Building Specification Sheets for Food Additives in B2B Supply
In B2B ingredient supply, your specification sheet is not marketing—it's a contract-like technical document. It determines whether customers approve a product for use, how incoming QC is performed, and how disputes are resolved. A good spec sheet prevents delays, reduces re-testing, and builds trust across quality, regulatory, purchasing and production teams.
This article explains what to include in a professional food additive specification, how to choose parameters that matter, and how to keep your specification aligned with your Certificate of Analysis (CoA) so every shipment matches expectations.
A spec sheet workflow you can reuse
Use these sections as a standard. The key is consistency: across products, across lots, and across customers.
Spec vs TDS vs CoA
What each document is for, and why mixing them causes onboarding problems.
Spec sheet structure
The essential sections that buyers and QC teams expect to see.
Choosing parameters
How to decide what to test: functional performance, safety, identity, and handling.
Typical specs by additive type
Common parameter sets for acids, sweeteners, gums, phosphates, preservatives, vitamins and enzymes.
Spec ↔ CoA alignment
How to prevent the #1 cause of quality disputes: mismatch between spec limits and CoA reporting.
Copy/paste spec template
A professional template you can adapt to each product and customer.
Spec sheet vs TDS vs CoA vs SDS: what belongs where
Customers get frustrated when the “spec” is actually a brochure, or when the CoA reports parameters that don’t exist in the spec. Define the role of each document and keep them consistent.
The “contract” document
Defines identity, key quality parameters, acceptance limits, and the conditions under which the material is considered compliant. This is what a customer uses to approve a supplier and set incoming QC criteria.
Rule: If it matters for acceptance, it must appear here.
The “application” document
Explains performance, functional benefits, recommended dosage, process notes and compatibility. The TDS helps R&D and production teams—without adding contractual constraints.
Rule: Keep marketing claims out of the spec; keep limits out of the TDS unless essential.
The “lot proof” document
Reports results for one batch/lot and shows compliance against the spec. Every parameter on the CoA should map to a spec parameter (or be clearly labeled as “informational”).
Rule: Same names, same units, same limits as the spec.
The logistics & workplace document
Covers hazard classification, handling, PPE, storage compatibility and emergency measures. Often required by customer EHS teams and logistics providers even for food-grade materials.
The compliance support pack
Statements for allergens, GMO, irradiation, origin, vegan/vegetarian suitability, Halal/Kosher, and contaminants should be controlled, dated, and consistent with the product’s true supply chain.
Onboarding speed
Many approvals stall because the customer cannot establish: identity, testability, and acceptance criteria. A clean spec pack reduces email back-and-forth and prevents “please re-test” requests.
A professional specification sheet structure
Most customers expect a familiar structure. Use consistent headings across all your products. That consistency is a signal of a controlled quality system.
Document controls
- Product name + grade (food grade)
- Internal code (optional) + customer code (optional)
- Revision number, issue date, author/approver
- “Supersedes” and change summary (recommended)
Product identification
- Chemical name, common name, synonyms
- Functional class (acidulant, preservative, stabilizer, etc.)
- CAS / E-number / INS (where relevant)
- Molecular formula / MW (for pure chemicals)
- Description: appearance, odor, taste
Key specifications (limits)
- Assay/purity (main component)
- Moisture / loss on drying
- pH (defined concentration), acidity/alkalinity
- Solubility / particle size (if performance-critical)
- Impurities and contaminants (as applicable)
- Microbiology (as applicable)
Test methods & reporting
- Reference methods (FCC, JECFA, pharmacopeial, in-house)
- Units and reporting rules (“as is”, “dry basis”)
- Measurement uncertainty / rounding (optional but helpful)
- Sampling plan or “per lot” statement
Packaging, shelf life & storage
- Standard packaging (bag/drum/big-bag) + liners
- Net weight tolerance (if relevant)
- Shelf life (months) + storage conditions
- Transportation notes (avoid moisture/heat, etc.)
Statements & references
- Intended use statement (food additive / ingredient)
- Origin statement (as required)
- Allergen / GMO / irradiation statements (as applicable)
- Halal/Kosher certificates (if needed)
- Regulatory reference notes (market-specific)
Keep the spec “testable”
A buyer must be able to verify compliance through routine incoming QC. Avoid vague lines like “high purity” or “good quality”. Use measurable parameters, defined methods, and clear limits.
How to choose the right parameters (without overloading the spec)
Too few parameters create quality risk. Too many create supply risk (unnecessary rejections) and higher testing cost. Choose parameters that protect: identity, safety, performance and handling.
Confirm it’s the right material
- Assay/purity of the main component
- Identification test (where appropriate)
- Appearance/odor as a quick screening tool
- Key phys-chem markers (pH, refractive index, etc.)
Control impurities and contaminants
- Heavy metals (where relevant to the additive)
- Residual solvents (where relevant)
- Insoluble matter (where relevant)
- Microbiological limits (for many natural-derived powders)
Protect functional behavior
- Viscosity / gel strength (hydrocolloids)
- Particle size / mesh (dispersion and processing)
- Active content (enzymes, vitamins)
- Buffering capacity / neutralization value (some systems)
Ask these 4 questions for every parameter
- Does it prevent misidentification? (wrong material, wrong grade)
- Does it prevent a safety risk? (contaminants, microbiology)
- Does it protect performance in the target application? (texture, sweetness, stability)
- Is it practical for incoming QC? (routine, not exotic; reasonable cost/time)
If the answer is “no” to all four, it probably doesn’t belong in the spec (maybe in the TDS instead).
Typical parameter sets by additive type
These are common “starting sets”. Adjust based on customer needs, regulatory markets, and application sensitivity. Keep your product family consistent: e.g., all acids follow a similar structure.
Common parameters
- Assay (dry basis where relevant)
- Moisture / loss on drying
- Insoluble matter
- Residue on ignition / sulfated ash
- Heavy metals (as applicable)
- Particle size (granular grades)
Common parameters
- Assay (active content)
- Related substances / impurities
- Moisture / loss on drying
- Specific rotation / identification (where applicable)
- Heavy metals (as applicable)
- Microbiology (usually not the driver, but depends on source)
Common parameters
- Assay and related sugars/polyols profile
- Moisture
- Reducing sugars (where relevant)
- pH (defined solution concentration)
- Conductivity / ash (where relevant)
- Microbiology (especially for syrups)
Common parameters
- Viscosity (define rpm, temperature, concentration, time)
- Moisture
- Ash
- Particle size / mesh
- Microbiology (TPC, yeast & mold; pathogen policy)
- Heavy metals (natural-derived risk control)
Common parameters
- Assay / P2O5 content (or equivalent)
- pH (defined concentration)
- Insoluble matter
- Moisture
- Heavy metals (as applicable)
- Particle size (handling and dissolution)
Common parameters
- Assay
- Moisture / loss on drying
- pH (defined concentration)
- Insoluble matter
- Heavy metals (as applicable)
- Identity tests / impurities profile
Common parameters
- Potency (IU or mg/g) + overage policy (if applicable)
- Loss on drying / moisture
- Particle size (for premixes)
- Carrier system disclosure (where appropriate)
- Microbiology (depends on format and processing)
- Stability notes (heat/light/oxygen sensitivity)
Common parameters
- Enzyme activity (define unit, method, conditions)
- Moisture
- Microbiology policy (especially for fermentation-derived)
- Carrier composition (important for labelling)
- Heavy metals (as applicable)
- Storage & stability (temperature limits)
Common parameters
- Composition ranges (active + carriers)
- Active content (where relevant)
- Bulk density / flow (handling)
- Particle size distribution
- Microbiology (if natural-derived components exist)
- Allergen / GMO / origin statements (blend-level)
Always define test conditions for functional parameters
Parameters like viscosity, gel strength, and enzyme activity are meaningless without conditions (concentration, temperature, shear/rpm, time, pH, and method). If you don’t define conditions, customers will test differently and reject good material.
Spec ↔ CoA alignment: the fastest way to reduce claims and rejections
Most disputes come from document mismatch, not from product failure. Lock a “single source of truth” approach: spec defines limits; CoA reports results against those exact limits.
Use identical parameter names
If the spec says “Loss on Drying”, don’t label it “Moisture” on the CoA unless you define equivalence. Consistent naming reduces misinterpretation by customers’ ERP and QC systems.
Use identical units
ppm vs mg/kg, % vs g/100g, “as is” vs “dry basis” — small unit mismatches create false nonconformities. Standardize units per product family and keep them stable across revisions.
Match limits & reporting rules
A spec limit of “≤ 0.5%” must not become “≤ 0.50” in an ERP export without unit context. Define rounding rules and keep the number of decimals consistent between spec and CoA.
Create a “CoA mapping table” for each product
- Column 1: Spec parameter name
- Column 2: Spec limit (min/max) + units
- Column 3: Test method reference
- Column 4: CoA field name (must match or be defined)
- Column 5: Reporting rule (decimals, “ND”, “< LOQ”, etc.)
When you change the spec, update this mapping and the CoA template at the same time.
How to revise specs without upsetting customers
- Classify changes: editorial vs limit change vs method change vs source change.
- Communicate early: send revision summary and “effective from lot X” statement.
- Run overlap: provide both old and new spec for a transition window if customers need re-approval.
- Archive properly: keep past revisions available for traceability and investigations.
Copy/paste specification template (professional B2B format)
Adapt this template per product. Keep the headings consistent across your portfolio. Customers approve suppliers faster when every spec looks familiar.
Food Additive Specification Sheet
DOCUMENT CONTROL
- Product Name:
- Grade: Food Grade
- Internal Code (optional):
- Revision No:
- Issue Date:
- Supersedes:
- Prepared by / Approved by:
1) PRODUCT IDENTIFICATION
- Chemical / Common Name:
- Synonyms:
- Functional Class:
- CAS No (if applicable):
- E-number / INS (if applicable):
- Description (appearance/odor/taste):
2) SPECIFICATIONS (ACCEPTANCE CRITERIA)
(Define units and basis: as-is or dry basis)
- Assay / Active content:
- Loss on Drying / Moisture:
- pH (define solution concentration and temperature):
- Insoluble matter:
- Residue on ignition / Ash:
- Particle size / Mesh (if applicable):
- Viscosity / Activity / Performance parameter (define conditions):
- Impurities (as applicable):
- Heavy metals (as applicable):
- Microbiology (as applicable):
- Total Plate Count:
- Yeast & Mold:
- Pathogen policy:
3) TEST METHODS
- Method references (FCC/JECFA/Pharmacopeia/ISO/AOAC/In-house):
- Sampling statement:
- Reporting rules (decimals, ND/LOQ reporting):
4) PACKAGING & LOGISTICS
- Standard packaging:
- Net weight:
- Palletization (optional):
- Storage conditions:
- Shelf life:
5) COMPLIANCE & STATEMENTS (AS APPLICABLE)
- Intended use statement (food additive / ingredient):
- Country of origin:
- Allergen statement:
- GMO statement:
- Irradiation statement:
- Vegan/vegetarian suitability (if applicable):
- Halal/Kosher (if applicable):
- Traceability & lot coding statement:
6) CONTACT
- Supplier / Manufacturer:
- Address:
- Technical contact:
- Email / Phone:
Tip: If a customer requires a specific standard reference (e.g., EU purity criteria or FCC), add a short “Reference note” at the end, but keep the acceptance limits as the primary truth.
Common specification reference sources
Different markets and customers cite different references. These are commonly used anchors for identity/purity criteria and permitted-use discussions. Always follow the destination market and customer requirements.
GSFA / INS baseline
- Codex GSFA Online database: Open
- Useful for food category permissions and functional class language.
EU specifications
- Regulation (EU) No 231/2012 (specifications for food additives): Open
- Frequently referenced by customers for identity and impurity limits.
Why ISO/IEC 17025 matters for acceptance testing
Many customers prefer (or require) testing to be performed by competent laboratories operating under ISO/IEC 17025, especially for dispute resolution and third-party verification. Even when not required, aligning your methods and reporting discipline to that standard improves trust in results.
ISO/IEC 17025 overview: Open
Related Atlas Academy articles
Pair strong specs with market-ready documentation and certification control.
How to Manage Halal and Kosher Certification for Food Additives
How to verify certificate scope, manage renewals, and avoid certification gaps in sensitive markets.
Documenting Food Additives for Private Label and Contract Manufacturing Projects
Documentation flows, NDAs, and technical data packages for contract manufacturing and private label.
Quality Control Checklist for Incoming Food Additives
Sampling, testing, release rules, and how to build a practical incoming QC plan.