOrigin, facility, process, field, pack or timing changeMakes material changes visible before supply.
REAL INSPECTION CONTEXT

Photos support the review stage; they do not replace the specification.

These images show intake, in-process and finished-product inspection work across our supply network.

Raw pepper material check at a partner facility

Raw-material check

This image shows an intake-stage product inspection within our supply network.

Manual frozen product inspection at a partner production line

Manual product inspection

Representative production-line inspection context. It does not state a sampling plan, tolerance or pass result.

Product selection check before frozen processing

Product selection check

Representative visible-product review. Buyer specifications and approved samples remain controlled records, not public gallery material.

document access

Buyer and internal specifications remain controlled.

We do not publicly disclose customer specifications, commercial limits, approvals, batch data or restricted internal files. These materials are used only within the enquiry and approval workflow. Public diagrams use blank fields and generic examples. Buyer specifications and benchmark samples remain within the enquiry and approval workflow.

CONTINUE THE REVIEW

Connect this evidence to the product and buying route.

Continue with the relevant product, quality or buyer page.

Traceability

Connect the approved specification to lot and shipment records.

Review →

Packing Options

Carry product fields into the unit pack, label and carton.

Review →

Quality Control & Inspection

Define how the agreed fields will be checked.

Review →

Retail & Private Label

Continue with artwork, label and project approvals.

Review →

Worksheets for your sourcing review

We use clear specifications, sample references and document checks to prepare an order. Use these blank worksheets to organize your requirements and the questions to discuss with us.

Frozen produce sample comparison

Record agreed test conditions and compare broccoli, strawberry and sliced-shiitake samples on a consistent basis.

XMG Food · Version 1.0 · Published 2026-10-27 · Original purchasing worksheet

  1. Agree the method first. Write down the product form, sample identity, quantity, test purpose, equipment, preparation, timing and acceptance criteria before comparing results. Use the same method and units for each candidate.
  2. Keep the measurement basis visible. For broccoli, distinguish counts from weighed shares and define the stem portion. For strawberries, state the initial weighing basis, thaw conditions and draining procedure. For sliced shiitake, record thickness, the definition of fines, preparation and cooking conditions.
  3. Review results and deviations. Enter each observation or replicate separately. Record incomplete data and method deviations. Discuss the results against the agreed specification and intended application before approving a reference sample.

What to record

  • Product, supplier, sample or lot and specification revision
  • Sample quantity, units, equipment and method reference
  • Preparation conditions, duration and weighing basis
  • Broccoli size observations and stem-share basis
  • Strawberry thaw and drip measurements
  • Sliced-shiitake thickness, fines and cooked-yield measurements
  • Replicates, deviations, review owner and decision

How to interpret the worksheet

These are blank comparison methods, not XMG test results or universal acceptance limits. The product-specific tabs cover broccoli, strawberries and sliced shiitake. Other products need an agreed suitable method. Different preparation or weighing bases should not be combined into a single ranking.

Cite this worksheet

XMG Food. Frozen produce sample comparison. Version 1.0. 2026-10-27. https://xmgfood.com/quality-supply/product-specifications-sampling/#xmg-resource-sample-comparison

Download editable workbook (XLSX)Print the method sheet (PDF)
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BUYER QUESTIONS

Technical specification and sample questions

order answers are confirmed against the proposed product and production facility route.

Yes. Share the current version and identify the critical fields. We coordinate it against the proposed product and production facility route, mark open questions and avoid converting unconfirmed values into promises.

We can use it to start the field discussion, but a photo or reference sample needs an identity, purpose and written field list before it becomes a repeatable commercial reference.

An indicative sample only tests direction. Record its identifier and your comments, agree a written specification with measurable acceptance points, then define whether a pre-production or production-stage sample is needed for approval. We coordinate the decision with the selected facility and keep the approved version with the order. Tell us the application and what your team will test in the sample.

The buyer requirement can be the common comparison baseline, but each proposed facility must confirm it. A route change may require sample, document or tolerance review.

For strawberries, specify form, size, colour or maturity, defects and the way the fruit will be used. For broccoli, specify floret or cut form, size distribution, stem proportion, colour, defects and handling needs. The buyer and proposed facility agree the numerical limits and check method for the actual SKU; a photo alone does not set a tolerance. Send your current specification or benchmark sample with the intended application.

Comments should cite the sample identifier and specification version and state the field being discussed. This reduces ambiguity when the comment is passed to the production facility.

A material change in product, origin, facility, process, form, tolerance, packing or intended use can trigger a new review. The required stage depends on the change and buyer programme.

Availability and format depend on the sample stage and supply plan. State the analytical fields and document purpose so we can confirm what is relevant.

SPECIFICATION & SAMPLE

Confirm Your Specification & Sample Plan

Send the working requirement and tell us which decision the sample must support. We will identify the missing fields, proposed sample stage and approval records that should remain connected.

  • Product and intended use
  • Existing specification or benchmark sample
  • Critical tolerances and defect definitions
  • Packing
  • Required sample stage
  • Analytical or document requirements
Confirm Your Specification & Sample Plan
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