Table of Contents

Specification Writing ............................................................................................................... 2

Specification Writing vs. Specification Drawing ....................................................................... 2
Drawings ............................................................................................................................ 2
Specifications ..................................................................................................................... 3
Similarities ............................................................................................................................. 3
Drawings & Specifications ................................................................................................... 3
When writing a specification, you should: .......................................................................... 3
Specification Language ........................................................................................................... 3
What makes a great specification? ......................................................................................... 4
GLOSSARY.............................................................................................................................. 5
BIBLIOGRAPHY ..................................................................................................................... 6

AR 325 – Building Technology 4

Fundamentals of Specification Writing
Buenaflor, Densie Dayne T. Page 1 of 6
Most of engineering is based on physical laws that are easily expressible as simple equations. All
the rest of each topic is simply a treatment of details about those principles and how they can be
applied to practical use. Consequently, the material can usually be organized in a logical manner
so it's easy to learn and remember. Specification writing doesn't work that way; it's a hard
subject to teach because it draws on so many diverse topics--project management, engineering
practice, law, civics, grammar, word usage, and even philosophy. Hence, the subject matter does
not integrate well into an easily comprehensible whole like we're accustomed to dealing with in
engineering. No matter how you try to organize it, all you have is a lot of disconnected facts. The
correct order of presentation is almost impossible to determine. Becoming familiar with such a
body of knowledge through on-the-job experience usually takes a bright person many years, and
keeping it all in mind while drafting a document is very difficult, indeed.

Specification Writing
Specifications define the requirements for products, materials and workmanship upon which the
contract is based and the requirements for administration and performance of the project. They
are written to achieve a work result.
It is generally written for each subject as sections and organized under [CSI] Master Format.
Master Format is a list of titles that represent construction practices or work results that result
from the application of skills and procedures to the materials, products or assemblies.
Specifications are one of the basic components that make up the contract agreement between the
Owner and the Contractor.
While, the Specification drawing refers to the drawings that are graphic representations of the
work upon which the contract is based. As the graphic documents usually contain more then plan
views, the preferred term is drawings rather then plans.

Specification Writing vs. Specification Drawing

Drawings
– Graphically show the components in relation to the rest of the building and surrounding
components
– Graphically show a symbol representing a component not drawn to scale.
– Provides dimensions for the component placement.
– Annotations specific to the component placement. Such as “Coordinate the fire pull station with
the fire extinguisher mounted adjacent to the door.’’

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Fundamentals of Specification Writing
Buenaflor, Densie Dayne T. Page 2 of 6
– Specification items are not repeated on the drawings.

Specifications
– Provides the component specifications of performance, size, weight
– Provides component labeling and testing requirements
– Identifies the Contractor qualifications to install the components.
– Provides direction to the contractor in the execution of construction to get a common work
result. It does not repeat manufacturers or Code requirements.
– Drawing information is not repeated in the specs.

Similarities
Drawings & Specifications
– Part of the “Contract” between the Owner and the Contractor
– Use the same contract language, and terms.
– They work together and cannot be used or developed separately.
– Engineers and Architects that write the specifications need access to the drawings.
– Designers and Drafters that create the drawings need access to the specifications.
– Specs do not supersede drawings. Drawings do not supersede specs. If they contradict each
other, it is a design error.

When writing a specification, you should:

 Know your audience; it’s the contractor(s).
 Know the parties of the contract; understand the contracting strategy.
 Be accurate, brief, clear.
 Avoid complex sentences and stilted language (artificially formal).
 Use simple sentences with terms and words that are easily understood.
 Always write as if the owner is talking directly to the General Contractor.

Specification Language
Know the meaning of your words and use them consistently.
•Terms should be defined in the contract.
•Only use on drawings and in schedules when space is limited.
•Every abbreviation must be defined on the Drawing Legend Sheet.
•Avoid using them in the body of a specification; every word in a specification is important.

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• Do not:
– Underline
– Bold
– Italicize
– Highlight
– Use color in final specifications.

What makes a great specification?

A great specification not only accurately describes the work to be done, the materials and
products to be used – by product name and manufacturer identification number or reference –
and the acceptable standards of workmanship, it also provides enough detail for the main
contractor or sub trades to complete the construction without having to guess what is actually
required. This is where the quality of the information and its delivery become critical. Like any
good technical document, a specification should be clear, concise, correct and complete. It should
present information in an easy to follow and logical sequence, free from repetition or irrelevant
information. Importantly, information should also be consistent and coordinated, both between
sections of the specification and with the accompanying drawings. If supporting material from
other sources, such as manufacturers’ literature or producer statements is included, make
absolutely certain that the material and your specification agree, the material is relevant to the
project and drawings from different sources work together. A good specification helps maintain
the quality of detailing and workmanship and saves time, money and hassles later on. It can also
decrease the time it takes to process consent applications, improve the accuracy of quotes,
reduce the number of changes or rework on the building site and prevent disputes between the
builder, designer and owner.

AR 325 – Building Technology 4

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GLOSSARY
Contract - a written or spoken agreement, especially one concerning employment, sales, or
tenancy that is intended to be enforceable by law.
Engineering Practice - is not simply a problem- solving process and specialized knowledge.
It is the complex, thoughtful and intentional integration of these towards some
meaningful end.
Graphic Documents - the term was originally used for a file created with a word processor.
In addition to text, documents can contain graphics, charts, and other objects.
Master Format - is a list of titles that represent construction practices or work results that
result from the application of skills and procedures to the materials, products or
assemblies.
Physical Laws - are typically conclusions based on repeated scientific experiments and
observations over many years and which have become accepted universally within the
scientific community. The production of a summary description of our environment in the
form of such laws is a fundamental aim of science.
Project Management - is the application of knowledge, skills, tools, and techniques
to project activities to meet the project requirements.
Specification Drawing - refers to the drawings that are graphic representations of the
work upon which the contract is based.
Specification Writing - is a document that defines a set of requirements that a product or
assembly must meet or exceed. A product or assembly that does not meet all of the
specifically expressed requirements does not meet the specification, and often is referred
to as being out of specification or "out of spec."
Specifications - an act of describing or identifying something precisely or of stating a
precise requirement.

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Fundamentals of Specification Writing
Buenaflor, Densie Dayne T. Page 5 of 6
BIBLIOGRAPHY
www.bicsi.org/
www.buildmagazine.org.nz
www.designingbuildings.co.uk

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