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1.0 INTRODUCTION

Specifications are not new. They have been essential to construction since people first
learned to build and use tools. The first specifications were composed before people learned
to write and were, by necessity, given orally. One of the oldest recorded is in the Bible. In the
book of Genesis, Chapter 6, Verses 14 through 16, God said to Noah:

Make yourself an ark of gopherwood, put various compartments in it, and cover it inside
and cut with pitch. This is how you shall build it: the length of the ark shall be three hundred
cubits, its width fifty cubits, and its height thirty cubits. Make an opening for daylight in the
ark, and finish the ark a cubit above it. Put an entrance in the side of the ark, which you shall
make with bottom, second and third decks. New American Bible

Gopherwood (called resin wood in some editions of the Bible) is an unidentified wood which
may refer to the resinous trees such as the cypress; the meaning of the Hebrew word is not
clear to us today. The cubit was about a foot and a half, making Noahs ark approximately
440 x 73 x 44 feet. The meaning of the words opening for daylight probably means an
open space on all sides near the top of the ark to admit light and air and in some way serve
as support for the roof. The words and finish the ark possibly mean placing a roof a cubit
above the top of the window.

While the foregoing was probably clear to Noah, like many current specifications, it is not
entirely clear to many readers. Today, with new methods of construction, building materials
and technology, specifications have become an important and essential part of the complete
architectural process.

2.0 THE PURPOSE AND IMPORTANCE OF SPECIFICATIONS

2.1. A specification is defined as a written document describing in detail the scope of

work, materials to be used, method of installation, workmanship for parcel of work to
be placed under contract.

2.2. Specifications provide such information which are required for proper construction or
material and equipment procurement which cannot be placed in the drawings.

a. Applicable publications of various technical societies such as ASTM,

UL, etc.

b. Samples required for color selection such as metal roofing, resilient

flooring, ceramic tile etc. Any material required to clarify its selection by
the Architect to the client.

c. Sample panels of various construction systems to be used as standard

of quality.

d. Complete list of all material required. The drawings only indicate

concrete. The specification will indicate the type of cement, the type of
aggregate, additions to the concrete, properties of water, amounts of
each material, required compressive strength.

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e. Required Methods of Execution:

Surface condition
Equipment Required
Type of weld
Manufacturers requirements (VAT)

f. Any required tests confirming that the specifications and drawings have
been correctly followed.

g. Clean up.

h. The general .requirements:

Instructions to bidders
The Proposal Form
The General Conditions
Supplementary General Conditions
Special Conditions
Bonds
Bid Bonds
Performance-Payment bond
Addendums -Amendments
Change Orders
Insurance

2.3. Specifications segregate the information shown on the drawings into various
sections. They cross-reference sections to each other and cross references the work
of each discipline to that of other disciplines. For example: For a pump with a
supporting concrete pad, the pump is specified in the mechanical section and the
concrete is specified in the architectural section, cast-in-place concrete. The
specifier must reference the concrete section in the mechanics section for the
information of the plumbing contractor and vice-versa. The concrete subcontractor
must obtain dimensions and anchor bolt templates from the plumbing contractor
before forming and pouring the required pad.

2.4. Specifications instruct the different material suppliers of the extent of their work.

2.5. Specifications constitute one of the contract documents together with the drawings
and the agreement of contract between the owner and the contractor. Since
specifications are written instructions, they are frequently considered by the lawyers
and the courts as having more importance the drawings. Thus, judgments are
frequently made based on the specifications.

2.6. Drawings, whether architectural, structural, mechanical or electrical, cannot

segregate the work of the various trades, and each discipline indicates his work as
an integrated whole. Specifications, on the other hand, segregate the information
shown on the drawings into various sections within each discipline. The contractor
can then get his subcontracts on the basis of the specification breakdown of
sections.

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3.0 THE ARCHITECT AS SPECIFICATION WRITER

3.1 Academic Training

The emphasis in a degree program for architecture is often placed on design. From
the freshman year through the fifth year, much of the students time is devoted to
design and other related subjects.

3.2 Practical Work Experience

When the graduate architect reports to his first job in an architectural office, he
suddenly realizes how little he knows and of how little use he is to an office for a
primary period of time. He must acquire skill in drafting, he must, over a period of
time, develop skill in detailing, he must learn to check shop drawings and familiarize
himself with construction methods by exposure to field inspection.

3.3 A medium to large office usually has a specification department organized and run
by an experienced architect assisted by younger people who have expressed a
desire to learn specification writing. This department also assembles and files all
product information and is responsible for material research.

3.4 If an office has no specification department, they are often generated by default,
meaning written by a senior staff member with the least workload. Old specifications
are used with paragraphs cut and pasted, some sections used verbatim, etc. Many
times a young architect develops a particular skill in detailing a certain area of
construction. He becomes particularly adept at detailing finished carpentry, or shows
talent in putting together wall sections. He is asked to write the section on finish
carpentry or unit masonry. He studies other specifications, researches the
information he requires, and produces the required section. This employee is not
forgotten. Slowly, over a period of time, he takes over the chore of specification
writing.

3.5 The specification writer is the only professional member of the team who can
coordinate all the drawings with the specifications. He can see to it that there are no
duplications between the two documents and that there is a standardization of the
information between them.

3.6. The specification writer can, to a great extent, aid in controlling the project
budget. With his knowledge of material costs, he can specify materials and systems
that are less costly than the material or product used by the designer as a standard
detailing. With his combined knowledge of costs and materials, he is in a position to
assist the draftsman in detailing. The specification writer should also be familiar with
standard office details and also familiar with codes and various manuals.

3.7. The specification writer has continued contact with manufacturers and is in
the proper position to discover, analyze and recommend new materials.

4.0 QUALIFICATIONS OF A SPECIFICATION WRITER

4.1. There are two groups of people who write specifications and there is a great deal of
difference between the two groups. There are professional specification writers and
professionals who write specifications.

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4.2. A professional specification writer maintains a good library of technical documents, an

extensive collection of manufacturers literature and catalogs, and is knowledgeable in
various codes used in his area. He is given a set of drawings which are periodically
updated, and he generates the specification.

4.3. Most offices prefer professionals who write specifications. The following qualifications
are necessary for an effective specification writer:

a. A degree in the required discipline and eventual professional

registration;
b. A good basic skill in drafting and detailing,
c. A thorough knowledge of construction gained by extensive field
inspection,
d. The ability to write in a proper and concise manner,
e. An orderly mind, and
f, The ability to get along with fellow workers.

5.0 TYPES OF SPECIFICATIONS

If any two experienced specification writers were asked to specify the same object,
there would be a considerable difference in the wording method of writing. There are
as many ways of specifying an item as there are many specification writers. An item,
such as a fan, can be specified in many ways and that the best type of specification
depends upon the product or method being specified. In this respect, experience is
the best teacher. All specifications fall into six general types:

5.1 The Performance Specification

In this type of specification, the results of the product, rather than the product itself,
are specified.

For example:

FAN The Fan shall move not less than eight hundred and sixty cubic feet of free
air per minute (8&0 Cu. ft. 1mm.) and shall move not less than seven hundred and
eighty cubic feet of air per minute (780 cu.ft./ mm.) against a one-eight. inch (1/a)
static pressure

5.2 The Descriptive Specification

As this name implies, a descriptive specification gives a description of the product.

For example:
FAN

a. The Fan shall be a wall-mounted, centrifugal type of fan of weather-proof

construction made for outdoor use. It shall he of all-aluminum construction
including aluminum centrifugal wheels and aluminum hardware. The metal in the
fan shall not be thinner than sixty-four thousandths of an inch (0.084).

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b. The Fan shall he a direct-drive propeller-type, mounted on a ball hearing, totally

enclosed, one-sixth horsepower (1/6 HP). Motor supported by a rigid frame
attached to the fan housing.

c. The air inlet shall not be less than ten inches (10) in diameter.

5.3. The Brand Name Specification

The desired product is specified by the name given by the manufacturer or by the
manufacturer s name and model number.

For example:

FAN - The fan shall be model no. XYZ as manufactured

bv the Static Air Fan Company of High, Texas; the Howell Lynn Ayre Company of
Pretty, Miss.; The Rubb Burr Fan Company of Fountain, Penn; or an equal
approved by the architect

5.4. The Closed Specification

There are two types of closed specifications, the single-product and, the multi-
product. Closed specifications are usually brand-name specifications This is used
basically where material is required to match existing material.

For example:

FAN - The fan shall he model UR 1-2 as manufactured by the Howell Lynn Ayre
Company of Pretty. Miss. No other brand will be accepted.

The multi-product specification is the same as a single product except that more than
one product is used. The architect may want competition in bidding but may want to
exclude a number of manufacturers.

For example:

FAN - The fan shall be model TJR 1-2 as manufactured by the Howell Lynn Ayre
Company of Pretty, Miss. or by the Rubb Burr Fan Company of Fountain, Penn.

5.5 The Open Specification

The opposite of closed specifications, they are called open because all
manufacturers whose products meet performance or description specified, may bid.
All performance and descriptive specifications are open. Brand-name specifications
are open if the phrase or equal is used.

The phrase or equal means that the item specified by brandname is established
as a standard and any manufacturer with an equal product may bid.

5.6. The Reference Specification

The item desired is referred to by a number corresponding to a number in a

published specification.

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For example:

FAN - The fan shall conform to Federal Specification W-F-207 c

5.7 The Combination Specification

It may be desirable to use a combination of the above types of specifications. While it

would be impossible to have combination of an open and a closed specification, it is
possible to have combinations of performance, descriptive, and reference
specifications.

A product may be required with specific physical characteristics and also may be
required to perform to a particular standard.

For example:

FAN The fan shall move not less than eight hundred and sixty cubic feet per
minute (860 cu ft/mm) of free air and shall be a wall--mounted, centrifugal type
fan made for outdoor use. The motor shall be constructed to Nema Standards.

5.8 A performance specification is not necessarily better than a descriptive specification.

In a case where the specification stated, the basement walls shall be watertight, the
contractor applied no waterproofing whatsoever. It was a dry year and no leaking
was discovered during the one-year (I-year) warranty period however, shortly
thereafter, in a bad rainstorm, the walls leaked badly. The owner suffered a bad loss
but was unable to recover his money.

6.0 THE SIXTEEN DIVISION UNIFORM CONSTRUCTION INDEX

6.1. The use of a standard format for construction specifications is important for
The following reasons:

a. The use of the same procedure lessens the chance for omissions or
duplications of items.

b. It facilitates the location of items in the same place in each section after
the users become familiar with the format.

c. Its outline can serve as a checklist during the design/development stage:

What relationships are involved? What is the product and its scope? How
is it used in the work?

6.2 The Construction Specifications Institute, the American Institute of Architects and
the Associated General Contractors of America, Inc. have jointly recommended that
specifications conform to the sixteen-division Uniform Construction Index.

6.3 The consistent international format would prove beneficial to the writer of
specifications, to the contractor, and to the material supplier, by making it simpler
for each to carry out his part of the building process.

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6.4. The sixteen-division Uniform Construction Index places related groups basically in
the order that a vertical structure is built. In other words, the earthwork sections are
placed first, followed by concrete, masonry, metals, carpentry, etc.

6.5 The specifications are divided into the following divisions: (Refer to Master
Format)

Division I General Requirements

Includes most requirements that apply to the job as a whole or to several of
the technical sections, and especially the requirements sometimes referred to
as special conditions. General conditions and supplementary conditions are
not included in the divisions of the specifications.

Division 2 - Site Work

Includes most subjects dealing with site preparation and development. Site
utilities in Divisions 15 and 18 must be coordinated with these sub-divisions

Division 3 - Concrete
Includes most items traditionally associated with concrete work; exceptions
are paving, piles, waterproofing, and, terrazzo.

Division 4 - Masonry
Includes most materials traditionally installed by a mason; exceptions are
paving and interior flooring.

Division 5 - Metals
Includes most structural metals are metals not falling under the specific
provisions of other divisions; exceptions are reinforcing steel, curtain walls,
roofing, piles, doors, and windows.

Division 6 - Wood and Plastics

Includes most work traditionally performed by carpenters; exceptions are
wood fences, concrete formwork, doors, windows, and finish hardware.

Division 7 - Thermal and Moisture Protection

Includes most items normally associated with insulation and preventing the
passage of water or water vapor; exceptions are paint, waterstops and joints I
installed in concrete or masonry, and gaskets and sealants.

Division 8 - Doors and Windows

Includes hardware, doors, windows, and frames; metal and glass curtain
walls; transparent and translucent glazing. Exceptions are glass blocks and
glass mosaics.

Division 9 - Finishes
Includes interior finishes not traditionally the work of the carpentry trade

Division 10 - Specialties
Includes factory-assembled, pre-finished items.

Division 11 - Equipment
Includes most items of specialized equipment.

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Division 12 - Furnishings
Includes most items placed in the finished building.

Division 13 - Special Construction

Includes on-site construction consisting of items that normally would fall
under several other divisions but require control that can be attained only by
all parts in a single section.

Division 14 - Conveying Systems

Includes the systems that utilize power to transport people or materials.

Division 15 Mechanical
Includes most items that have been traditionally associated with the
mechanical trades; Plumbing, Heating, Ventilating, Air conditioning and Fire
Protect ion.

Division 16 Electrical
Includes most items that have been traditionally associated with the
electrical trades.

7.0 THE THREE-PART SECTION FORMAT

7.1 Each of the sixteen divisions of the Uniform Construction Index is further divided into
sections in the specifications. These sections are given a general title that describes
the work performed by building tradesman and are then written to conform to the CSI
Three-Part Section Format. The three main parts of each sub-division has been
established to represent the minimum breakdown to be used.

7.2 The 3-part section format provides for recognition of a basic unit of work. The content
of a section must indicate clearly all that is necessary to know the basic unit of work.
The specifier must discipline himself to ask three fundamental questions about any
product:

a. What is the product?

b. How is it incorporated into the work?
c. What interrelationships have existed, do exist, or will exist for the
product with the remainder of the project or with any portion of the
project?

7.3 The three basic parts of the section format are the following:

a. Part 1. - GENERAL
This part covers those general areas of concern which precede and
follow the work, and which define the scope of the work.

b. Part 2 PRODUCTS
This part defines in detail the materials, equipment, systems, fixtures~
etc. which will be incorporated into the work.

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c. Part 3 - EXECUTION
Part 3 describes in detail the manner in which items covered by part
two are to be incorporated into the work.

7.4 Paragraph Titles

Flexibility was the aim in selecting the various paragraph titles. They are suggested
to give uniformity to the specification whether used in the Philippines, in the United
Kingdom, in the United States, or wherever. The CSI 3-part format is rapidly being
accepted in a wider range of countries and areas. Specification writers use the
format, contractors prefer it, manufacturers are using it in their specifications and
many countries have accepted its use.

7.4 Each part of the 3-part section format may be tailored by the specification writer to
the project he is working on. One can also add paragraphs and, on occasions,
combine or delete parts. When a part is not required, the specification writer should
always be very specific and state Part 2 deleted. The contractors always enjoy finding
something forgotten by a specification writer. The cause of some change orders can be
directly blamed on omissions from the specifications.

8.0 ELEMENTS OF SPECIFICATION COMPOSITION

8.1. There are a number of pitfalls that must be avoided if contract specifications are to be
easily understood, readily interpreted, and have a firm legal basis. The specification
writer will find the following guidelines useful:

8.2. Conflicts between the drawings and the specifications are a common cause of
problems during the construction phase. The General Provisions of the contract
states, in part,

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 specifications shall govern. In
case of discrepancy, either in figures, in the drawings, or in the
specifications, the matter shall be promptly submitted to the Contracting
Officer, who shall promptly make a determination in writing.

Therefore, When it is determined that a note on the drawings is required

and the information is adequately covered in the specification, the
drawings should refer to the specifications.

8.3 Drawings and specifications shall he thoroughly and completely coordinated. The
majority of claims result from inconsistencies or ambiguities between project
specifications and drawings, and in some cases within each document. Drawings in
general, shall show:

a. Architectural and engineering design

b. Plans, elevations, details and all essential dimensions
c. Designation of each portion by title or symbol, to allow reference to it

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d. The extent of the various materials by symbols or otherwise

e. Notes giving the basic design data, assumed loads, allowable stresses,
design references, and requirements
f. Limits of work

8.4 Specifications shall give all necessary information governing:

a. Materials arid workmanship

b. Inspection and tests
c. Supplementary contractual requirements
d. Necessary information which is not supplied by the drawings

8.5 Items that should be indicated, on the drawings should not be included in the
specifications. Similarly, items which belong in the specifications should not be on
the drawings. Including in the specification items that should be indicated on the
drawings and vice versa may lead to conflicts.

8.6. Terminology used in specifications arid drawings should be the same. If the
terminology used in the drawings should vary and the revision of the drawings is not
practicable, the specifications must reconcile such difference in a manner similar to
the following Hollow tile (also indicated as clay tile and as terra cotta tile).

8.7 The specification should be checked carefully with the drawings to see that no
conflicts or ambiguities exist and to be sure that the reference to drawings in the
specifications as indicated is clearly shown on the drawings. The drawings and the
specifications complement each other. They should interlock, but not overlap.
General correlation between drawings and specifications is a principal function of the
Architect - Engineers contract, and therefore must receive the attention of
competent personnel. The schedule of work must allow ample time and personnel to:

a. Coordinate and crosscheck the drawings and specifications prepared by

consultant subcontractors (if any) into the balance of the work.

b. Eliminate conflicts when the design does not reflect the most current criteria in
the specifications prior to reproduction.

8.8 Errors result from the use of out-of-date printed specifications of agencies, societies,
and associations. The specification writer should always verify the date of publication
and also include the latest revision date in the list of applicable publication.

8.9 Using products or manufacturers catalogs that are out of date or a common
specification error. The specification writer should never discourage a
manufacturers representative to call upon him and he should always insist that he
keep all his literature current. A very important way that the specification writer
keeps himself informed about new products and the latest installation details is
through the manufacturers representative.

8.10 Previously Prepared Contract Specifications

Do not use previously prepared contract specifications or obsolete guides. This
nullifies the advantage of currently furnished guides containing new criteria or
approved phrasing, and other pertinent information.

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8.11 The specification writer should be careful not to include mistakes or errors a
previous contractor has made on a previous project.

8.12 Making a specification more complicated or more detailed then the sine of the
project requires should be carefully avoided. A two-bedroom house does not
require a 150-page specification and vice versa, a 2-storey office building requires
a more complete specification. Over-specifying a project often leads to a higher bid
because the contractor is intimidated by the specification.

8.13 To avoid making errors in specification writing, the specification writer should read
as many of the reference documents as he can. Many ASTM Specifications refer to
more than one type of material, and a selection must be made.

3.14 Cross-Reference and Repetition

a. Cross-references (references to parts covered within the specification) should

be held to a minimum. Only cross- reference to clarify the relationship of the
requirements within the specification and to avoid inconsistencies and
unnecessary repetition.

b. Requirements should be stated once, fully and precisely. While cross

references and repetitions may be intended for emphasis, their use may
become a source of error when corrections become necessary and are made in
one place but missed in another.

c. The specification is intended to amplify but not to repeat the drawings; hence,
do not repeat information which is covered by the drawings. For example,
where the drawings show studs are to be two by four inches, spaced 16 inches
on centers, the specifications should state whether they are to be Yakal or
Apitong. The drawings allocate the material; the specification states the quality
and the methods under which it is to be employed. Do not supplement or repeat
in the technical provision any of the General Provisions of the contract.

d. If cross-referencing is required within the specification, do not refer to a division,

but refer to another section or paragraph by its number and title. For example,
as specified in Section 1540I Plumbing. As specified herein is used to
reference other requirements contained in the same specification. This phrase
is used when the reference is rather obvious or not difficult to locate.

8.15 After the initial listing of reference, do not repeat the title and current issue
identification of the reference in the remainder of the Specification; include the
reference by basic designation only.

8.16 Tailoring the Specification

The mark of a good specification is one in which all materials noted on the
drawings can he found clearly and concisely specified under the same
terminology in the specification and one which contains no reference to materials,
supplies, equipment, or methods which have nothing to do with the job. Also, the
specification should be tailored to fit the magnitude of the job at hand. A meter of
concrete should riot be specified by 15 pages of data and a $15,000 hoist
specified by a passing reference to an industry standard. Care must be exercised
when using a reference so that the requirements are properly tailored.

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8.17 Factory Testing

Do not ask for unreasonable or meaningless tests, reports, or certifications but
rely to the maximum extent on the manufacturers normally available quality
control data. Do not call for factory witnessed tests for minor items or for any off-
the-shelf type of materials or equipment. The expense involved is considerable
and cannot be justified.

8.18 Date plans and specifications as of date of final submittal.

8.19 Coordination of Mechanical and Electrical Trades. On many construction projects,

difficulty arises in identifying responsibility for furnishing, installing, and checking
out motors and controls for electrically-operated mechanical equipment. It is
expected that mechanical subcontractors will request an estimate of cost from the
electrical subcontractor for the accomplishment of the electrical phases of the work
specified under the various mechanical sections of the Specifications, but will retain
responsibility for their suitability. With these factors in mind, paragraphs should be
developed for each project, particularly in the plumbing, heating, air conditioning,
ventilation, and other mechanical and electrical sections to define these areas of
responsibility.

Following is a sample paragraph which provides the type of coordination

envisioned:

Electrical services for equipment are to be provided with receptacles, outlet boxes,
circuit breakers, safety switches, and similar electrical appurtenances under the
electrical division of this Specification. Electrical connections from this equipment to
the electrical appurtenances noted above shall be provided under this Section, and
materials and workmanship for such connections shall conform to the requirements
given in the Division titled Electrical Work therein.

8.20 Scheduling.
Scheduling the work is very important for rehabilitation or alterations of existing
buildings. Specify any limitations on the Contractors operations or any special
sequence of work. If existing buildings are involved, specify if they will be occupied
or vacant. If occupied, coordinate with the building administrator and determine
which areas will be made available to the Contractor at one time of work. If cooling,
heating and other systems must be kept in operation, state when and for how long
the systems may be out of operation; specify if temporary piping will be required.

9.0 SPECIFICATION LANGUAGE

9.1 Clarity and Phraseology

It is incumbent upon all personnel involved in the preparation and review of contract
specifications to make sure that the responsibilities of the Contractor are carefully
defined and precisely expressed. Contract specifications must be clearly and concisely
worded, and must state exactly what will be required from the Contractor in every case
where such is possible and appropriate.

9.2 Careful and detailed attention to the preparation and review of contract specifications
will result in better and more economical projects and fewer claims. Phrasing which is
not clear, and the use of which in contract, specifications could cause the bidders to

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include a contingency increment in their bid prices should be modified to make the
contract specifications clear as to meaning and as to what is required of the
Contractor.

9.3 Do not use vague words, phrases, and. other similar expressions. They add nothing,
are not enforceable, and confuse the issue in case of claims. If specific procedures or
devices are required, state this in positive terms and, wherever possible, state exactly
where these procedures or devices are to be used rather than using phraseology such
as when required. While it may not always be possible to do this, every effort should
be made to cover every contingency and eliminate all unknown quantities in a
specification. Eliminate the use of the following words and phrases:

a. Poles shall be straight and true

b. Workmanship shall be of the highest quality
c. Workmanship shall be of the highest grade
d. Accurate workmanship
e. Securely mounted
f. Installed in a neat and workmanlike manner
g. Skillfully fitted
h. Properly connected
i. Properly assembled
j. Good working order
k. Good materials
l. In accordance with applicable published specifications
m. Products of a recognized reputable manufacturer
n. Tests will be made unless waived
o. Kinks and bends may be cause for rejection
p. Carefully performed
q. Neatly finished
r. Metal parts shall be cleaned before painting
s. Suitably housed
t. Smooth surfaces
u. Pleasing lines
v. Of an approved
w. Of standard type, etc.
x. Highest quality
y. Any
z. Etc.

9.4. Do not, try to place upon the Contractor the responsibility for the possible inaccuracy
in, or the lack of, information on the part of the Owner; e.g., never use sentences
similar to, Although the drawings indicate approximately the conditions that are likely
to be found, bidders should satisfy themselves as to the actual conditions, for while
they are believed to be as shown; the Owner does not guarantee the accuracy of the
information given, and the bidder shall assume all responsibility in the use of such.
Remember that the Owner is responsible for the accuracy and sufficiency of the
information he gives.

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9.5. 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 arid reinstall in the new

locations.

9.6 Avoid ungrammatical omission of the articles.

Do not say: Contractor shall paint ceilings of office.

Say : Paint the ceiling of the office.

9.7. Avoid using long, hyphenated terms, and words such as hereinbefore and
hereinafter.

9.8. Avoid using the pronouns he, his, this, they, their, who, it, and which.
Pronouns should be used sparingly if at all. It is better to repeat the noun.

9.9 Avoid the use of indefinite items such as etc. , any, and ordinarily and/or.

9.10 Provide is defined in the general conditions 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 only to be installed by the
Contractor, the term install shall 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 Owner will furnish the material in question. Therefore, define
what is to be provided by the Contractor to complete such an installation.

9.11 Use words remove existing and provide new in lieu of replace

9.12 To standardize phrasing in project specifications, materials shall conform to a

referenced specification, and workmanship shall be in accordance with a
specification.

9.13 Sentence Construction

Either the imperative mood or the indicative mood, passive voice, is suitable for use
in the development of specifications. The imperative mood is preferred (e.g., spread
adhesive with a notched trowel) and should be used for instructions covering
installation of products or equipment. The indicative mood, passive voice, (e.g.
adhesive shall be spread) denotes a provision that is binding, but usually requires
more works than the imperative.

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9.14 Simplification
Together with clarity, completeness, and precision, brevity is an important
consideration in writing specifications. The mast concise way of writing the
Specification should be sought. Brevity is often the best way of ensuring clarity. In
achieving brevity, however, the writer must ensure that none of the technical and
legal intent is lost. The following specific rules should be followed whenever they do
not change the intent and meaning or impair the clarity of the guide specification.

a. Use the imperative mood where it results in the use of fewer works and does
not reduce the clarity of technical and contractual intent.

For Example:

Instead of Installation of screw-jointed and solder-jointed tubing:

All pipe and tubing shall be cut accurately to measurements
established by the Contractor without springing or forcing.

Say: Installation of screw-joined piping end solder-jointed

tubing: Cut piping and tubing accurately to required
measurements and work into place without springing or forcing.

b. Eliminate redundant and superfluous wording such as conforming to, all,

arid type.

For Example:

Instead of :Aluminum paint conforming to Fed. Spec. TT-P-38

Say: Aluminum paint: Fed. Spec.TT-P-38.

Instead of: Fluorescent type fixtures shall be designed to

operate at...
Say: Design fluorescent fixtures to operate at..

c. Reduce repetition of the subject by combining sentences, but avoid complicated

compound sentences and stilted phraseology.

d. Tabulate requirements instead of writing a long paragraph stating requirements.

e. Do not repeat the description of requirements which are described adequately

in references incorporated in the Specification. In addition to eliminating
unnecessary verbiage from the Specification, application of this rule will avoid
conflicts between the Specification and latest version of the reference used.

9.15 Avoid using unfamiliar words, colloquial terms, jargon, and shipboard terms. For
example, do not use bulkhead for wall, deck for floor, or head for toilet where
unusual technical and. trade expressions must be incorporated due to the nature of
the product or service, it is usually desirable to define these expressions in the
Specification. Remember that the Specification will also be used by non-technical
personnel.

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9.19 Avoid underlining any portion of a paragraph or capitalizing phrases or works for
the sake of emphasis. All of the requirements are important in obtaining the desired
product or service.

9.20 Avoid using trace names, copyrighted names and other proprietary names applying
exclusively to the product of one company, unless the item(s) cannot be described
adequately because of technical involvement, construction, or composition. In such
instances, at least three (more, if possible) commercial products may be included
with the phrase or equal following to assure that bidding will not be limited to the
particular make specified. The same philosophy applies to manufacturers part
numbers or drawing numbers for minor parts when it is impractical to specify the
exact requirements in the Specification. To the extent that it is practical, the
particular characteristics required should be included to define the or equal basis.
Trade names present a problem when they have become generic terms. For
instance, the word microswitch is frequently used to refer to any sensitive or snap-
action switch, but Microswitch isa brand name. Some manufacturers jealously
guard their trade names. Bussmann, for instance, used the registered name
Fusetron for time-delay fuses and they dont want Fusetron to become a generic
term. When such a registered trade name is misused, the manufacturer can lose
his exclusive rights to the name, causing him considerable harm. Even brand
names which have become generic should be avoided in writing a specification,
since they cannot convey clearly to the Contractor or Inspector what is required. To
maintain clarity and avoid potential mishaps, proprietary names should always be
used correctly, but only when absolutely necessary.

9.21 Avoid using dimensions or locations in the specification; this information belongs on
the drawings. However, if dimensions need be specified, the dimensions should
always have a. tolerance. For example, in the statement The hydrophones shall be
spaced 150 feet apart, it is unclear whether they need to be spaced 150 feet apart
plus or minus 2 microns or plus or minus 2 feet. The governing criteria in selecting
tolerances must be that of real needs and requirements weighed against suitability
for intended purpose.

9.22 Spell out figures under 10 except units of time and measurement, and use
numerals for figures 10 and above. Dimensions are always presented as numerals,
and one or zero should always be spelled out when used singly. Never use both
words and numerals: e.g., ten (10) are required.

9.23 Whenever possible, decimals should be used instead of fractions.

9.24 Avoid using the tern and/or in specifications. The effectiveness of the specification
depends on precise language used to convey concepts in an unambiguous
mariner. And is used to indicate additive requirements such as, The Contractor
shall supply one set of prints and the original negatives. Or is used to indicate an
alternative such as , Data may be supplied on magnetic tape or standard punch
cards.

9.25 Avoid specifying an item to be provided as indicated or as shown. The provision

of items shown on the drawings is already a part of the contract. Also, if an item is
specified to be provided as indicated or as shown and is not shown or indicated,
the Contractor has a valid argument that it was not intended to provide this
item. Only in rare cases where it is necessary to define the limits or scope of work
should these phrases be allowed.

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9.26 All classification items, e.g, Type, Grade, or Class, shall appear with the first letter
of the term capitalized.

9.27 In instances where several items are listed in series, commas shall be placed after
each item or subject, including the one just prior to the on junction.

9.28 When a statement of limitation is written out, the phrase shall he stated, The
diameter shall not be greater than to express maximum limit, or The diameter shall
not he less than for stating a minimum limit.

9.29 Unless otherwise specified shall be used to indicate an alternative course of

action. This phrase shall be used only when its meaning can be clarified by
providing a reference to another part of the Specification.

9.30 Use shall whenever expressing a binding provision. The following statements
correctly employ shall:

Power Connector. The input power cable shall be supplied with..

Data Format. The Contractor shall furnish magnetic tape...

There can be no question of the need to furnish or perform when shall is used.
Use shall in lieu of to be, are to be, or Will be

9.31 Use should and may whenever it is necessary to express non-mandatory

provisions. This is seldom necessary in a well-written Specification,

For example, the statement, The connector should have polarized blades. really
indicates a preference for a power plug with polarized blades.

Should and may are used to express an option and are frequently abused. For
example, the statement, The data should be furnished on magnetic tape but may
he provided on column punch cards. does riot preclude the Contractor from
furnishing magnetic disc. If what is meant is that the tape is preferred, but cards
acceptable, it should be stated this way:

The data shall be furnished on either magnetic tape or 80column punch cards;
however, magnetic tape is preferred.

9.32 The terms flammable and nonflammable shall be used in lieu of the terms
inflammable, uninflammable, and. noninflammable.

9.33 Figures, Illustrations, Graphs

a. A figure is an illustration or graph which may constitute an integral part of

the Specification. It must be clearly related to and consistent with the text of
the associated paragraphs.

b. Figures shall he consecutively numbered and each figure crossreferenced

to the associated paragraph when it is not adjacent. All figures must be titled,
regardless of where they appear in the Specification.

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c. If figures are numerous and their location would interfere with correct
sequencing of paragraphs, they may be placed in numerical sequence at the
end of the Specification on pages following the concluding material and
before any index or appendix.

d. The inclusion of figures in the Specification is discouraged and should be

permitted only under the most unusual circumstances.

9.34 Tables

a. A table is an arrangement of data mimes and columns and should be used

when data can be presented more clearly this way than by the text. Elaborate
or complicated tables should be avoided.

b. References in the text must be sufficiently detailed to make the purpose of

the table clear and the table shall be restricted to data pertinent to the
associated text.

c. Each table must cross-reference the associated text when it is not adjacent. If
space does not permit, a table may he placed at the beginning of the
succeeding page or if it is extensive on a separate page.

d. Tables shall be numbered with consecutive Roman numerals in the order in

which they are referenced initially in the Specification and the number and
title shall he placed above the table.

e. When required, tables may be rotated counterclockwise 9 degrees.

f. Place footnotes to a table or figure below the figure or table. The footnotes
may contain mandatory information that cannot be presented as data within a
table. Footnotes are numbered separately for each table. Where numerals
lead to ambiguity (for example, in connection with a chemical formula),
superior letters, asterisks, daggers, and other symbols may be used.

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10. 0 STEP BY STEP SPECIFICATION WRITING

STEP 1 List down all pertinent work items to be covered in the project according
to the I6-division Uniform Construction Index. Refer to Appendix:

Masterformat for a master list of section titles and numbers. For

example, for a residence and for a 4-storey building, the applicable
divisions may be the following:

APPLICABLE DIVISIONS:

Example1 Example 2
Residence 4-storey
Division 0
Bidding and Contract Documents
Division 01
General Requirements
Division 02
Site Work
Division 03
Concrete
Division 04
Masonry
Division 05
Metals
Division 06
Wood and Plastics
Division 07
Thermal and Moisture Protection
Division 08
Doors and Windows
Division 09
Finishes
Division 10
Specialties
Division 11
Equipment
Division 12
Furnishing
Division 13
Special Construction
Division 14
Conveying Systems
Division 15
Mechanical
Division 16
Electrical

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STEP 2 Collect, product literature, technical brochures, or any available

specifications written for the specific division and rewrite to conform to
the 3-part section format as described in the CSI Document Refer to Part
7.0: The Three-Part Format.

STEP 3 Review and check the specification language. Refer Part 9.0:
Specification Language.

STEP 4 Compile, review and edit the specifications. Refer to Part 8.0: Elements
of Specification Composition to check for errors. The advantage of using
a micro computer/word processor over a typewriter can be seen at this
point.

STEP 5 Make the final copy.

* This reading was taken from UAP Document # 307: Practical Specifications Writing

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