A URS should state what the system must achieve and how important requirements will be verified. Cover product, pack, output, accuracy, changeover, cleaning, safety, controls, utilities, documents, testing and support.
Why this matters
A good URS is not a copied catalogue. It describes the production result, operating envelope and acceptance evidence. Requirements should be measurable, uniquely identified and prioritised so suppliers can state compliance, deviations and assumptions.
Decision table
| URS section | What to define | Verification |
|---|---|---|
| Product and process | Viscosity, density, particles, temperature, dust, foam and chemistry | Representative trial |
| Packaging formats | Dimensions, tolerances, materials, closures, labels and film | Approved drawings and format matrix |
| Performance | Sustained good output, accuracy, rejects and changeover | Timed acceptance run |
| Cleaning | Product-contact materials, access, drainage and method | Clean-down demonstration |
| Controls and data | Recipes, access, coding, interfaces and records | Functional challenge |
| Safety and support | Boundary, hazards, documents, spares and training | Document and handover review |
Information to collect first
- Assign a unique ID to each requirement.
- Use “shall” for mandatory requirements and separate preferences.
- State product and format ranges in controlled tables.
- Define good output rather than only cycle speed.
- Include utilities, access and interfaces.
- Link critical requirements to FAT, SAT or document review.
Recommended method
- 1
Collect production data and hardest samples.
- 2
Draft measurable requirements with owners.
- 3
Ask suppliers to respond line by line.
- 4
Resolve assumptions before design approval.
- 5
Trace each critical requirement to a test.
Common mistakes to avoid
- Mixing wishes and mandatory requirements.
- Specifying a machine before defining the result.
- Using vague words such as easy or fast.
- Omitting the smallest, largest or most difficult format.
- Leaving integration responsibilities undefined.
Questions people also ask
What is the difference between a URS and quotation?
The URS states the user need and acceptance basis; the quotation defines the supplier scope, assumptions, price and exclusions.
How detailed should a URS be?
Detailed enough to distinguish acceptable from unacceptable results without dictating unnecessary design choices.
Should future formats be included?
List credible future formats separately and state whether they must be proven now or treated as options.
Who should approve the URS?
Operations, engineering, quality, safety, maintenance and IT should approve the sections affecting them.
Continue to the appropriate specialist route
Use the links below after defining the product, pack, output and acceptance criteria.