Learning Specifications Writing Handout

07/10/2023
DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION
AR. DALE JON E. CORTEZ

ARCHITECT | MASTER PLUMBER | REAL ESTATE APPRAISER | M ARCH
PRESIDENT, PRO-EDGE CENTER FOR LEARNING
SUPERVISING ARCHITECTURAL ASSOCIATE, UP ODPI-OVPD
30 SEPTEMBER 2023
ARC-2021-032-816 | 2.0 CPD PTS. (AR)
OUTLINE DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION

➢ Specifications
o Contract Documents
o Drawings vs Specifications
1 ➢ Purpose and Importance of Specifications

➢ Specification Writers
o Qualifications
o Architects as Specification Writers
➢ Types of Specifications
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➢ Uniform Construction Index
➢ The MasterFormat
o The 16 Divisions
2 o The 50 Divisions
➢ Organizing Specifications According to MasterFormat
➢ The Three-Part Section Format
➢ Organization of Sections
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➢ Writing Specifications
3 o Specification Language
o Sentence Construction
➢ Helpful Tips in Specifications Writing
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1 INTRODUCTION TO
SPECIFICATIONS
SPECIFICATIONS
▪ are written or printed description of work
to be done describing qualities of material
and mode of construction (UAP Doc 301)
▪ is the document that describes in words

what cannot be visualized or explained on
a drawing or model
▪ part of contract documents
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SPECIFICATIONS
CONTRACT DOCUMENTS
are the written documents that define the roles, responsibilities, and “Work”
under the construction Contract, and are legally-binding on the parties (Owner
and Contractor).
GENERAL
AGREEMENT
CONDITIONS
DRAWINGS
SPECIAL
PROVISIONS SPECIFICATIONS
SPECIFICATIONS
DRAWINGS vs SPECIFICATIONS
▪ does specification govern over drawings?
▪ well-prepared drawings should not use comprehensive/too many notes
▪ specifications present information in text form
DRAWINGS
SPECIFICATIONS
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PURPOSE AND IMPORTANCE

OF SPECIFICATIONS
1. to reference required quality and standards
2. materials can be clearly defined
3. installation, testing, and hand-over
requirements can be defined
4. instruct material suppliers of the extent of
their work
5. eliminates information overload on the
drawing
6. to support project costing
7. forms part of the contract documents
8. answers many on-site construction
questions
9. specifications segregate the information into
various sections
SPECIFICATION WRITERS
▪ a professional who writes

descriptions of materials,
processes, and operations for
construction projects.
▪ they work with architects,

engineers, and contractors to
develop specifications that match
the design and requirements of the
project
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QUALIFICATIONS
▪ a degree in the required discipline and eventual

professional registration
▪ a good basic skill in drafting and detailing
▪ a thorough knowledge of construction gained by
extensive field inspection
▪ the ability to write in a proper and concise manner
▪ shall have continuous contact with suppliers and
manufacturers
▪ knowledge in material cost is a plus!
ARCHITECTS AS
▪ developers and architects prefer to work with a

specification writer who has a bachelor's degree in
architecture or another construction-related field
▪ The preference for Architects can be attributed to the
following:
a. Academic Training
b. Practical Work Experience
▪ many specification writers are employed by
architects or large architectural firms that hire
people only for specification writing
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TYPES OF SPECIFICATIONS
DESCRIPTIVE SPECIFICATION :
gives a detailed description of the product
Examples:
WATER CLOSET: 730 mm x 380 mm x 735
mm porcelain one-piece dual flush push
button siphon jet water closet; for all
toilets.
LAVATORY: 480 mm x 390 mm x 450 mm

porcelain wall hung wash basin (half
pedestal type).
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REFERENCE SPECIFICATION :
reference is made to established standard to which the specified products and
processes shall comply or conform
Examples:
PORTLAND CEMENT: Use only one brand of cement throughout. Portland
cement shall conform to ASTM Standard Specifications for Type 1 Portland
Cement (ASTM C150/C150M-20).
ZINC (HOT-DIP GALVANIZED) COATING: conform to ASTM A153/ASTM153M-16a.
GROUT: shall conform to PNS ISO 13007 – 3:2014. Pre-mixed dry wall filler for
floor and wall tile joints either glazed or semi-glazed tiles.
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reference is made to established standard to which the specified products and
processes shall comply or conform
Examples of Associations
• ASTM: ASTM International (formerly American Society for Testing and
Materials)
• ANSI: American National Standards Institute
Examples of Reference Standard Specifications
• Basic material standard: ASTM C 33 – Portland Cement
• Product standard: PS-1 – Plywood
• Design standard: SMACNA – Architectural Sheet Metal Manual
Workmanship standard: Woodwork
• Institute – Manual of Millwork Test method standard: ASTM E 84 – Steiner
Tunnel Test (flammability)
• Qualifications standard: AWS D1.1 – Welders Qualification
• Codes: ICC Evaluation Service Research Reports
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PERFORMANCE SPECIFICATION :
the results of the product, rather than the product itself are specified.
Examples:
ANCHOR BOLTS: Conform to ASTM A36/A36M-19 with specified yield point of
248 MPa (36,000 psi).
WATERSTOP: shall be an internally cast passive waterstop system for sealing

joints in concrete structures subject to water pressure. It shall have a tensile
strength of ≥ 14N/mm2, BS Softness of 42, and specific gravity of 1.42. For all
concrete joints wall and floor construction below grade.
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PROPRIETARY SPECIFICATION :
actual brand names, model numbers, and other proprietary information are
specified.
CLOSED SPECIFICATION: lists specific products, systems and manufacturers, with no alternatives or
mechanisms to apply a substitution.
Closed specifications are most often seen when matching a specification to an existing building, or
when an exact duplication is important.
Example:
Swimming Pool Waterproofing: “MasterSeal 530” surface-applied capillary waterproofing by Sika.
OPEN SPECIFICATION: all manufacturers whose products meet performance or description, may bid
as all performance and descriptive specifications are open.
Brand-name specifications are open if the phrase "or equal“ or “or approved equal” is used.
Example:
Water Closet: One-piece dual flush push button siphon jet water closet by "American Standard" or
approved equal
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MIXED METHOD SPECIFICATION:

▪ it is acceptable and recommended to apply mix methods
in the specifications as it is possible to have
combinations of performance, descriptive, and reference
specifications.
▪ a product may be required with specific physical

features and also may be required to perform to a
particular standard
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▪ Example:
Water-Based Polyurethane Waterproofing: water-based bitumen modified polyurethane
liquid-applied waterproofing membrane. Once cured, it provides a tough, highly
elastomeric, impervious barrier to moisture.
Physical Properties
Form Smooth paste
Color Black
Elongation at break > 200%
Tensile strength 45 kg./cm2
Moisture Vapor Transmission 6.2g/hour/ft2 x h x inc x Hg
Curing time 24 hrs.
Conforms to ASTM C836.76, ASTM D412, ASTM D2280, ASTME-96
Polyurethane waterproofing membrane shall be equal to "Boscoseal PUW (Bostik)" or

"Sikalastic -110 (Sika)" or approved equivalent.
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DESCRIPTIVE SPECIFICATION :
gives a detailed description of the product
reference is made to established standard to which the specified
products and processes shall comply or conform
PERFORMANCE SPECIFICATION :
the results of the product, rather than the product itself are specified.
PROPRIETARY SPECIFICATION :
actual brand names, model numbers, and other proprietary information
are specified.

using combinations of performance, descriptive, and reference specifications.
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2 THE UNIFORM
CONSTRUCTION INDEX
THE UNIFORM CONSTRUCTION INDEX

▪ a system of formats for specifications, data filing, cost analysis, and
project filing.
▪ an outline of building trades and products, separated into 16 divisions
that are arranged by trade and construction sequence.
▪ published jointly by Construction Specifications Institute (CSI) and
Construction Specifications Canada (CSC) in 1972 after merging their
individual systems.
▪ later superseded by MasterFormat.
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THE MasterFormat
MasterFormat is a provides a master list of the most widely used throughout the
system of numbers Divisions, and Section used standard for construction
and titles for numbers to organize organizing industry to format
organizing information about a specification and specifications for
construction facility’s construction other written construction
information into a requirements, products information for contract documents.
standard order or and associated activities building projects in
sequence. the U.S.
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WHY USE A STANDARD

FORMAT?
It is important to use a standard format for construction specifications due to the

following reasons:
▪ omissions or duplication of items can be lessened or avoided by using the

same procedure in drafting the specifications
▪ easier location of items in each section after the users become familiar with
the format
▪ the outline can serve as checklist during the Design Development phase
▪ can be used for the cost data
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THE 16 DIVISION FORMAT
▪ The sixteen-division Uniform

Construction Index places
related groups basically in the
order that a vertical structure is
built.
▪ DIVISION contain the broadest

collections of related
construction products and
activities.
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MasterFormat 1988 EDITION
The original 16 division format has 5-digit section numbers
Division 00 Division 12 — Furnishings

Division 01 — General Requirement Division 13 — Special Construction
Division 02 — Site Works Division 14 — Conveying Systems
Division 03 — Concrete Division 15 — Mechanical/Plumbing
Division 04 — Masonry Division 16 — Electrical
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
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▪ In 2004, MasterFormat expanded from using 5-digit section numbers arranged
into 16 Divisions to 6-digit section numbers in a 50 Division arrangement.
▪ The expansion was made to address overcrowded divisions.
▪ New divisions added to include infrastructure and process equipment divisions
▪ The current Masterformat has the following:

o Groups (2)
o Subgroups (5)
o Divisions (50) numbered with titles
o Sections, numbered with titles
o SectionFormat (3 parts) (General, Products, Execution)
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GROUPS, SUBGROUPS, & DIVISIONS
Procurement and Contracting Requirements Group

▪ Procurement and Contracting Requirements: Division 00
Specifications Group
▪ General Requirements Subgroup: Division 01
▪ Facility Construction Subgroup: Divisions 02 - 19
▪ Facility Services Subgroup: Divisions 20 - 29
▪ Site and Infrastructure Subgroup: Divisions 30 - 39
▪ Process Equipment Subgroup: Divisions 40 - 49
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PROCUREMENT AND CONTRACTING REQUIREMENTS GROUP
Division 00 — Procurement and Contracting Requirements
SPECIFICATIONS GROUP
General Requirements Subgroup
Division 01 — General Requirements
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Facility Construction Subgroup
Division 02 — Existing Conditions

Division 03 — Concrete
Division 04 — Masonry
Division 05 — Metals
Division 06 — Wood, Plastics, and Composites
Division 07 — Thermal and Moisture Protection
Division 08 — Openings
Division 09 — Finishes
Division 10 — Specialties
Division 11 — Equipment
Division 12 — Furnishings
Division 13 — Special Construction
Division 14 — Conveying Equipment
Divisions 15 to 19 — RESERVED FOR FUTURE EXPANSION
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Facility Services Subgroup
Division 20 — Mechanical Support

Division 21 — Fire Suppression
Division 22 — Plumbing
Division 23 — Heating Ventilating and Air Conditioning
Division 24 — RESERVED FOR FUTURE EXPANSION
Division 25 — Integrated Automation
Division 26 — Electrical
Division 27 — Communications
Division 28 — Electronic Safety and Security
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Site and Infrastructure Subgroup

Division 31 — Earthwork
Division 32 — Exterior Improvements
Division 33 — Utilities
Division 34 — Transportation
Division 35 — Waterways and Marine Construction
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Process Equipment Subgroup
Division 40 — Process Interconnections

Division 41 — Material Processing and Handling Equipment
Division 42 — Process Heating, Cooling, and Drying
Equipment
Division 43 — Process Gas and Liquid Handling,
Purification and Storage Equipment
Division 44 — Pollution Control Equipment
Division 45 — Industry-Specific Manufacturing Equipment
Division 46 — Water and Wastewater Equipment
Division 48 — Electrical Power Generation
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WHY THE NEED TO EXPAND?
▪ clear, concise, correct, and complete is the goal for construction

communications.
▪ technology in the construction industry has changed in the decades
since the 16-division organization was formulated.
▪ a desire to expand the use of MasterFormat beyond building
construction.
▪ the old numbering system has some divisions overcrowded with
titles and others sparsely populated.
▪ the new system, with 50 divisions available instead of 16, certainly
provides room for growth.
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ORGANIZING SPECIFICATIONS
ACCORDING TO MasterFormat
MasterFormat® arranges related construction products and activities into 50

(previously 16) level one titles, called DIVISIONS.
▪ The level one title, referring to its corresponding division, contains the
broadest collections of related construction products and activities.
▪ Each of the 50 divisions is further divided into SECTIONS in the specifications,

each of which delineate a gradually more detailed area of work results to be
specified.
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XX XX XX
Level 1/ Level 2 Level 3
Division
No.
▪ Example: 03 11 00 – Concrete Forming
▪ The levels express relative degree of detail or specificity.

▪ The LEVEL 2 titles identify clusters of products and activities
having an identifying characteristic in common.
▪ The LEVEL 3 titles consist of more specific clusters of
products and activities than Level 2 titles
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▪ Aside from the Level 1 – 3, there is also a Level 4 that is only been used at
locations in which the amount of detail merits the additional level of
classification. Level 4 is typically the six digits of Level 3 plus a decimal point
and two more digits, for a total of eight.
▪ For example, using metal ladders:

Level 1: 05 ## ## - (two-digit Division number) Metals
Level 2: 05 50 00 - Metal Fabrications
Level 2: 05 51 00 - Metal Stairs
Level 3: 05 51 33 - Metal Ladders
Level 4: 05 51 33.13 - Vertical Metal Ladders
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▪ Level 4 numbers and titles in general can be used to differentiate product
types.
▪ Another example of Level 4 Section numbers:
Under Utilities (33 00 00) → Sanitary Sewerage (33 30 00)
→ Sanitary Sewerage Piping (33 31 00)
→ Public Sanitary Sewerage Gravity Piping (33 31 11)
• 33 31 11.11 - Cast-Iron Piping and Fittings
• 33 31 11.13 - Stainless Steel Piping and Fittings
• 33 31 11.21 - ABS Piping and Fittings
• 33 31 11.22 - PVC Piping and Fittings
• 33 31 11.23 - Fiberglass Piping and Fittings
• 33 31 11.31 - Concrete Piping and Fittings
▪ An advantage of using Level 3 and 4 Section numbers and titles is that it splits
long and complicated Sections into more concise and more easily understood
Sections.
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▪ User-defined Level 5 sections can be also used for internal use to expand Level
3 or Level 4 titles
▪ Examples:
Standard Level 4 Title: 08 11 13.16 Custom Hollow Metal Doors and

Frames
User-defined Level 5 Title: 08 11 13.16.ABC1 ABC Brand Custom Hollow Metal
Doors and Frames
If applied to a Level 3 title,
Standard Level 3 Title: 10 51 13 Metal Lockers

User-defined Level 5 Title: 10 51 13.00.XY12B XY Project Metal Lockers
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ASSIGNED NUMBERS
The following conventions have been used in assigning numbers:
▪ The numbers 00 to 09 at Levels 3 and 4 are generally left unassigned.

▪ Numbers ending in a zero at Levels 3 and 4 are generally left unassigned to
avoid hierarchy confusions (i.e. the incorrect implication that “11 14 43” is a child
of “11 14 40”).
▪ In most Divisions, the number assignments at Levels 3 and 4 have been
allocated in groups of three (e.g. 13, 16, 19; 23, 26, 29) to either provide spacing
between numbers or simply relatively arbitrary.
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RESERVED AND UNASSIGNED
• numbers in reserved divisions
should not be used as they may
become assigned in the future,
creating a conflict if used
• any unassigned number can be
user-defined
• you may also consider using
Level 5 numbers for user
defined sections
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UTILIZING UNASSIGNED NUMBERS
A user is free to use any appropriate number in the assignment of new numbers
for new titles, providing:
▪ The title and number are appropriately located within a Division and Section
area that corresponds with their subject matter.
▪ The title does not already have an assigned number.
▪ The number has not already been assigned to another title.
▪ It is not within a Division that has been designated as reserved for future
expansion.
▪ Likewise, new Groups, Subgroups, or Divisions should not be created by users.
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DISADVANTAGES OF USING MULTIPLE SIMILAR

SECTIONS
1. Information might be repeated.

2. The usage of many narrowly focused
sections increases the size of the overall
specifications.
3. More effort is required to cross-reference
properly between Sections.
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THE THREE-PART SECTION FORMAT
▪ Each section is given a general title that describes the work to be

performed by the contractor and are then written to conform to the
"Three-Section Format" by CSI, also known as the SectionFormat.
▪ The three-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 standard formatting reduces duplication and omission of information.
SPECIFICATIONS WRITING: DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION | 43
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▪ The specifications writer must follow the three fundamental
questions about any product or material:
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?
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▪ SectionFormat provides for the
arrangement and presentation of
information under these three
basic separate Parts.
▪ The PART is considered the First
Level of detail in a specification
Section.
▪ The ARTICLE numbers are the
second level of detail in a Section.
▪ The PARAGRAPHS are the third
level of detail with SUB-
PARAGRAPHS as the fourth
through sixth level.
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PART I - GENERAL
▪ This part covers those general areas of concern which precede and follow
the work, and which define the scope of the work.
▪ It also describes administrative, procedural, and temporary requirements of
the work, as well as considered as an extension of Division 01 General
Requirements unique to this section
1.1 SUMMARY 1.4 System Description
A. Scope of Work 1.5 Submittals
B. Work of other section 1.6 Quality Assurance
C. Related section 1.7 Delivery, Storage, Handling
D. Allowances 1.8 Project/Site Condition
E. Unit Prices 1.9 Sequencing and Scheduling
F. Measurement and Payment 1.10 Warranty
G. Alternates 1.11 System Start-up
1.2 References 1.12 Maintenance
1.3 Definition of Terms
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PART II - PRODUCTS
▪ This part defines in detail the materials, equipment, systems, fixtures, or
assemblies which will be incorporated into the work.
2.1 Manufacturers
2.2 Existing Products
2.3 Materials
2.4 Manufactured Units
2.5 Equipment
2.6 Components
2.7 Accessories
2.8 Mixes
2.9 Fabrication
2.10 Finishes
2.11 Source Quality Control
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PART III – EXECUTION

▪ This part describes in detail the preparatory actions, what on-site actions are
required, and how the products shall be implemented or incorporated into
the project.
3.1 Acceptable Installers
3.2 Preparation
3.3 Erection/ Installation/ Application/Construction
3.4 Repair/Restoration
3.5 Reinstallation
3.6 Field Quality Control
3.7 Adjusting
3.8 Cleaning
3.9 Demonstration
3.10 Protection
3.11 Schedules
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▪ Each part of the three-part section format can be tailored by the specifications
writer for a specific project.
▪ The specifications writer can add paragraphs, combine, or delete parts.
▪ When a part is not required, the writer should state "Part 2 deleted or not
applicable"
▪ The cause of some variation/change orders can be directly blamed on
omissions from the specifications.
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ORGANIZATION OF SECTIONS
▪ PageFormat offers a recommended arrangement of text on a specification
page, by providing a framework for consistently formatting and designating
articles, paragraphs, and sub-paragraphs.
▪ The three primary Parts are subdivided into Articles, and then further
divided into Paragraphs — all arranged in a particular sequence. The
recommended arrangement is shown below:
PART 1 — GENERAL (First Level)
1.01 ARTICLE (Second Level)
A. Paragraph (Third Level)

1. Sub-paragraph (Fourth Level)
a. Sub-paragraph (Fifth Level)
1) Sub-paragraph (Sixth Level)
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ARTICLE NUMBERING
▪ The article number is the PART number + Consecutive Number
▪ Examples:
1.4 SUBMITTALS: Article in PART 1 specifying submittals
2.1 MANUFACTURERS: Article in PART 2 specifying acceptable
manufacturers
3.9 FIELD QUALITY CONTROL: Article in PART 3 specifying testing
and inspections to be performed at the project site
2.11 SOURCE QUALITY CONTROL: Article in PART 2 specifying
testing and inspection to be performed at on off-site
production facility
1.5 QUALITY ASSURANCE: Administrative requirements governing
source and field quality control activities, including field
samples, mock- ups, and pre-installation or pre-
application conference to be convened at the project site
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PARAGRAPH NUMBERING
▪ Paragraphs and Subparagraphs are subordinate levels under an Article.
▪ Paragraphs are the Third Level: “A.”
▪ Sub-paragraphs are the Fourth Level through Sixth Level of detail.
o The Fourth Level sub-paragraphs: “1.”
o The Fifth Level sub-paragraphs: “a.”
o Sixth Level sub-paragraphs: “2)”
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QUICK REVIEW!
▪ SectionFormat addresses the content of
the Articles, Paragraphs, and Sub-
paragraphs.
▪ PageFormat addresses the numbering of
Articles, Paragraphs, and Sub-
paragraphs. It also addresses the
physical arrangement on the page, such
as margins, indents, headers, and footers.
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EXAMPLE
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EXAMPLE
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EXAMPLE
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EXAMPLE
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EXAMPLE
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3 WRITING
SPECIFICATIONS
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WRITING SPECIFICATIONS
WHAT NEEDS TO BE SPECIFIED?
Typically, the specifications writer and the designers meet to determine what
materials the project needs to be included
CRITERIA OF THE PRODUCTS TO BE SPECIFIED
CODE AND
CONFIGURATION MATERIAL PERFORMANCE
REGULATORY
REQUIREMENTS REQUIREMENTS REQUIREMENTS
REQUIREMENTS
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SPECIFICATION LANGUAGE
Specifications should be precise and accurate as vague texts can
lead to multiple interpretations.
BE
COMPLETE
BE CLEAR BE
CONCISE
BE
CORRECT
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Use proper grammar and choose precise words

BE CLEAR
to convey the message
▪ avoid words having varied or indefinite meanings.

▪ avoid ungrammatical omission of the articles.
▪ avoid using the pronouns “he”, “his”, “this”, “they”, “their”, “who”, ‘it”, and “which”.
▪ avoid the use of indefinite items such as “etc. “, ‘any’, and ordinarily “and/or”.
▪ to standardize phrasing in project specifications, materials shall “conform to” a
referenced specification, and workmanship shall be “in accordance with” a
specification.
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BE Present information accurately and precisely

CORRECT using proper terminology
▪ terminology used in the drawings

and specifications should be
consistent
▪ avoid using unfamiliar words,
colloquial terms, and jargon
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Do not omit important or necessary information.

BE
COMPLETE Shortness at the expense of completeness should be
avoided.
! This results in a better and more

economical projects with fewer
claims as some variation/change
orders can be directly blamed on
omissions from the
specifications.
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BE Eliminate unnecessary words but don't forget the clarity,

CONCISE correctness, completeness, and proper grammar
▪ Specifications must be clearly and

concisely worded, and must state exactly
what will be appropriately required from
the Contractor in every case.
▪ do not use vague words, phrases, and
other similar expressions as they add
nothing, are not enforceable, and
confuse the issue in case of claims.
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SENTENCE CONSTRUCTION
▪ There are three types of specification
language that can be used in the
sentence construction of the
specifications: Imperative Mood,
Indicative Mood, and Streamline
Writing.
▪ Often, a combination of specification

languages are used.
▪ Remember, only address directly to

the Contractor.
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IMPERATIVE MOOD
▪ a grammatical mood that forms a command or request
▪ It is the recommended language for the instructions covering installation of
products and equipment.
▪ It is easily understandable and concise as the verb that defines the action
becomes the first word of the sentence.
▪ Examples:
1) Submit to Architect the samples of materials to be used…
2) Furnish all materials, labor, equipment, plant, tools, required to complete…
3) Provide adequately braced forms that will produce correctly aligned concrete…
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IMPERATIVE MOOD
o Provide is defined as ‘furnish and install’

o Furnish is used when the material and/or equipment are only to be furnished by
the Contractor
o Install is used when the material and/or equipment are only to be installed by
the Contractor
o If the word ‘install’ is used alone, the Contractor has a right to assume that the
Owner will ‘furnish’ the material in question
o Use words “remove existing and provide new” instead of “replace”
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INDICATIVE MOOD
▪ a traditional language of specification, in passive voice (ordinary statements)
▪ uses the word "shall" or "will" in nearly every sentence
▪ sometimes this can create unnecessary wordiness and monotony
o Shall - used with reference to work required to be done by a contractor or a

supplier.
o Will - used in connection with acts and actions required of the owner or
architect/engineer.
▪ Example:
1) Shop drawings of formwork when required by the Architect shall be submitted
for approval before fabrication...
2) Any repairs of surface imperfections shall be formed at once...
3) No signs or advertisements will be allowed to be displayed...
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INDICATIVE MOOD
▪ Use “should” and “may” whenever it is necessary to express non-mandatory

provisions. However, they are seldom necessary in a well-written Specification
these two are used to express an option and are frequently abused.
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STREAMLINED WRITING
▪ uses a colon (:) to mean shall or shall be
▪ very concise and clear to read
▪ the subject before the colon is helpful when scanning the specifications for
keywords
▪ Examples:
1) Adhesive: spread with notched trowel.
2) Equipment: install plumb and level.
3) Portland Cement: ASTM C 150, Type 1
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OTHER TIPS IN SPECIFICATION SENTENCE CONSTRUCTION:
• In specifying workmanship:
o determine and specify the quality of fabrication and assembly at the source
(Part II - Products).
o determine and specify the quality of field assembly, installation, application,
and finishing (Part III - Execution).
• Tabulate requirements instead of writing a long paragraph stating requirements.
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• Avoid specifying an item to be “provided as indicated” or “as shown”.
• Avoid underlining any portion of a paragraph or capitalizing phrases or works
for the sake of emphasis.
• Avoid using trace names, copyrighted names and other proprietary names
applying exclusively to the product of one company.
• Avoid using dimensions or locations in the specification as this information
belongs on the drawings.
• “Unless otherwise specified” shall be used to indicate an alternative course of
action.
• When writing a statement of limitation: shall not be greater than (maximum
limit) and "shall not be less than" (minimum limit)
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• Some rules in presenting numbers:
o Spell out figures under 10 (one, two, three…) except units of time and
measurement and use numerals for figures 10 and above.
o Dimensions are always presented as numerals, and ‘one” or “zero” should
always be spelled out when used singly.
o Never use both words and numerals: e.g., “ten (10) are required.
o Whenever possible, decimals should be used instead of fractions.
75
• RESIDUARY LEGATEE
o the materials occurring in the smallest quantity or in the fewest places
should be listed first, and the material occurring in the remaining places can
be covered by some such phrase as “the rest of the...” or "all other...“
o Example:
Frosted glass : locker room windows
Tempered glass : non-rated doors and side lights
Fire-rated laminated glass : fire-rated doors
Clear float glass : all other interior locations
Tinted float glass : all other exterior locations
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07/10/2023
COMMON PITFALLS IN SPECIFICATION
SENTENCE CONSTRUCTION:
• GRANDFATHER CLAUSE: clauses that
embrace everything yet fail to be specific
• Examples:
o “The Contractor shall furnish and
include everything necessary for the full
and complete construction of the
building, whether shown or specified or
not shown or described."
o “Concrete floors shall be finished level

as approved by the Architect.”
77
COMMON PITFALLS IN SPECIFICATION
SENTENCE CONSTRUCTION:
• DUPLICATION-REPETITION
o duplication is harmless if are consistently
exact in each instance
o duplication and repetition in drawings and
specifications can be dangerous when
inconsistencies develop due to last-minute
changes, errors, and differences, which
can create entirely new meanings or
interpretations.
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07/10/2023
HELPFUL TIPS IN
SPECIFICATIONS WRITING
▪ Outline Specifications is helpful before and after drafting the Contract
Specifications
▪ Avoid using out-of-date printed specifications of agencies, societies, and
associations.
▪ Avoid using products or manufacturer’s catalogs that are out-of-date.
▪ Do not use previously prepared Specifications for new projects.
▪ Do not over-specify. Match the size of the specifications based on the project
you’re working on.
▪ Do not ask for unreasonable or meaningless factory tests, reports, or
certifications.
▪ Ensure coordination of the specifications among the different engineering
trades
79
REFERENCES
▪ https://www.scribd.com/document/359352107/Appendix2-UAP-Doc-307-Specs-Wrtiting-
doc#
▪ https://www.academia.edu/34390474/UAP_Document_301_doc
▪ https://constructionblog.autodesk.com/what-are-construction-
specifications/#What%20Are%20Construction%20Specifications?
▪ https://manufacturers.thenbs.com/resources/knowledge/15-reasons-why-specifications-
are-still-important
▪ https://www.studocu.com/ph/document/cebu-institute-of-technology-university/civil-
engineering/do-163-s2015-memo/37755566
▪ CSI MasterFormat 1995 Edition: Master List of Numbers and Titles for the Construction
Industry
Industry
Industry
© 2023 Pro-Edge Learning and Development Center
80
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07/10/2023

DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION

AR. DALE JON E. CORTEZ

OUTLINE DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION

1 ➢ Purpose and Importance of Specifications

▪ is the document that describes in words

▪ part of contract documents

PURPOSE AND IMPORTANCE

▪ a professional who writes

▪ they work with architects,

▪ a degree in the required discipline and eventual

▪ developers and architects prefer to work with a

LAVATORY: 480 mm x 390 mm x 450 mm

ZINC (HOT-DIP GALVANIZED) COATING: conform to ASTM A153/ASTM153M-16a.

WATERSTOP: shall be an internally cast passive waterstop system for sealing

MIXED METHOD SPECIFICATION:

▪ a product may be required with specific physical

MIXED METHOD SPECIFICATION:

Polyurethane waterproofing membrane shall be equal to "Boscoseal PUW (Bostik)" or

MIXED METHOD SPECIFICATION:

THE UNIFORM CONSTRUCTION INDEX

WHY USE A STANDARD

It is important to use a standard format for construction specifications due to the

▪ omissions or duplication of items can be lessened or avoided by using the

THE 16 DIVISION FORMAT

▪ The sixteen-division Uniform

▪ DIVISION contain the broadest

THE 16 DIVISION FORMAT

Division 00 Division 12 — Furnishings

THE 50 DIVISION FORMAT

▪ The current Masterformat has the following:

THE 50 DIVISION FORMAT

Procurement and Contracting Requirements Group

THE 50 DIVISION FORMAT

Division 01 — General Requirements

THE 50 DIVISION FORMAT

Division 02 — Existing Conditions

THE 50 DIVISION FORMAT

Division 20 — Mechanical Support

THE 50 DIVISION FORMAT

Division 30 — RESERVED FOR FUTURE EXPANSION

THE 50 DIVISION FORMAT

Division 40 — Process Interconnections

THE 50 DIVISION FORMAT

▪ clear, concise, correct, and complete is the goal for construction

MasterFormat® arranges related construction products and activities into 50

▪ Each of the 50 divisions is further divided into SECTIONS in the specifications,

▪ Example: 03 11 00 – Concrete Forming

▪ The levels express relative degree of detail or specificity.

▪ For example, using metal ladders:

Standard Level 4 Title: 08 11 13.16 Custom Hollow Metal Doors and

If applied to a Level 3 title,

Standard Level 3 Title: 10 51 13 Metal Lockers

▪ The numbers 00 to 09 at Levels 3 and 4 are generally left unassigned.

DISADVANTAGES OF USING MULTIPLE SIMILAR

1. Information might be repeated.

SPECIFICATIONS WRITING: DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION | 42

THE THREE-PART SECTION FORMAT

▪ Each section is given a general title that describes the work to be

▪ The three-part section format provides for recognition of a basic unit of

▪ The content of a section must indicate clearly all that is necessary to

▪ The standard formatting reduces duplication and omission of information.

SPECIFICATIONS WRITING: DRAFTING INSTRUCTION MANUALS ON BUILDING CONSTRUCTION | 43