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Why can't I use a data sheet for a specification?

Last Updated On July 15, 2025

Although data sheets and specifications may seem similar they should not be confused with each other. Each serves a unique purpose at separate stages in the acquisition of materials. When comparing their differences and intended uses it becomes apparent why they should not be equated.

As an introduction to a product, data sheets are designed to represent its general characteristics and components. They are a snapshot or a brief overview of the product. The intended use of the information is for comparison purposes early in the screening phase of material selection. They are not to be used as a specification, and most data sheets have a disclaimer to the like. The properties/numerical data portion of a data sheets are portrayed as typical or nominal values. Unlike a specification, the values do not have ranges or limits. Data sheets typically have the following information: identification of the materials structure, description of feature and benefits, typical use and applications, physical and other properties, recommended processing conditions, and marketing information.

Specifications, on the other hand, are developed for a particular application and every property listed on data sheet may not be relevant. Specifications are the result of negotiated terms between a customer and a supplier for the purchase and continued delivery of product. The information at this point must be unambiguous. Specification data has ranges, tolerances and/or single sided limits. These limits are intended to define criteria for the acceptance of conforming material. Data is quantifiable so that it can be readily verified. Specifications may also include other requirements such as those related to quality systems and testing, defect classifications, print requirements, packing and labeling of the product, change notifications. These agreed upon and documented terms become contractually binding.

ASTM and SPMC provide resources for guidance on data sheets and specifications. ASTM 2559 Standard Guide for Writing a Specification for Sterilizable Peel Pouches and ASTM F99 Standard Guide for Writing a Specification for Flexible Barrier Rollstock Materials can provide a starting point. Your packaging and packaging material supplier can help in supporting data sheet applicability.