Quick Answer: The 12 Sections
- Document control.
- Buyer, market, and commercial scope.
- Complete tile manifest.
- Tile material and construction.
- Dimensions, edge, and finish.
- Face artwork, backs, and colors.
- Racks, pushers, mats, bags, and small accessories.
- Retail packaging and cartons.
- Samples and approval references.
- Quality-control and inspection criteria.
- Shipping, documents, and destination requirements.
- Change control and reorder records.
Do not let the specification become a collection of chat screenshots. One active document should identify every referenced file.
Why a Product Specification Matters
The specification solves five different problems:
- Quotation: Suppliers price the same scope.
- Sampling: The physical sample has a defined purpose.
- Production: The factory knows which files, materials, components, and processes are active.
- Inspection: Quality teams compare goods with measurable requirements.
- Reorder: The buyer can reproduce or deliberately revise the product.
Without a controlled specification, early estimates, design references, sample changes, and final purchase terms can contradict one another.
1. Document Control
Begin every specification with:
| Field | Entry |
|---|---|
| Project name | |
| Brand | |
| SKU / colorway | |
| Specification version | |
| Date | |
| Status | Working / RFQ / Approved for Sample / Approved for Bulk |
| Buyer owner | |
| Supplier owner | |
| Quality owner | |
| Supersedes version | |
| Related quote / PO | |
| Approved sample ID |
Use only one active version at each approval stage. If the document changes after approval, increase the version and state what changed.
2. Buyer, Market, and Commercial Scope
The same physical set may need different packaging, labels, or documentation for a boutique, ecommerce warehouse, club, corporate gift program, or distributor.
Record:
- Buyer type and target customer.
- Destination country and sales channel.
- Intended use and product positioning.
- Quantity and SKU split.
- Target launch or required in-market date.
- Private label, OEM, ODM, or hybrid model.
- Expected reorder or replacement strategy.
- Applicable retailer, marketplace, or importer requirements supplied by the buyer.
Commercial context helps the factory question choices that do not fit the channel.
3. Complete Tile Manifest
Do not write only "American Mahjong set." State whether the project uses 152, 160, 166, or another approved configuration and attach the exact tile list.
The manifest should include:
| Tile code | Tile name | Copies per set | Front artwork | Back artwork | Process | Notes |
|---|---|---|---|---|---|---|
Record suits, winds, dragons, flowers, jokers, blanks, spare or replacement tiles, and any brand-specific tiles. The sum of all rows must equal the total quoted tile count.
Also define:
- Numerals and words required for player readability.
- Tile orientation.
- Whether blank tiles are physically blank or contain a back only.
- Replacement grouping or internal pack-out.
- Any tile excluded from the artwork scope.
4. Tile Material and Construction
Use supplier-confirmed material wording.
| Field | Entry |
|---|---|
| Material family | Acrylic / melamine / other confirmed material |
| Supplier material code | |
| Optical direction | Clear / translucent / opaque / not applicable |
| Construction | Single-layer / two-tone / multi-layer / other |
| Layer sequence | |
| Face material / color | |
| Core material / color | |
| Back material / color | |
| Material lot control | |
| Required supporting data |
If the supplier cannot confirm exact composition at the RFQ stage, mark the field to confirm rather than filling it with an assumption.
5. Dimensions, Edge, and Finish
Specify finished product dimensions, not only raw material or nominal tooling dimensions.
| Dimension field | Requirement | Supplier proposal | Approval reference |
|---|---|---|---|
| Length | |||
| Width | |||
| Thickness | |||
| Edge geometry | |||
| Front edge | |||
| Back edge | |||
| Vertical corners | |||
| Surface finish | |||
| Back finish |
Attach front, side, back, and cross-section drawings where construction matters. Include supplier-proposed tolerances for buyer approval.
Lucky Mahjong reference size directions may include approximately 32 × 24 × 16-21 mm and approximately 37 × 27 × 22 mm depending on product requirements. These are discussion references, not universal standards.
6. Face Artwork, Backs, and Colors
Artwork Register
| File ID | File name / version | Component | Process | Color IDs | Approval status |
|---|---|---|---|---|---|
For custom production, vector artwork is preferred. Recommended formats include AI, editable PDF, SVG, or another editable vector format confirmed by the supplier.
Document:
- Engraving paths and fill colors.
- UV print artwork, underbase, and clear layer if used.
- Fonts outlined in production files.
- Front artwork safe area.
- Back logo, pattern, orientation, and process.
- Edge or layer color schedule.
- Physical color references.
- Licensed or third-party content approvals.
Separate digital communication values from physical production references.
7. Accessories
Create one row for every accessory.
| Component | Quantity per set | Material / model | Dimensions | Color / artwork | Function and fit | Sample ID |
|---|---|---|---|---|---|---|
| Racks | Tile fit | |||||
| Pushers | Rack and wall fit | |||||
| Mat | Table and play area | |||||
| Bag / case | Complete-set capacity | |||||
| Dice | ||||||
| Card holders | Card-size compatibility | |||||
| Other |
Components vary by product model and order requirements. The specification should state exclusions as clearly as inclusions.
8. Retail Packaging and Cartons
Retail Pack
- Packaging type and structure.
- Finished dimensions.
- Internal tray, divider, wrap, or bag.
- Component layout and unboxing order.
- Material, print process, finish, hardware, and closure.
- Dieline file and version.
- Insert cards and instructions.
- Barcode, SKU, batch field, and label placement.
- Country-of-origin and buyer-approved required text.
- Retail seal or tamper evidence if required.
Master Carton
| Field | Entry |
|---|---|
| Retail units per inner carton | |
| Retail units per master carton | |
| SKU mixing rule | |
| Carton dimensions | |
| Gross / net weight | To be confirmed from packed production sample |
| Carton marks | |
| Sealing method | |
| Pallet / parcel requirements |
Do not finalize carton estimates until the complete packed sample is available.
9. Samples and Approval References
List every sample and what it proves.
| Sample ID | Type | Material / process represented | Placeholders | Approved items | Open items | Date |
|---|---|---|---|---|---|---|
Possible sample types include material chips, process tiles, partial sets, complete sets, packaging prototypes, and pre-production references.
Record:
- Sample cost and shipping terms in the quote.
- Buyer review owner.
- Change list and revised file versions.
- Whether another physical sample is required.
- Location or retention of the approved master sample.
Sample policies depend on project scope and quantity.
10. Quality-Control and Inspection Criteria
Use measurable checks tied to the specification and sample.
Tile Checks
- Complete tile count and manifest.
- Correct material, construction, color, dimensions, edge, and finish.
- Engraving, fill, print, registration, and readability.
- Surface, layers, back, and set-level consistency.
Accessory Checks
- Quantity, dimensions, material, color, logo, and function.
- Rack and pusher compatibility.
- Mat dimensions, print, edge, and pack method.
- Bag or case capacity, closure, hardware, and protection.
Packaging Checks
- Correct artwork, barcode, labels, inserts, component layout, carton count, and carton marks.
Inspection Plan
| Stage | Inspector | Scope / sample method | Reference | Record | Release rule |
|---|---|---|---|---|---|
| Incoming | |||||
| First production | |||||
| In process | |||||
| Final |
Define defect categories, corrective action, reinspection, and shipment-release authority before production.
11. Shipping, Documents, and Destination
Record:
- Incoterm and named place.
- Origin and destination.
- Preferred shipping method or options to quote.
- Freight responsibility.
- Export and import document responsibility.
- Delivery address, appointment, warehouse, or marketplace needs.
- Buyer-provided tariff, compliance, retailer, or labeling instructions.
- Insurance and claim responsibility.
- Receiving inspection plan.
Shipping estimates depend on destination, quantity, carton dimensions and weight, and preferred delivery method.
12. Change Control and Reorders
Every change should use a change record.
| Change ID | Requested by | Current requirement | Proposed change | Reason | Cost / MOQ / timing impact | Sample need | Approval |
|---|---|---|---|---|---|---|---|
For reorders, confirm:
- Specification version.
- Artwork and tile manifest.
- Material and component availability.
- Color and approved sample comparison.
- Packaging and label versions.
- New quantity and commercial terms.
- Any supplier-proposed substitution.
- Inspection plan.
Never allow an undocumented substitution because a component is unavailable.
Copyable Specification Template
PROJECT / SKU:
SPEC VERSION / STATUS / DATE:
BUYER OWNER / SUPPLIER OWNER:
1. MARKET AND COMMERCIAL SCOPE
Buyer type:
Destination:
Sales channel:
Quantity / SKU split:
Required in-market date:
2. TILE MANIFEST
Total count:
Manifest file and version:
Jokers / blanks / spares:
3. TILE BODY
Material:
Construction / layers:
Finished dimensions:
Edge geometry:
Finish:
Body / back / edge colors:
4. ARTWORK
Face file register:
Back artwork:
Engraving / fill / print process:
Color references:
5. ACCESSORIES
Racks:
Pushers:
Mat:
Bag / case:
Dice / holders / other:
6. PACKAGING
Retail pack:
Insert / barcode / labels:
Master carton:
7. SAMPLES
Sample IDs:
Approved items:
Open items:
8. QUALITY
Inspection stages:
Acceptance references:
Defect and reinspection terms:
9. SHIPPING
Incoterm / named place:
Method to quote:
Destination / delivery needs:
10. ACTIVE FILES AND APPROVALS
Artwork:
Packaging:
Sample:
Quote / PO:
Pre-Release Checklist
- The manifest total equals the quoted tile count.
- Every component has a quantity and version.
- Material and construction use supplier-confirmed language.
- Finished dimensions and edge geometry are documented.
- Active artwork files match the review PDF.
- Racks, pushers, bags, and packaging fit the approved tile.
- Sample IDs and placeholders are recorded.
- QC checks are measurable.
- Packaging text, labels, and barcodes are approved.
- Shipping responsibility and destination are clear.
- Quote and PO reference the same specification.
- Change control is active.
Frequently Asked Questions
Is a product brief the same as a production specification?
No. A brief explains the goal and preferences. A production specification records approved materials, dimensions, files, components, samples, packaging, and quality criteria.
Who should create the specification?
The buyer should own the product requirements, while the supplier confirms manufacturability and production details. Both parties should approve the final controlled version.
Can the approved sample replace the specification?
No. A sample shows physical appearance and function, but it may not reveal material codes, artwork versions, quantities, labels, cartons, inspection methods, or commercial terms. Use both.
Should MOQ and price appear in the technical specification?
Reference the active quote or PO rather than turning changing commercial terms into permanent product attributes. The technical specification should identify quantity-dependent requirements when relevant.
What should change on a reorder?
Issue a new commercial confirmation and verify material, capacity, color, packaging, labels, quantity, and shipping. Keep the approved technical baseline unless a documented change is authorized.
Send a Specification for Review
Lucky Mahjong can review tile configuration, material direction, artwork, accessories, packaging, sample scope, and quote readiness for American Mahjong projects.
Related guides:
- Custom Mahjong Artwork File Requirements
- Factory Checklist Before Ordering
- Custom American Mahjong Sample Process
- Custom American Mahjong Sets
Send a Specification for Review or email [email protected] with your current brief, tile map, artwork, quantity, packaging plan, and destination.