#2 BUILDING TECHNOLOGY 4:

SPECIFICATIONS WRITING AND

QUANTITY SURVEYING

FLEX Course Material

To Know and understand
effectively the significant
concepts and principles of
specifications and
quantity surveying as
essential tools in
achieving economic, safe
and viable project and as
Week 2:
a protection of different
parties (Architects, Allied
Professionals, Contractors
SPECIFICATIONS
and Owner)
WRITING

• History & Importance of Specification

• Elements of Specification Composition

• Specification Language

• Types of Specification

• Specifications Writing Standards and Formats

By Ar. Emmarie Rose Josue

WHAT STARTED
TECHNICAL
SPECIFICATIONS
WRITING?
Prior to 1961,
1961 construction
specifications often
consisted of a single
single document
document describing all the
materials and work required
for a building. These
specifications were usually
arranged both
chronologically
chronologically and by craft
craft
or trade.
trade For example, in the
Handbook of Specifications,
by T.T.L.
L. Donaldson
Donaldson (1860), 1863
specifications were divided
into the 2 general divisions,
carcase
carcase and finishing.
finishing

HISTORY OF SPECIFICATIONS

Carcase Finishing
Excavator Joiner
Bricklayer Plasterer
Mason Plumber
Slater Painter
Founder and smith Glazier
Carpenter Paperhanger
Ironmonger Smith and bellhanger
Gasfitter

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WHAT STARTED
TECHNICAL
SPECIFICATIONS
WRITING?
As buildings became
bigger and more complex,
the specifications were
broken down into
categories such as
masonry, carpentry, and
mechanical work. Each of
these was then divided
into related sections

HISTORY OF SPECIFICATIONS

Masonry Carpentry Mechanical Work

Excavation Carpentry Plumbing
Concrete Roofing Gas fitting
Brickwork Glazing Heating
Stonework Painting Electrical
Steel columns and
lintels
Waterproofing

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FORMULATION OF
CONSTRUCTION
1948 = CSI
SPECIFICATION Construction
INSTITUTE (CSI) Specification
Institute

Finally in 1948, the

Construction Specification
Institute (CSI) was formed to
address these problems. In
1961
1961 they released an initial
draft of a guideline for
organizing specifications;
the Format
Format and
Arrangement of
Arrangement
Specifications
Specifications and Related
Related
Documents.
Documents Then in
September of 19631961 the CSI
CSI
Format for Building
Specifications was officially
published.

TABLE OF SPECIFICATIONS

16 DIVISIONS Construction Specification Institute (CSI)

Division 01 — General Requirement General Requirements
Existing Conditions
Division 02 — Existing Conditions Concrete
Masonry
Metal
Division 03 — Concrete Wood and Plastics
Thermal and Moisture Protection
Division 04 — Masonry Doors & Windows

Finishes
Division 05 — Metals Specialties
Equipment
Division 06 — Wood and Plastics Furniture
Special Construction
Conveying Systems
Division 07 — Thermal and Moisture Protection Mechanical/Plumbing
Electrical

Division 08 — Doors and Windows

Division 09 — Finishes
Division 10 — Specialties
Division 11 — Equipment
Division 12 — Furnishings
Division 13 — Special Construction
Division 14 — Conveying Systems 4
This publication organized specifications
into 16 divisions with various subjects
within each division. Each subject within a
division was considered an item of work
and each subject was called a section. Three
hundred and fourteen sections had been
identified and were arranged alphabetically
within each division.

This publication was updated to include 1010

sections within the same 16 divisions. The
publication was now 28 pages in length, of
which 5 pages were devoted to just the listing
of divisions and sections.

The Uniform Construction Index (UCI) was

developed to create a simple, logical, and
flexible system for rapid classification and
retrieval of technical data in the construction
industry. This included specifications, data
filing, cost analysis, and project information.
The UCI used a 5 digit numbering system for
divisions and sections. The first 2 digits
identified the division and the remaining digits
were used for the sections. Although the UCI
did not continue with updates, the CSI Format
did continue and began to include the other
project related sections.

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Beyond just the name change for this update to
the CSI publication was the use of the 5-digit
numbering system. This latest edition included
1220 sections..

The 1975 edition of the CSI Format contained

2120 section listings within the 16 divisions as
well as a new division, Division 0, which
included Bidding Requirements and Conditions
of Contract. This last point was very
controversial.

The 1983 edition entitled Division 0 as

Document Numbers.

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In 1988 MasterFormat was again updated and
included sections before Division 0 that were
called documents rather than sections. This
was suppose to begin a 5—year cycle of update
for this publication.

The 1995 edition was published jointly by CSI

and the Construction Specifications Canada
(CSC).

The 2004 edition of MasterFormat™(MF04)

increased the number of divisions from the
original 16 first introduced in 1963, to 50. The
expansion of the numbers and titles was to
keep pace with a construction world that
continues to add complexity and new work
results. The 5-digit numbering system was
carefully replaced with a 6-digit system to
maintain as much consistency as possible.
MF04 also allows user-defined numbers and
titles.

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IMPORTANCE OF SPECIFICATION

Specification:
A detailed description of the dimensions, construction,
workmanship, materials etc., of work done or to be done,
prepared by an architect, engineer etc.
-Shorter Oxford English Dictionary

8
IMPORTANCE OF SPECIFICATION

15 reasons why specification is crucial to construction

1. It provides clear instructions on the intent, performance
and construction of the project.
2. It can reference the quality and standards which should be
applied.
3. Materials and manufacturers’ products can be clearly
defined.
4. The requirements for installation, testing and handover can
be identified.
5. Classification in the specification can be used to support
handover and running of the asset.

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IMPORTANCE OF SPECIFICATION
15 reasons why specification is crucial to construction
6. The drawing or model does not need to be overloaded with detailed
information, which can sometimes be difficult to identify.
7. It can be used to support the costing of a project: not only the
materials and products but also the performance and workmanship
8. The specification forms part of the contractual documents, along
with the drawings, and therefore can help minimize project risk
and provide support should there be any legal disputes.
9. It supports the interpretation of the client brief and gives the client
assurance that the asset which they commissioned is being
delivered.
10. It is not only essential for the construction phase but also used as
part of the soft landing process, subsequent asset management and
the lifecycle plan.

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IMPORTANCE OF SPECIFICATION
15 reasons why specification is crucial to construction
11. By being clear and concise and containing all the information, it
saves the project team, the client and the contractor time and
money by providing answers to many of the on-site construction
questions.
12. There is the option for the design team to build a suite of office
masters, which would improve efficiency, provide quality assurance
and project consistency.
13. Office masters can save the team time and money by being
developed over a period of time and then being adapted to suit the
project specifics, therefore drawing on specialist knowledge when
needed.
14. The specification should be used by all the project team throughout
the construction phase; it should be a living document and not stop
being used at the design phase.
15. The specification and any variations or value engineering can also
be used for the project audit trail and should form part of the
handover documents. It will then form the basis for the running of
the asset by the asset management team
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ELEMENTS OF SPECIFICATION COMPOSITION

Writing Style
is the cornerstone of readability, ensuring text is relevant and capable of being clearly understood
by its intended readership. Style includes a good but not pedantic approach to grammar, simple
sentence structure and correct punctuation. Style also means following the sometimes neglected
rules of specification writing:

Clarity accuracy

repetition

brevity
logic

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ELEMENTS OF SPECIFICATION COMPOSITION

Writing Style
Clarity

means using plain English, avoiding legalese and jargon and restricting
vocabulary to words in common usage. Avoid using alternatives (like
excavate for dig) just to make the text more interesting. Nevertheless
words should be selected to ensure that their meaning is clear and
unambiguous, while phrasing should be brief and expressed in the
imperative mood. Use ‘Provide light fittings….’ not ‘The contractor shall
provide light fittings…’

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ELEMENTS OF SPECIFICATION COMPOSITION

Writing Style
Repetition
Documents are meant to be complimentary. The principles to follow are:
• say everything, but say it only once. Repetition is inadvisable and legally
dangerous
• avoid erroneous information (such as listing a standard that is not
referenced in the text) just in case
• if something applies, include it once, If something does not apply,
remove it or leave it out
• if information is on the drawings, don’t repeat it in the specification,
unless the subject requires amplification
• if an issue is covered in the conditions of contract, don’t repeat it in the
specification. Matters of contract and/or tender must not be included
within the technical text.

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ELEMENTS OF SPECIFICATION COMPOSITION

Brevity

You would not include irrelevant details on drawings and

similarly there is no justification for including irrelevant clauses
or redundant words in the specification.

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ELEMENTS OF SPECIFICATION COMPOSITION

Logic
The Masterspec sections are set in an easily recognizable pattern,
with logical and meaningful clause titles and a logical numbering
system for all clauses. Cross-referencing within the specification
is kept to a minimum, because of possible future changes or
project-based modifications. Where unavoidable, clause names
rather than numbers are used for cross referencing.

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Open and Close Specification

An "open" specification allows products of any manufacturer to be used

if the product meets the specified requirements. In contrast, a
"closed" specification restricts a product to a single manufacturer. A
“closed” specification is generally prohibited. Descriptive Specifications.

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Types of Specification

The methods of specifying construction products are:

1. Descriptive
2. Performance
3. Reference Standards
4. Proprietary
5. A combination of the above methods

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Types of Specification

The methods of specifying construction products are:

1. Descriptive
2. Performance
3. Reference Standards
4. Proprietary
5. A combination of the above methods

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Types of Specification

Descriptive Specifications.
A descriptive specification provides a written detail of a products
properties without the use of trade or brand names.
Ex: Sand: Clean, washed, sharp, durable natural particles,
free from soluble salts or organic impurities. Sand for grouting
shall be screened to pass a 30 mesh sieve with not more than 5%
passing a 100 mesh screen.

The above specification is "open." However, a descriptive

specification is "closed" if drafted to limit the product choice to a
single brand or only brands of single manufacturer.

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Types of Specification

Performance Specifications.
Performance specifications set forth the ends to be achieved, not
the means of achieving the desired result.
Ex: Exhaust fan performance. Rated for continuous operation at
capacity of 500 CFM against a static pressure of 0.5 inches of
water column and temperature of 50 deg. C.

When providing a performance specification, it is also important

to stipulate the specific means of validation (i.e. specific tests,
specific calculations, etc.) to demonstrate that the performance
requirements have been met and the specific timing in which
such validation shall be performed.

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Types of Specification

Reference Standards.
Reference standards specify standards developed by
standards setting organizations such as ASTM, State of California,
Federal, etc. The various manufacturers must meet these
standards.

Ex: Portland Cement: Conform to ASTM C150, Type I or Type II,

low alkali. Maximum total alkali shall not exceed 0.6 percent.

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Types of Specification

Proprietary Specifications
Proprietary specifications identify the desired product by brand name
or trade name, model or style designation, and important
characteristics. Proprietary specifications may also include the name of
the manufacturer and/or city, state when necessary to identify the
source of a specified product.

Ex: Floor tiles shall be "Daltile", style “Travata”, color “Fresco Cream
TV90,” as manufactured by Dal-Tile Corp., of Dallas, TX, or
equal. Floor tiles shall have the following characteristics:
Type of tile (ANSI 137.1): glazed ceramic tile
Min. thickness (ANSI 137.1): 3/8”
….

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Types of Specification

Combination of specification methods.

A combination of the above specification methods may be used
provided that the resulting specification is non-restrictive (open). For
example, several specification methods may be combined as follows:
Ex: Residential entry doors shall be solid core, insulated, six panel doors
of type Sta-Tru Plus as manufactured by the Stanley Works Inc. of New
Britain, CT, or equal. Residential entry doors shall have the following
characteristics:
Min. nominal dimensions: 3’-0” W by 6’-8” H
Max. air infiltration (ASTM E283,ANSI/ISDI–101): 0.05
cfm/[email protected] (25 mph)
Water infiltration (ASTM 331,ANSI/ISDI–104): zero
[email protected]@5GPH/sf
Acoustical Performance (ASTM E413): STC 24
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WHO WRITES TECHNICAL SPECIFICATION?

The principle qualifications needed are:

• familiarity with the project, including the design philosophy
• expertise in editorial, technical and contractual matters
• willingness and availability

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Specifications Writing Standards and Formats

Writing Style and Considerations

A good specification is clear, concise, and easily understood. Simple
words and short sentences are used. Duplication is avoided.
Specifications need to:
• Provide clear, enforceable requirements that will be easily
interpreted the same way by both the Engineer and the Contractor. If
more than one meaning can be interpreted, the Contractor will make an
interpretation that is most favorable to him.
• Provide clear instructions. If a specification is silent on a point,
the Contractor cannot be expected to meet respective requirement
without extra compensation.
• Provide specific directions, not suggestions, explanations, or
reasons.
• Include only what is needed to obtain the desired end result.

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Specifications Writing Standards and Formats

Grammar and Sentence Structure

Use Imperative Mood Writing Style
The imperative mood gives direction where the subject (contractor) is
implied and the verb (provide), (furnish), (construct) expresses
command.
Example:
The Contractor shall FURNISH the following materials

IMPERATIVE MOOD STYLE:

FURNISH the following materials

In this example, the subject is implied and the VERB EXPRESSES

COMMAND

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Specifications Writing Standards and Formats

Be Direct

Talk directly to the readers. In the Agency's specifications, you are talking
to the Contractor.

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Specifications Writing Standards and Formats

Use the Present Tense

Write so the specification speaks as of the time it is applied, not as of the

time it is drafted.

Say Do not say

Name the new directory You will need to name the

new directory

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Specifications Writing Standards and Formats

Use Action Verbs

Say Do not say

applies to is applicable to

concerns is concerned with

pay make payment

recognize give recognition to

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Specifications Writing Standards and Formats

Use Singular Nouns Rather Than the Plural Nouns

Using singular nouns instead of plural nouns avoids confusion of
whether the noun applies separately or jointly.

Say Do not say

The guard will issue a The guard will issue
security badge to each security badges to the
employee who works in employees who work in
Building D and each Building D and Building E.
employee who works in
Building E.

Exception: Use plural nouns for headings and titles.

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Specifications Writing Standards and Formats

Use Elliptical Clauses

An elliptical clause is a clause in which some words have been left out.

Say Do not say

For excusable delays not For excusable delays that
caused by weather, the are not caused by
Department pays your weather, the Department
added costs. pays your added costs.
If the Engineer If the Engineer determines
determines a claim is that a claim is without
without merit, you may merit, you may pursue the
pursue the administrative administrative claim
claim procedure... procedure ...

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Specifications Writing Standards and Formats

Use Parallel Phrases

Parallel phrases balance a sentence when a series of words, thoughts, or
ideas appear in one sentence

Say Do not say

The British Museum is a The British Museum is a
wonderful place where wonderful place to see
you can find ancient ancient Egyptian art, you
Egyptian art, explore can explore African
African artifacts, and artifacts, and beautiful
discover beautiful textiles fine textiles from around
from around the world. the world.

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Specifications Writing Standards and Formats

Avoid Prepositions
Avoid prepositions but do not eliminate them if noun sandwiches or
nonparallel phrases are created as a result.

Say Do not say

Engineer's authority authority of the Engineer

falsework drawings drawings for falsework

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Specifications Writing Standards and Formats

Avoid Noun Sandwiches

Noun sandwiches are strings of nouns grouped together.

Say Do not say

Development of Human research subjects
procedures to protect safety protection
human research subjects... procedures
development...

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Specifications Writing Standards and Formats

Avoid Noun Sandwiches

Noun sandwiches are strings of nouns grouped together.

Say Do not say

Be sure to reply promptly Be sure to promptly reply
to the invitation. or Be to the invitation.
sure to reply to the
invitation promptly

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Specifications Writing Standards and Formats

Avoid Gender-Specific Terminology

Say Do not say

crew member crewman

drafter draftsman

hours worked manhours

personnel, workforce manpower

supervisor foreman

Exception: Use gender-specific terminology if required to match

industry-standard terminology or the law. The word person does not
make a sentence gender neutral.

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THANK YOU!

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