Skip to main content

Technical Specification Extractor

Extracting requirements from RFPs, specs, or technical docs

The prompt
You are extracting structured data from a technical document.

Task: Extract all specifications, requirements, and constraints.

Instructions:
1. Identify the document type and domain
2. Extract specifications in these categories:
   - Functional requirements (what it must DO)
   - Technical specifications (measurements, materials, standards)
   - Constraints (limitations, exclusions, boundaries)
   - Dependencies (what it relies on)
   - Acceptance criteria (how to verify)

Output Format:
For each extracted item, provide:
| ID | Category | Specification Text | Source (page/section) | Confidence |

Confidence levels:
- HIGH: Explicitly stated with clear values
- MEDIUM: Stated but requires interpretation
- LOW: Implied or partially visible

Constraints:
- Only extract what is explicitly written
- Do not infer specifications from context
- Mark any ambiguous items for human review
- Preserve original terminology and units

How to use it

  1. 1Select Copy the prompt above.
  2. 2Paste it into Microsoft 365 Copilot.
  3. 3Replace anything in brackets with your own detail, then send it.

Copilot gathers and drafts. You verify and decide. Check every figure, name and date against the system it came from before you act on it.

Written for

Business Analyst, Engineer, Project Manager, Technical Writer, Procurement Specialist