SPECIFICATIONS WRITING

Specifications Writing
Specifications, as one of the Contract Documents, deserve as
much care and attention as working drawings. They should be clear,
concise and accurate in their wording. Specifications should not
duplicate the information given on the drawings, (information that can
be most clearly shown by drawings) but should deal with all other
needed information with as few well-chosen words as necessary for
complete understanding.

The specification for building or for engineering and

architectural work is a vital document. It must be clear and concise and
cover all matters. If it fails in this respect it is likely to lead to contractual
disputes and additional cost for the client.

Writing an effective specification is key to a successful project

delivery. If the specification is not fit for purpose, the project will
consequently fail to meet expectation with possible significant
commercial consequences. An effective specification pitched correctly
will ensure a successful project outcome.
 One problem, which must be faced by the specification writer is
that of providing for effective competition between producers. For the
general contractor (and separate contractors) competition may be
provided by the bidding process, and these contractors will promote
competition between subcontractors and suppliers whenever the
specifications permit it. When specifications designate a product which
can be furnished by only one producer or dealer, however, no
competition is provided and the cost of the product may be higher than
it would otherwise be. If two or more designated products would serve
equally well, the contractor should be given the choice. For major items
the contractors may be required to submit alternate bids.

The words “or equal” should never be used, since doing so

postpones the time of decision, and encourages the expression of
differing opinions of comparative qualities. The resulting uncertainty
causes bidders to protect themselves by bidding high enough to pay for
the most expensive item they might be required to furnish, and then
seek approval of a cheaper one.
Procedure
The specifications should be started in the form of a
construction outline and equipment outline (or outline specifications) to
accompany the schematic drawings, and be further developed as
preliminary specifications to accompany later design drawings. Thus,
decisions, made tentatively at first, become firm if not changed; the
client is given time to consider before approving important decisions;
and data for preliminary estimates are made available.

Since the preliminary specifications may not have been

prepared by the specification writer, and he may not have followed
later developments, a review of the working drawings and notations of
decisions is in order. This may uncover the need for additional decisions
regarding selection of materials or methods of construction or the
choice of equipment. Proceed from this point as follows:

1) Prepare a list of all sections

2) Write scope of the work for each section
3) Coordinate “Scopes” to make sure that everything is included
4) Prepare specification brief (or “dummy”)
The following shall be covered in the scope of the work when
applicable:

1) Material and labor included under this section

2) Material acquired to be furnished under this section to be installed by
others (Indicate who)
3) Material furnished by others (Indicate who) to be installed under this
section
4) Work shown on the drawings not included under this section
5) Work shown on the drawings not included in this contract

Conflicts Between Specifications and Drawings

The General Provisions of the contract states that “Anything
mentioned in the specifications, and not shown in the drawings, or
shown on the drawings and not mentioned in the specifications, shall be
of like effect as if shown or mentioned in both. In case of difference
between drawings and specifications, the specification shall govern. In
case if discrepancy either in figures, in the drawings or in the
specifications, the matter shall be promptly make a determination in
writing.
Form, Sentences, Grammar
If, in the wording of specifications, complete sentences are
used, many repetitions of the words “Architect”, “contractor”, “owner”,
“shall be” and “will be” are necessary. The accepted rule, is to use the
words “shall” and “will” with proper discrimination, as an example: -
Certain things shall be done by the contractors, other things will be done
by the owner. The use of the words “to be” or “are to be” lack
definiteness and clarify. Use “shall be” or “must be” to secure the
mandatory form essential to specifications.

a) Styles to avoid
Since the specifications are one part of the contract
documents, that the contract is between the owner and a prime
contractor; and that the prime contractor is the only party responsible
for completing the work the accord with the specifications, therefore, it
its never proper to refer to a sub-contractor in the specifications;
example:
INCORRECT: “ The Tile Contractor shall install all accessories.”
This style is incorrect because it violates the intent of the contract,
undermines the proper chain of command, and invites disputes over
authority and responsibility for compliance with the specifications.
ACCEPTABLE: “The Contractor shall install all accessories.”
BETTER: “All accessories shall be installed.”
BEST: “Install all accessories.”

Another structure to avoid is the verb phrase “is to be”; for example:
AVOID: “Adhesive is to be spread with a notched trowel.”
BETTER: “Spread adhesive with a notched trowel.”
BEST: “Use a notched Trowel.”

b) Correct Grammar

The tense of the subject and that of the verb must always agree;
plural verbs should not be used with singular not vice versa.

CORRECT: One of the elongated Central fasteners is to be placed

around the eye of the panel and bolted.
INCORRECT: One of the elongated fasteners are to be placed
around the eye of the panel and bolted/
BETTER: Bolt one of the elongated fasteners to the eye of the panel.
 The rules of good grammar require parallel construction. The use
of identical style in both parts of a compound subject or predicate, or
the use of identical style in a string of prepositional phrases modifying
the same noun.
INCORRECT: “Heating, ventilation, and Air-Conditioning.”
CORRECT: “Heating, ventilating, and Air-Conditioning.”
INCORRECT: “Tests shall be performed to determine strength and
the quality shall be established.”
CORRECT: “Tests shall be performed to determine strength and to
established quality.”
BETTER: “Perform tests to determine strength and to establish
quality.”

c) Avoid words having varied or indefinite meanings

DO NOT SAY: “The equipment shall be removed and replaced as

indicated.”
SAY: “Remove equipment during the alteration thereof and
reinstall after completion.”
DO NOT SAY: “The existing culverts shall be replaced as indicated
on the drawings.”
SAY: “Remove existing culverts and reinstall in the new location.”
d) “Provide” is defined in the general provisions as “Furnish and install”. When
material and/ or equipment are only to be furnished by the contractor, the
term “furnish” should be used, and when material and/ or equipment are to
be installed by the contractor the term “install” should be used; however the
contractor may be required to “provide” foundations, fastenings, etc. for the
installation. If the word “install” is used alone, the bidder or contractor has a
right to assume, on the basis of the definition cited, that the government (if
public) or the owner (if private) will “furnish” the material in question.
Therefore define what is to be provided by the contractor to complete such
an installation.
Types of Specifications
Close Specification – names, describes, and lists a single product or
system.

Open Specification – describes single product or system but allows the

bidder to suggest and alternate or substitute product.

Three (3) Part Section Format

General – Part that covers general areas of concern which precede
and follow the work, and which define the scope of the work.

Materials – Part that defines in detail the materials, equipment, systems,

fixtures, etc. which will be incorporated into the work

Execution – Part that describes in detail the manner in which items

covered by part two are to be incorporated into the work.
Divisions (16)
Division 1 – General Requirements
Division 2 – Site Work
Division 3 – Concrete
Division 4 – Masonry
Division 5 – Metals
Division 6 – Wood and Plastics
Division 7 – Thermal and Moisture Protection
Division 8 – Doors and Windows
Division 9 – Finishes
Division 10 – Specialties
Division 11 – Equipment
Division 12 – Furnishings
Division 13 – Special Construction
Division 14 – Conveying Systems
Division 15 – Mechanical
Division 16 - Electrical