Foreword

1. This standard is approved for use by all Departments and Agencies of the Department of Defense (DoD).

2. This standard covers the format and content requirements for developing defense specifications, which are used on multiple programs or applications, and program-unique specifications, which are used for a single program or system with little or no potential for use with other programs or systems.  The policies governing such procedural matters as authorization for document development, coordination, comment resolution, indexing and distribution, application, and document maintenance can be found in DoD 4120.24-M, “Defense Standardization Program Policies and Procedures.”

3. This revision has resulted in many changes to specification format, but the most significant ones are:
   

   a.	Replacement of “pen-and-ink” type amendments by amendments integrated into the full specification.
   b.	Limiting the number of amendments for a specific issuance to a maximum of five before the document must be revised.
   c.	Introduction of administrative notices to allow for nontechnical changes to be made quickly and without the need for coordination.
   d.	Additional requirement to provide Internet addresses to contact organizations and obtain referenced documents.
   e.	Expansion of the maximum number of characters in a Part or Identifying Number (PIN) from 15 to 32 characters.
   f.	Elimination of the distinction between associated specifications and specification sheets.
   g.	Allowance of a cover page for specifications under certain conditions.
   h.	Allowance of a table of contents if a cover page is used.
   i.	Elimination of the DD Form 1426.
   j.	Replacement of the DoD Index of Specifications and Standards (DoDISS) with the Acquisition Streamlining and Standardization Information System (ASSIST) database.
   k.	Integration of program-unique specification requirements previously covered by MILSTD-490, which is canceled.

4. The overall purpose of a specification is to provide a basis for obtaining a product or service that will satisfy a particular need at an economical cost and to invite maximum reasonable competition.  To this end, specifications may not be unduly restrictive.  By definition, a specification sets limits and thereby eliminates, or potentially eliminates, items that are outside the boundaries drawn.  However, a specification should be written to encourage, not discourage, competition consistent with seeking overall economy for the purpose intended.  A good specification should do four things: (1) identify minimum requirements, (2) list reproducible test methods to be used in testing for compliance with specifications, (3) allow for a competitive bid, and (4) provide for an equitable award at the lowest possible cost.  Proper preparation and use of defense specifications is a difficult task requiring careful analysis and good judgment.  The following points are some helpful reminders for consideration when developing a specification:
   

   a.	For commercial products, first consider using or developing a non-Government standard or including DoD requirements in an existing non-Government standard.  If that will not meet the need, consider developing or revising a commercial item description.
   b.	The specification preparing activity should maintain a carefully documented, permanent record of the source and reason behind particular requirements and changes to requirements.  Issues and controversial areas during the coordination process should be noted, and it may be desirable to summarize these issues and areas in the "Notes" section of the document and solicit feedback as experience develops.  This record should provide a basis for related application guidance and a history useful in future document revisions.
   c.	Wherever possible, state requirements in terms of performance or form, fit, and function, as opposed to providing details on "how to" achieve the desired result.
   d.	Avoid unnecessary reference to other documents, which can lead to excessive "tiering" of requirements.  If only a small portion of another document is needed, it may be better to extract that portion and include it in the specification rather than reference the document.  When referencing another document, try to limit the extent of its application by citing specific grades, types, or classes, or citing specific requirements or tests. Do not cite paragraph numbers in referenced documents since these are likely to change in future updates.
   e.	Try to make use of commercial products, processes, or practices when setting requirements or tests.
   f.	Make a distinction between requirements portions and guidance portions of documents.  Careful attention to use of the words "should" (guidance language) and "shall" (requirement language) is important
   g.	Use Section 6 "Notes" to provide users with guidance information that should be considered for inclusion in the contract, how to apply the document to different contract types and different program phases, lessons learned, relationship to other documents, tailoring guidance, and any other information that is not suitable for inclusion as a requirement or test.
   h.	If a specification is the source document for data item descriptions, develop, coordinate, and issue the specification and the data item descriptions together.

5. The figures appearing at the back of this standard are fictitious and are used only as examples to illustrate format.  If there is any conflict between the text of the document and the figures at the end of this document, the text applies.

6. Comments, suggestions, or questions on this document should be addressed to the Defense Standardization Program Office (DSPO), ATTN: J-307, 8725 John J. Kingman Road, Stop 6233, Fort Belvoir, VA 22060-6233 or emailed to DSPO@dla.mil.  Since contact information can change, you may want to verify the currency of this address information using the ASSIST Online database at http://dodssp.daps.mil.