How to Write a Textile Specification Sheet
GSM, thread count, fibre, Pantone colour, certifications, and QC requirements — a complete specification guide for procurement managers ordering towels and bed linen
Step 1: Define Product Type and End Use
Start with the application context
Before specifying any technical detail, define where the product will be used. A hotel bath towel has different requirements from a salon cape, a pool towel, or a hospital barrier towel. End use determines: required GSM range, durability requirements (wash cycles before replacement), regulatory requirements (hospital vs hospitality), and packaging format (individually wrapped vs bulk bale).
Product category header
Your spec sheet header should state: • Product name: e.g. "Bath Towel — Hotel Grade" • Intended use: e.g. "5-star hotel room — daily laundry programme" • HS code reference: e.g. HS 6302.60 (for terry towels) • Order quantity this spec applies to • Spec sheet version number and date (essential for revision tracking)
Step 2: Specify Fibre Content and Yarn Type
Fibre content declaration
State fibre content as a percentage: "100% combed cotton" or "70% cotton / 30% polyester" or "100% GOTS-certified organic cotton." Fibre content must match what will appear on the product label under textile labelling regulations in the destination market (EU Textile Regulation 1007/2011, US Textile Fiber Products Identification Act, etc.).
Yarn construction matters
For towels: specify "ring-spun" or "open-end (OE) spun" yarn. Ring-spun yarn produces a softer, more durable fabric at higher cost. OE-spun yarn is faster and cheaper but produces a coarser handle. For premium hotel linen, specify ring-spun. For budget-tier institutional use, OE-spun at appropriate GSM may suffice. For bed sheets: specify "combed" or "carded" cotton, and yarn count (e.g. "40s/1 combed" for a 200 TC percale sheet).
Step 3: Set GSM or Thread Count
GSM (grams per square metre) for towels
GSM is the primary quality indicator for terry towels. Typical ranges: • 300–400 GSM: Lightweight gym/sports towel, quick-dry • 400–500 GSM: Economy hotel towel, high-turnover hospitality • 500–600 GSM: Premium hotel, resort, and spa grade • 600–750 GSM: Luxury boutique hotel, high-end retail Specify the target GSM and acceptable tolerance: e.g. "550 GSM ± 25 g/m²" (±5% is industry standard tolerance).
Thread count (TC) for bed linen
Thread count measures the number of threads per square inch in woven fabric. Common hotel grades: • 180–200 TC: Budget institutional, hostel • 200–300 TC: Economy hotel, guesthouse • 300–400 TC: Mid-range hotel, B&B • 400–600 TC: Premium hotel, resort • 600+ TC: Luxury, high-end retail Note: TC inflation (counting ply separately) is common. Specify "single-ply count" to avoid inflated numbers.
Step 4: Define Dimensions and Sizes
State finished dimensions, not cut dimensions
Always specify finished (after washing) dimensions, not loom or cut dimensions. Textile fabric shrinks 3–8% in washing and finishing. Specify: "Finished size: 70 cm × 140 cm ± 1.5 cm" for a bath towel. Common hotel towel sizes: • Bath towel: 70×140 cm or 27"×54" • Hand towel: 50×100 cm or 20"×40" • Face cloth: 30×30 cm or 12"×12" • Bath sheet: 90×180 cm or 36"×72"
Bed linen sizing by market
Bed linen sizing varies by market. Always specify exact cm dimensions and state the target market: • UK Double: Duvet cover 200×200 cm, fitted sheet 137×190 cm (30 cm tuck) • US Queen: Duvet cover 228×228 cm, fitted sheet 153×203 cm (38 cm tuck) • EU Standard: Duvet cover 155×220 cm, fitted sheet 140×200 cm Specify deep pocket fitted sheets separately if mattress depth exceeds 30 cm.
Step 5: Specify Colour (Pantone or RAL)
Use Pantone references for colour accuracy
Never specify colour by name alone ("ivory," "ecru," or "champagne" are open to interpretation). Use Pantone Textile Colour System (TCX) references: e.g. "Pantone 11-0601 TCX (Bright White)" or "Pantone 12-0712 TCX (Whitecap Gray)." For white hotel linen: specify optical brightening agent (OBA) level. "High OBA" produces a blue-white appearance. "No OBA" or "low OBA" produces a natural warm white more suitable for luxury and organic-certified products.
Colour tolerance and shade cards
Specify acceptable shade variation: "±2 Pantone shade steps" is the standard for hospitality linen. For solid-colour towels, provide a physical shade card or lab dip sample that the manufacturer dyes to match. State: "Lab dip approval required before production commences. Maximum Delta E 1.5 under D65 illuminant."
Step 6: List Certification Requirements
Mandatory certifications by end use
List all required certifications explicitly: • EU/UK retail: OEKO-TEX STANDARD 100 (all components) • Organic range: GOTS certification (fibre + manufacturing) • US hospitality: No mandatory cert, but OEKO-TEX preferred • Hospital/healthcare: Relevant EN or ISO standards for infection control • Sustainability claims: BCI cotton certification, Recycled Content Standard (RCS) for recycled fibre Specify that certificates must be current (not expired) at time of shipment.
Label and care instruction requirements
Specify care label content and format: ISO 3758 care symbols for EU/UK, ASTM D5489 for USA. State the required languages for care labels and country-of-origin labelling. For export to Australia, care labels must meet AS/NZS 1957. Failure to meet labelling requirements can result in customs detention or retailer rejection.
Step 7: Add QC and Testing Requirements
Test standards to specify
Include a testing section in your spec sheet: • GSM: ISO 3801 (within ±5% tolerance) • Colour fastness to washing: ISO 105-C06 (minimum Grade 4 on both colour change and staining) • Colour fastness to rubbing: ISO 105-X12 (minimum Grade 3 dry, Grade 2 wet) • Dimensional change after washing: ISO 6330 (≤5% shrinkage for towels, ≤3% for bed linen) • pH (skin contact): 4.5–7.5 (neutral/mildly acidic, not alkaline) • Tensile strength: ISO 13934-1
AQL inspection level
State your acceptance quality limit: "AQL 2.5, Inspection Level II per ISO 2859-1." AQL 2.5 means you accept a batch if fewer than 2.5% of units have major defects. For critical items (e.g. hospital linen), specify AQL 1.5. State whether a third-party pre-shipment inspection is required, which agency is acceptable (SGS, Intertek, Bureau Veritas, QIMA), and that goods may not ship without a passed inspection report.
Frequently Asked Questions
Is there a standard template for a textile specification sheet?
There is no single universal template, but a complete textile spec sheet for linen should contain: product name and end use, fibre content and yarn type, GSM or thread count with tolerance, finished dimensions with tolerance, colour reference (Pantone TCX), certification requirements, care label specifications, and QC/test requirements including AQL level. Anabyn provides a spec sheet template on request when you place an enquiry.
What is the difference between Pantone colour and a physical shade card?
A Pantone TCX reference is a standardised colour number from the Pantone Textile + Apparel colour system. It allows a supplier anywhere in the world to reproduce the exact colour without having to physically match a sample. A shade card (or lab dip) is a physical dyed fabric sample that the manufacturer produces to your specification. For production, both are used: the buyer approves a lab dip, and the Pantone reference ensures subsequent production batches match the same standard.
What test reports are required for hotel linen imports?
For most hotel supply chains, the minimum test reports are: OEKO-TEX STANDARD 100 certificate (covering harmful substances), ISO 105-C06 colour fastness to washing (minimum Grade 4), ISO 6330 shrinkage test (≤5% for towels), and an AQL 2.5 inspection report from a recognised third-party agency. For sustainability-positioned hotels, GOTS or BCI certification documentation will also be required.
What are the most common specification mistakes buyers make?
The most costly mistakes: (1) Specifying target GSM without a tolerance, leading to disputes over borderline samples. (2) Specifying colour by name without a Pantone reference, causing shade mismatch. (3) Omitting shrinkage requirements, receiving goods that shrink significantly after the first wash. (4) Not specifying finished dimensions vs. cut dimensions, receiving undersized product. (5) Not listing certification requirements upfront, discovering the supplier is not certified only after production is complete.
How many revisions should I expect on a spec sheet before production?
For a new supplier relationship, expect 2–3 revision rounds: initial spec submission, lab dip and pre-production sample review, and potentially a second lab dip if the first colour or GSM is outside tolerance. Build 2–3 weeks into your project timeline for spec approval. Once the supplier has your approved spec on file, repeat orders run without revision rounds unless you change the specification.
Start with a Free Spec Sheet Template
Anabyn provides a complete product specification template when you submit an enquiry. Share your end use and target market and our team will help you build the right specification for your first order.
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