Valve Data Sheet Template: Fields, Examples & How to Use It

If your valve data sheet is weak, everything that comes after it is built on guesswork.

Wrong pressure class, wrong trim material, missing test requirements, vague service description – they all start with a vague or incomplete data sheet. Once the valve has been ordered, manufactured and delivered, fixing these mistakes is expensive and slow.

This guide gives you a practical, in-article valve data sheet template plus a full explanation of:

• Which fields you actually need
• How to fill them correctly
• How inspectors and engineers should use the data sheet in procurement and inspection

The goal is simple: by the end, you can build a clear, inspection-friendly valve data sheet that supports purchasing, factory inspection, receiving inspection and reporting.

Where the Valve Data Sheet Sits in Your Workflow

A valve data sheet is not a nice extra. It is the link between:

• P&ID and line list
• RFQ and purchase order
• vendor drawings and ITPs
• test reports, MTCs and final dossier

In practice the data sheet:

• Tells the vendor exactly what to build and test
• Gives procurement a single point of truth for scope
• Tells inspectors what to check, witness and record
• Shows receiving and site teams how to verify the valve matches the order

If it is missing, incomplete or inconsistent, you will see the impact later as NCRs, delays and disputes – something NTIA sees repeatedly in valve inspection training.

Overview: The Eight Sections of a Good Valve Data Sheet

A practical valve data sheet for industrial service usually contains eight logical sections:

• General & Tagging Information
• Process & Operating Conditions
• Valve Design & Materials
• Actuation & Accessories
• Testing & Inspection Requirements
• Marking & Traceability
• Packaging, Handling & Storage
• Project Notes, Deviations & Approvals

You can keep this structure whether your data sheet lives in Excel, a database, or directly in a document. In this article we keep everything inside the article, so you can copy/paste directly into your own template.

1. General & Tagging Information

This is where you tell everyone which valve we are talking about and where it will live in the plant.

Recommended fields:

• Project / plant name
• Valve tag number (must match P&ID / line list)
• Line / P&ID number
• Service / media name (e.g. main steam, condensate, LPG line)
• Location / area in the plant
• Required delivery date
• Quantity

You can express it as a compact block instead of a wide table, for better readability:

General data (example)
Project: City-Water Treatment Plant #3
Tag: V-3006-GW
Line / P&ID: P-1001 / P&ID-Line-A12
Service: Treated water, distribution header
Location: Treatment skid A, ground floor
Required delivery: 2025-12-15
Quantity: 1

Common mistakes

• Leaving the service description as “water” or “gas” with no context
• Using a tag number that does not match the latest P&ID revision
• Forgetting the quantity, so vendor quotes only one valve while you need four

A clean general section makes the rest of the data sheet easier to read and align with checklists like those in Valve Inspection Checklist.

2. Process & Operating Conditions

Process conditions drive almost every major choice: valve type, class, materials, seat design, coatings and test requirements. If you get this section wrong, the rest of the sheet is built on sand.

Key parameters to define:

Parameter	Why it matters
Operating pressure (min / normal / max)	Ensures body rating and seat design match real pressure swings.
Design pressure / pressure class (PN, ANSI/ASME)	Ties the valve to the correct piping class and wall thickness.
Operating temperature (min / normal / max)	Affects body and trim materials, gaskets and seal materials.
Fluid / media properties	Corrosiveness, toxicity, solids, phase – all impact material and seat selection.
Service type (on/off, throttling, control)	Decides whether you need a simple isolation valve or a control valve and what trim is required.

You can present them in a short list for each valve:

Process conditions (example – water service gate valve)
• Operating pressure: 0.5 / 6 / 10 bar (min / normal / max)
• Design pressure / class: PN 16 (piping spec)
• Operating temperature: 5 / 20 / 80 °C (min / normal / max)
• Fluid: clean treated water, no solids, pH ≈ 7, non-corrosive
• Service type: on/off isolation (no throttling)

For control valves, integrate additional fields:

• design flow rate or range
• required pressure drop
• noise or cavitation limits
• flow characteristic (linear, equal percentage, quick-open)

For many projects, these details become key when differentiating between on/off isolation duties and control duties.

3. Valve Design & Materials

Now you specify what the valve actually is and what it is made of. This section is central for both procurement and inspection.

Recommended design fields:

• Valve type
  • Gate, globe, ball, butterfly, check, control, safety/relief, etc.
• Nominal size
  • DN or inch, consistent with piping spec
• End connection type and standard
  • Flanged (with standard and rating), butt-weld (with bevel details), socket-weld, threaded, etc.
• Face-to-face or end-to-end standard (if needed)
  • To avoid surprises in piping layout

Recommended material fields:

• Body material
  • Standard and grade (e.g. ASTM A216 WCB, CF8M, low-alloy, duplex)
• Bonnet material (if different)
• Trim materials, including:
  • disc / ball / plug material
  • seat rings / seat insert material
  • stem material
  • packing and gasket materials

Service-critical design elements:

• Seat and seal type
  • metal-to-metal, soft seat, resilient seat insert, bellows seal, etc.
• Leakage class / seat tightness requirement
  • for example, Class IV/V/VI for control valves, or zero visible leakage for isolation valves as defined in project specs
• Flow direction (if applicable)
  • especially for check, globe and some control valves

It helps to structure this section with a heading and a concise list:

Valve design & materials (example – 6″ gate valve)
• Type: gate valve, OS&Y, bolted bonnet
• Size: DN 150 (6″)
• Ends: flanged, EN 1092-1, PN 16, raised face
• Body / bonnet: ASTM A216 WCB
• Trim: disc and seat rings in 316 stainless steel, stem 316 SS, packing graphite/PTFE
• Seat: metal seat with resilient insert, suitable for water service
• Seat leakage: zero visible leakage in closed position at test pressure (per project spec)

Later, when you inspect an actual valve, you will cross-check body markings, MTRs and nameplates from Valve Nameplates, MTRs & Material Identification against exactly these data sheet fields.

4. Actuation & Accessories

Even a perfectly specified valve can be wrong if the actuation is not defined. This section is essential for control valves and any large or safety-related isolation valves.

Basic actuation fields:

• Operator type
  • Manual handwheel, gearbox, pneumatic actuator, electric actuator, hydraulic actuator
• Actuator details (if fitted)
  • supply pressure or voltage
  • torque / thrust requirements
  • fail-safe action (fail-open, fail-close, fail-in-place)
• Positioner and controls (for control valves)
  • positioner type, signal (4–20 mA, Hart, etc.), feedback, limit switches, solenoids

Accessories to note:

• limit switches, proximity switches
• solenoid valves
• volume boosters, air filters, regulators
• local position indicators

Example block for a simple manual gate valve:

Actuation & accessories (example)
• Operator: manual, handwheel with rising stem
• Gearbox: not required
• Actuator: none (manual operation)
• Accessories: none

For a control valve, you would list actuator type, fail action and positioner details in more depth, and link that to the test requirements later.

5. Testing & Inspection Requirements

This is where the data sheet directly supports the inspector. Good data sheets tell the vendor and inspector:

• Which tests to perform
• At what pressures
• With which acceptance criteria
• Which documents must be delivered

Typical fields include:

• Shell / hydrostatic test
  • test medium (usually water), test pressure (e.g. 1.5 × design pressure), duration, acceptance criterion (no leakage, no pressure drop)
• Seat-leak or closure test
  • test medium (water, air, gas), pressure, leakage class or criteria
• Functional tests
  • stroke tests, operation torque, opening/closing time, fail-safe test for actuated valves
• Special tests (if required)
  • fugitive emission, low-temperature leak test, fire-safe test, endurance tests

Non-destructive examination (NDE) fields:

• for cast/welded valves: RT, UT, MT/PT as required by project spec
• PMI and hardness tests if specified by material standard or sour-service requirements

Documentation fields:

• which test records are mandatory (hydrotest chart, seat-leak report, NDE reports, calibration certificates)
• required material certificates and inspection certificates

In the Valve content series, this section links naturally to:

• Hydrostatic vs Seat Leak Tests: Procedures & Acceptance
• API 598 vs ISO 5208: Valve Testing Acceptance
• Write a Valve Inspection Report (With Sample) for how to summarise results against the data sheet

Example for a standard line valve:

Testing & inspection (example – 6″ gate, water service)
• Shell test: water, 24 bar (1.5 × PN 16 design pressure), no visible leakage
• Seat-leak test: water at 16 bar, valve closed, zero visible leakage
• Functional test: full open/close cycles by handwheel, torque within manufacturer recommendation
• NDE: visual inspection of body/bonnet, no radiography required (no welds)
• Documentation: MTC for body and trim materials, shell & seat test reports, coating certificate, inspection release note

When inspectors go to the shop with a checklist, these data sheet entries provide the reference numbers they check against.

6. Marking & Traceability

Marking and traceability information is what allows future users, inspectors and auditors to connect a physical valve to its documents and certificates.

Fields to include:

• valve tag number and serial number
• body marking requirements
  • size, class, body material, pressure rating, flow direction (if applicable)
• heat number / casting or forging batch for traceability to MTRs
• nameplate requirements
  • minimum data that must appear (tag, manufacturer, year, rating, material, serial)
• marking method and location
  • stamped nameplate on the bonnet, cast-in markings on the body, permanent tag, etc.

Example:

Marking & traceability (example)
• Tag: V-3006-GW marked on nameplate
• Serial: 00215-2025-WTP3 stamped on bonnet flange
• Body marking: “6″ PN16 WCB” cast or stamped on body
• Heat number: 105-WCB-2025-04 marked on body and linked to MTC
• Nameplate: includes size, rating, body material, manufacturer, tag, serial, year of manufacture

This information must be consistent with any guidance in Valve Nameplates, MTRs & Material Identification, and later supports heat number and certificate matching practices from Heat Numbers, Traceability & Certificate Matching.

7. Packaging, Handling & Storage

Many valves fail or are rejected not because they were badly manufactured, but because they were badly shipped, stored or handled.

Fields to define:

• Packaging type
  • wooden crates, pallets, cardboard boxes, internal supports, caps and plugs on ends
• Protective measures
  • temporary corrosion protection, VCI paper, flange covers, humidity control
• Handling instructions
  • lifting points, maximum stacking height, transport orientation, handling restrictions
• Storage conditions
  • whether indoor storage is required, maximum storage duration before re-inspection, periodic checks

Example:

Packaging & storage (example)
• Packaging: wooden crate; valve wrapped in plastic; flange faces protected with rigid covers; end caps fitted
• Protection: internal surfaces preserved with rust inhibitor; desiccant bags inside crate
• Handling: lift from body lifting lugs only; do not lift by handwheel or actuator; keep upright
• Storage: indoor, dry area; inspect every 3 months for coating damage and moisture

These details also matter during receiving inspection, because packaging damage and missing protection frequently drive NCRs and rework on site.

8. Project Notes, Deviations & Approvals

Finally, you need a place to record:

• Project specification references
• Any agreed deviations from spec
• Special notes or exclusions
• Revision history and approvals

Typical fields:

• Project spec reference (e.g. “Project Valve Spec VS-001 Rev 2”)
• List of approved deviations or concessions
• Datasheet revision number and date
• Prepared by, checked by, approved by

Sample Short Valve Data Sheet (Inline Example)

Here is a compact example for a standard manual gate valve in treated water service. In your article or document, you can present it as a worked example.

Example – 6″ PN16 gate valve for treated water

General
Project: City-Water Treatment Plant #3
Tag: V-3006-GW
Line / P&ID: P-1001 / P&ID-Line-A12
Service: treated water, distribution header
Location: skid A, ground floor
Quantity: 1

Process conditions
Operating pressure: 0.5 / 6 / 10 bar (min / normal / max)
Design pressure / class: PN 16
Operating temperature: 5 / 20 / 80 °C
Fluid: clean water, no solids, pH ≈ 7, non-corrosive
Service type: on/off isolation

Design & materials
Type: gate valve, OS&Y
Size: DN 150 (6″)
Ends: flanged, EN 1092-1, PN 16, raised face
Body / bonnet: ASTM A216 WCB
Trim: disc and seat rings in 316 stainless steel; stem 316 stainless steel; packing graphite/PTFE
Seat: metal seat with resilient insert; seat leakage: zero visible leakage at test pressure

Actuation
Operator: manual handwheel, rising stem
Actuator: none (manual)
Accessories: none

Testing & inspection
Shell test: water, 24 bar (1.5 × design pressure), no visible leakage
Seat-leak test: water, 16 bar, valve fully closed, zero visible leakage
Functional test: full open/close stroke by hand; torque within manufacturer limit
NDE: visual inspection of body/bonnet; no RT/UT required (no welds)
Documentation: MTCs for body and trim, shell and seat test reports, coating certificate, inspection release note

Marking & traceability
Tag and serial: V-3006-GW / 00215-2025-WTP3
Body marking: size, rating and material marked on body
Heat number: 105-WCB-2025-04, traceable to MTC
Nameplate: includes tag, serial, size, rating, body material, manufacturer, year

Packaging & storage
Packaging: wooden crate; valve wrapped and braced; flange covers and end caps installed
Protection: rust inhibitor applied internally; desiccant in crate
Handling: lift from body lifting lugs only; keep upright
Storage: indoor, dry; periodic inspection every 3 months

Project notes & approvals
Spec reference: Valve Spec VS-001 Rev 2
Deviations: none
Datasheet: Rev 0, prepared by Procurement, approved by QA/QC

This example is deliberately simple, but the structure scales well to more complex valves, including control valves and safety valves where you would add trim coefficients (Cv/Kv), set pressure, blowdown, actuator details and more.

How Inspectors Use the Valve Data Sheet in Practice

A well-built valve data sheet is not just an engineering form – it is a live tool during inspection:

Before the visit

• The inspector studies the data sheet alongside the ITP and test procedures.
• They highlight critical items: special materials, tight leakage classes, unusual coatings, special NDE.

During manufacturing inspection

• Material certificates, heat numbers and markings are checked against the data sheet (“does this WCB heat really belong to this valve?”).
• Test pressures and hold durations used at the shop are cross-checked with data-sheet requirements and procedures from Master Inspection Templates Pack (ZIP): Checklists & Forms.
• Any deviation from the data sheet is discussed, documented and, if needed, turned into an NCR.

At final and receiving inspection

• Nameplate and body markings are compared with the data sheet and PO.
• Packaging, protection and storage instructions are verified.
• If something is seriously wrong (for example incorrect class, wrong trim or missing mandatory tests), inspectors should document the issue clearly, hold release if required, and align disposition with the project acceptance rules and owner requirements.

During reporting

• The data sheet provides the reference values and requirements that go into the inspection report, just as described in Write a Valve Inspection Report (With Sample).
• It also becomes part of the final dossier for the equipment.

Without a good data sheet, even the best checklist – becomes less effective, because the underlying acceptance criteria are missing.

Common Pitfalls When Creating Valve Data Sheets

Some patterns show up again and again in real projects:

• Copy-paste from another project without revision
  • Old specs, wrong service data, obsolete standards get carried forward.
• Vague or incomplete service description
  • Just writing “water” or “gas” hides critical information such as solids, chemicals, sour service, or duty.
• Materials not fully specified
  • Body may be defined, but trim, seats, stem, packing and gasket materials are omitted or vague.
• Testing requirements too generic
  • “Test as per standard” without specifying test pressures, media or leakage acceptance criteria leads to disputes later.
• No traceability fields
  • Heat numbers, serial numbers and marking locations are missing, making it hard to match valves to MTRs or test records.
• No revision and approval control
  • Datasheets change informally via email; no clear revision history; site receives valves built to outdated requirements.

Treat your data sheet as a controlled technical document, not an informal spreadsheet. That’s also what auditors expect when reviewing inspection evidence and recordkeeping.

FAQ – Valve Data Sheet Template

Q1. Do I really need a data sheet for every valve?
For critical, high-value or high-risk valves, yes. For simple utility valves, you might use a simplified template, but it should still capture basic service, materials, testing and marking data.

Q2. How detailed should the materials section be?
At a minimum, specify body, bonnet, all wetted trim parts, seat and seal materials, and packing/gaskets for the service. Missing trim details are a frequent source of nonconformities.

Q3. How does the data sheet relate to my ITP and inspection checklist?
The data sheet tells you what the valve must be and what tests are required. The ITP tells you when and how those tests are performed and witnessed. The checklist is the practical tool you use at the shop, built from both.

Q4. Can I keep the data sheet only in Excel or a database?
Yes, but ensure it is controlled, versioned and accessible to all stakeholders (engineering, procurement, QA/QC, vendor inspection, site). Many teams mirror the key fields inside their inspection reports to keep the link strong.

Q5. How do I handle deviations from the data sheet?
Any deviation should be formally documented: what changed, why it changed, who approved it, and which valves are affected. That is exactly what the “project notes & approvals” section is for and what will later support you in audits, claims or failure investigations.

From Data Sheet to Competence: Where NTIA Fits In

A clean valve data sheet is one of the simplest but most powerful tools you can use to avoid wrong valves, avoid rework and keep projects on schedule. It is where engineering intent, procurement reality and inspection practice meet.

NTIA’s valve inspection ecosystem is built around that idea:

• Introductory content like Valve Inspection Checklist gives you a structured way to look at the hardware.
• Testing-focused articles show you what “acceptable” really means in hydrostatic and seat-leak testing and how acceptance criteria differs between API 598 and ISO 5208.
• Reporting and documentation content like Write a Valve Inspection Report (With Sample) and Valve Nameplates, MTRs & Material Identification help you connect what you saw in the shop to what is written in the data sheet.
• If your day-to-day work involves specifying, buying or inspecting valves, a solid valve data sheet template is the first step. The next step is building the competence and judgment behind it – something NTIA’s online valve inspection training is designed to support, so that every tag on your P&ID is backed by a valve that is actually fit for service.

Next step: If you want the full valve workflow (spec → inspection → testing → reporting) taught as a coherent system, see the Industrial Valve Inspection & Testing Training.