Specifications Writing Lectures
DEFINITIONS
Specification (n)
a detailed description of the dimensions, construction, workmanship, materials, etc. of work done or to be
done prepared by an architect, engineer, etc.
Includes:
1. scope
2. instructions
3. standard of quality
4. instrument of service
5. legal document when part of a contract
specifications are important in coordinating different people's understanding of different aspects of
construction
HISTORY
before 1961, construction specifications often as buildings became bigger and more complex, the
consisted of a single document describing all the specifications were broken down into categories
materials and work required for a building. these such as masonry, carpentry, and mechanical work.
specifications were usually arranged both each of these was then divided into related sections
chronologically and by craft or trade.
masonry carpentry mechanical
example: Handbook of Specifications by T.I.
excavation carpentry plumbing
Donaldson (1860) specifications were divided
into 2 general divisions; carcass (structural) and concrete roofing gasfitting
finishing brickwork glazing painting heating
stonework painting cooling
carcase finishing
steel columns and
excavator joiner
lintels
bricklayer plasterer
waterproofing
mason plumber
slater painter
founder and smith glazier
carpenter paperhanger
ironmonger and gasfitter smith and bell hanger
formulation of construction specification institute (CSI)
in 1948, the Construction Specification Institute, or CSI was formed to address these problems. in 1961, they
released an initial draft of a guideline for organizing specifications; the format and arrangement of
specifications, and related documents. then in September 1963, the CSI format for building specifications was
officially published
1963: CSI format for building specifications
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
314 sections had been identified and were arranged alphabetically within each division
1964: CSI format for building specifications
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the 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 listing of divisions and sections
1972: CSI format incorporated into the Uniform Construction Index
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 section. although the UCI did not continue with updates, the CSI
format did continue and began to include the other project-related sections
2004 MasterFormat (MF04)
increased the number of divisions from the 16 first introduced in 1963 to 50. the expansion of the numbers
and titles was to keep peace 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
20 series — buildings services (utilities)
30 series — civil and site works
40 series — equipment construction
IMPORTANCE OF SPECIFICATIONS
1. provides clear instructions on the intent, performance, and construction of the project
2. it can reference the quality and standards that 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 the handover and running of the asset
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. 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 lifecycle plan
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 some time and then being
adapted to suit the project specifics, therefore, drawing on specialist knowledge when needed
14. the specification should be used by the project team throughout the construction phase, it should be a
living document and not stop being used during 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
Specifications Writing Lectures 2
SPECIFICATION FORMATS
1. UNIFORMAT
a. 9 categories based on physical assemblies and systems
b. function derived and based upon the performance of a system
c. not based on specific materials, products, and activities
d. used to organize construction information for design-build projects
2. MASTERFORMAT
a. 50 divisions or categories based on specific products, systems, and activities; used to be 16 divisions
b. descriptive; based on specific materials, products, and activities
c. establishes restrictions and alternates that are acceptable
d. used to organize construction information for design-bid-build projects
WHY ARE DIVISIONS IMPORTANT IN SPECIFICATIONS WRITING?
1. divisions are standard categories of construction specifications
2. divisions form the framework of project specifications
3. divisions allow for an organized checklist
MASTERFORMAT 16 AND 50 DIVISIONS
00 general requirements 08 finishes
area for performance requirements that maintenance and standards
overlap work sections
plaster and gypsum board
allows for a mixture of broad performance
tiling
specifications in a project manual
ceilings
1. summary
flooring
2. price and payment procedures
wall finishes
3. administrative requirements
acoustical treatment
4. quality requirements
painting and coating
5. temporary facilities and controls
09 specialties
6. product requirements
maintenance and standards
7. execution and closeout requirements
information
8. life cycle activities
interior
01 existing conditions (site)
fireplaces and stoves
limited to existing conditions, construction
practices that relate to items at the site and safety
the commencement of work storage
all site constructions as well as heavy civil exterior
and infrastructure subject matter, including
others
utility and pavement work, has been
relocated to the site and infrastructure 10 equipment
subgroup
maintenance and standards
selective demolition
vehicle and pedestrian
subsurface and other investigation
security, detention, and banking
surveying
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site documentation commercial
site remediation residential
02 concrete foodservice
concrete materials educational and scientific
forming and accessories entertainment
reinforcing athletic and recreational
cast-in-place health care
precast concrete collection and disposal
grouting other
cutting and boring 11 furnishings
03 masonry maintenance and standards
masonry standards and maintenance art
unit masonry window treatments
stone assemblies casework
specialty masonry units furnishings and accessories
04 metals furniture
metal standards and maintenance multiple seating
structural framing other furnishings
metal joists 12 special construction
metal decking maintenance and standards
cold-formed metal special facility components
metal fabrications special purpose rooms
decorative metal special structures
05 wood and plastics integrated construction
material standards special instrumentation
common work results 13 conveying systems
rough carpentry maintenance and standards
finish carpentry dumbwaiters
architectural woodwork elevators
structural plastics escalators and moving walks
plastic fabrications lifts
structural composites scaffolding
composite fabrications other conveying
06 thermal and moisture protection 14 mechanical or plumbing
operation and maintenance 15 electrical
dampproofing and waterproofing DIVISION 14 and 15
thermal protection in the old versions, these divisions housed all
building service descriptions
weather barriers
in the current version, there is a new subgroup
steep slope roofing
where all building services are specified in 7
Specifications Writing Lectures 4
roofing and siding panels divisions
membrane roofing
flashing and sheet metal
roof and wall accessories
fireproofing
sealants
07 doors and windows
maintenance and standards
doors and frames
specialty doors and frames
entrances, storefront, and curtain wall
windows
roof windows and skylights
hardware
glazing
louvers and vents
procurement and contracting requirements group — division 0
specifications group — division 1-48
general requirements subgroup — division 1
facility construction subgroup — 2-14
facility services subgroup — (15-16) 21-24, 25-28
site and infrastructure subgroup — division 31-35
process equipment subgroup — division 40-48
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RECENT CHANGES TO MASTERFORMAT
before 2004, specifications focused on building construction
the 2004 version has expanded to address building construction, facilities management, and industrial
process
OUTLINE SPECIFICATIONS
either based on the 16 divisions or on typical construction process
an outline or summary of the most critical aspects of a construction project
may be done using the chronology of the 16 divisions, or using the typical construction process
DIVISION 00
included in the full specifications, sometimes omitted in the outline specifications but it is a good idea
to include in the outline specifications
DIVISION 01
start with the site
describe what you have to work with or what you need
DIVISION 03
describe reinforcements and special formwork
DIVISION 04
size of CHB
ratio of mixtures
construction methods
DIVISION 05
describe structural framing
DIVISION 06
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describe rough carpentry
DIVISION 07
describe the thermal protection, if any
membrane roofing, if applicable
DIVISION 08
describe the doors and windows to be used (main materials and types)
DIVISION 09
main finishes in floors, walls, ceilings, exteriors, and other important finishing materials
DIVISION 10
verify from 16 divisions which types of specialties will be used
DIVISION 11
include all types of equipment from food to commerical equipment
DIVISION 12
usually not included during specifications writing as this is within the turf of Interior Designers
DIVISION 13
special constructions
DIVISION 14
often omitted in residential projects
DIVISION 15
plumbing materials used and other mechanical devices
DIVISION 16
wiring, lighting, fixtures, lighting equipment, voltage, regulators, etc
ELEMENTS OF SPECIFICATION COMPOSITION
WRITING STYLE
conerstone of readability, ensuring text is relevant and capable of being clearly understood by its intended
readership
includes a good but not pedantic approach to grammar
simple sentence structure and correct punctuation
also means following the sometimes neglected rules of specification writing:
clarity
using plain English, avoiding legalese and jargon and restricting vocabulary to words in common
usage
avoid using unnecessary alternatives just to make the text more interesting
words should be selected to ensure that their meaning is clear and unambiguous
phrasing should be brief and expressed in the imperative moood: ‘provide light fittings…’ and
not ‘The contractor shall provide light fittings’
repetition
minimize redundancy; avoid repeating the same information in different sections of the
specifications
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use references instead of repeating lengthy descriptions, reference relevant standards, codes, and
specifications — this ensures consistency and reduces document size
if an issue is covered in the conditions of contract, do not repeat it in the specifcation; matters of
contract and/or tender must not be included in the technical text
brevity
focus on essential information; avoid unnecessary details and extraneous information
use bulleted or numbered lists
use tables and figures
logic
follow a logic structure with clearly defined sections and subsections to allow readers to easily
navigate the document and find the information they need; maintain consistent terminology; use
the same terms throughout the document to avoid confusion
the Masterspec sections are set in an easily recognizable pattern, with logical and meaningful
clause titles and a logical numberng 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
accuracy
double-check all information to ensure that all technical specifications, dimensions, quantities,
and references are accurate and error-free
proofread carefully; typos and grammatical errors can lead to misunderstandings and costly
mistakes during construction
seek feedback; get feedback from other stakeholders on the clarity and completeness of the
specifications before finalizing them
WRITING STANDARDS AND FORMATS
a good specification is clear, concise, and easily understood; simple words and short sentences are used.
duplication is avoided, and specifications need to:
provide clear, enforceable requirements that will be easily interpreted the same way by both the Engineer
and 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
grammar and sentence structure
use imperative mood writing style
give direction where the subject (contractor) is implied and the verb (provide) - expresses command
be direct
talk directly to the readers. in the agency’s specifications, you are talking to the Contractor
use the present tense
write so the specification speaks of the time it is applied, not as of the time it is drafted
use action verbs
use singular nouns rather than plural nouns
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avoids confusion of whether the noun applies separately or jointly
exception: plural nouns for headings and titles
use elliptical clauses
a clause in which some words have been left out
use parallel phrases
parallel phrases balance a sentence when a series of words, thoughts, or ideas appeard in one sentence
avoid prepositions
avoid prepositions but do not eliminate them if noun sandwiches or nonparallel phrases are created as a
result
avoid noun sandwiches
noun sandwiches are strings of nouns grouped together
avoid gender-specific terminology
exception: use gender-specific terminologies if required to match industry-standard terminology or the
law. the word “person” does not make a sentence gender neutrral
avoid unnecessary qualifiers
avoid use of exceptions
PREFERRED TERMS
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