How to Write Specifications

Specifications are the written requirements for a material, product, or service for a
proposed project, like a building, bridge or machine. For architectural projects, the
specifications are part of the Contract Documents included with the bidding and construction
requirements and the drawings. This guide will cover how to organize specifications, the types
of specification methods and specific type of language used for writing specifications.
Purpose of Specifications
Q

Specifications should describe the type and quality of every product required for the
project.

The specifications should describe the requirements for fabrication, erection,

application, installation and finishing.

Specifications should describe the quality of workmanship necessary for the project.
This includes all phases of creation and installation starting with manufacturing,
fabrication, and application, through installation, finishing and adjustment.

Specifications should include any necessary codes and standards applicable to the
project.

The specifications should also include descriptions and procedures for alternate
materials, products or services if necessary.

Organization of the Project Manual

Contract Documents contain the bidding and construction requirements, drawings
and specifications. The project manual is the bound written portion of the Contract
Documents. The project manual is typically organized according to MasterFormat*. The
project manual contains the following elements:
Introductory Information
Title Page
Certifications Page
Table of Contents
Guide to Use of the Project Manual (used by many specifiers)
Bidding Requirements
Bid Solicitation: Advertisement/Invitation to Bid
Instructions to Bidders
Information Available to Bidders
Bid Forms and Supplements

For more information about MasterFormat see Construction Specifications Writing Principles and Procedures by Harold J. Rosen.

Contracting Requirements
Agreement
General Conditions of the Contract
Supplementary Conditions of the Contract
Bonds and Certificates
Specifications
Division 01 General Requirements
Divisions 02 through 49 Technical Specifications
Appendices
Appendices are not included in MasterFormat but they are useful for
including copies of information, reference documents, existing conditions
photographs or example forms for use in administration.
Organization of Specifications
It is important for the specifications section of the project manual to be arranged
in an orderly and comprehensive format. If the section is organized clearly and follows a
defined procedure it is less likely that the specifier will overlook or forget something. It
will also help the contractor, estimator, inspector, or other reviews find information more
easily.
SectionFormat is a nationally approved, industry-accepted standard that provides
a defined procedure for organization of the specifications section. It provides guidelines
for the arrangement of information within the technical section of specifications. The
concise orderly method reduces the chance for omissions or duplication of information
and it assists users of the document by consistently locating similar information in the
same place in each Section. SectionFormat has three separate parts:
Part 1 General: This section describes administrative, procedural and
temporary requirements specific to this section of specifications.
Part 2 Products: This section describes, in detail, the materials,
products, equipment, systems or assemblies to be used in the project.
Part 3 Execution: This section describes, in detail, any preparatory
actions and how the products shall be incorporated into the project.
To go along with SectionFormat is PageFormat. PageFormat is a standardized
presentation of text for each page of a specification Section. It provides a concise and
orderly arrangement of Articles, Paragraphs and Subparagraphs and it addresses the
physical arrangement on the page, such as margins, indents, headers and footers. The
following list is the levels of organization for PageFormat:

PageFormat Levels
PART 1 GENERAL LEVEL (First Level)
1.01 ARTICLE (Second Level)
A. Paragraph (Third Level)
1. Subparagraph (Fourth Level)
a. Subparagraph (Fifth Level)
1) Subparagraph (Sixth Level)
Types of Specifications
There are four methods of specifying. There is no defined rule for using one
method over another or about combining methods, but care should be taken to avoid
redundancy or contradictions. The four methods are:
Q

Descriptive

Performance

Reference Standard

Proprietary

Descriptive Specifications
Under this method of specifying the exact properties of the materials and
methods of installation are described in detail without using proprietary or
manufacturer's names. Descriptive specifications are commonly used for
products for which no standards exist, on projects where using proprietary names
is restricted, and in situations where the Architect/Engineer want to exercise tight
control over the specified work. There are five steps for preparing descriptive
specifications:
1. Research available products
2. Research the important features required for the product.
3. Determine which features to describe in the specification and
which features to show in the drawings.
4. Describe the important features.
5. Specify quality assurance measures (i.e. submittals, certifications,
testing or inspection activities)
Advantages to using descriptive specifications:
Q

Descriptive specifications specify exactly what the design intends.

They are applicable to all conditions, methods or situations of a

project.

They are applicable to all sizes and types of projects.

They permit free competition because they do not restrict the use
of specific products or manufacturers.

Disadvantages of descriptive specifications:

Q

They require the specifier to take special care in describing the

design intent in order to achieve the desired results.

Descriptive specifications tend to take up more space because they

require more verbiage than other methods.

They may be more time consuming than other methods to create

and write.

They are being used less often as more complete reference

standards are being developed and implemented.

Performance Specifications
Under this method the required end results are specified along with the
criteria by which the performance will be judged and the method by which it can
be verified. The contractor is free to choose the materials and methods that
comply with the performance specification. They are generally used to encourage
the use of new and innovative techniques that may lead to more economical
construction. They are also used to supplement other specification methods.
Advantages to using performance specifications:
Q

Only the end result or design intent is specified, this gives the
Contractor flexibility in selecting and applying products.

They permit free competition.

They can be applicable in all types and sizes of projects.

Performance specifications delegate the technical responsibilities

to the construction industry, where the Contractor instead of the
Architecture/Engineering firm is responsible for the results.

Disadvantages to using performance specifications:

Q

They can be time consuming to produce and may result in long,

detailed specifications.

They are more difficult to enforce than other methods of

specifying.

They may be too elaborate for simple or minor projects.

Performance specifications delegate the technical responsibilities

to the construction industry, where the Contractor instead of the
Architecture/Engineering firm is responsible for the results. (This
is both an advantage and disadvantage because it depends who
wants certain responsibilities and control.)

Reference Standard Specifications

Under this method reference is made to an established standard defined by
associations very knowledgeable about a certain part or phase of construction.
Reference standard specifications are used for "commodity" products in the
marketplace, where brand names are not important. Steps for preparing reference
standard specifications are:
1. The standard must be recognized as authoritative by the industry.
2. The standard must be available to all parties involved in the
project.
3. The specifier must know the standard. Assure that the standard
relates to the current project and does not present duplicate or
conflicting information.
4. Establish a date of the standard.
5. Incorporate the standard correctly into the specifications.
6. Enforce the requirements of the standard.
Advantages to using reference standard specifications:
Q

The standard is usually widely known and accepted by the

industry.

They do not limit competition.

They dramatically shorten the length of specifications.

Disadvantages to using reference standard specifications:

Q

There may be no appropriate standard to reference, because

standards are written for the most commonly used and generally
available products.

Standards generally refer to the minimum requirements.

The standard may become obsolete or out-of-date, because of

advances and changes in technology and the creation of new
products.

They require a lot of research and care in use.

They must be incorporated properly, including all supplementary

information.

Proprietary Specifications
Under this method the actual brand names, model numbers and other
proprietary information is specified. They are primarily used for private
commercial projects where the Owner knows what products they want. There are
two types of proprietary specifications, closed and open. The primary difference
between the two types concerns substitutions.
Closed
Closed specifications generally prohibit substitutions. One or
more products are specified, and no substitutions will be considered.
Open
Open specifications permit substitutions. One or more products
are specified, but other manufacturers will be considered. It is necessary
to specify the criteria the alternate manufacturers will be judged by.
Advantages to using proprietary specifications:
Q

They allow for close control of product selection.

The drawings can be more complete and more detailed because

they can be prepared based on precise information from the
selected manufacturer.

The specification can be shorter.

They simplify the bidding by narrowing competition and

eliminating product pricing as a major variable.

Disadvantages to using proprietary specifications:

Q

They reduce the competition.

They may specify products the Contractor is not familiar with or

has had little experience with.

Care should be taken to assure no error is made when specifying

model numbers or product designations.

Nonrestrictive Specifications
Nonrestrictive specifications are used when public authorities restrict the
use of proprietary specifications. Either a different method needs to be used that
can be met by several manufacturers, or 2 to 3 manufacturers must be listed as
additional possibilities in a proprietary specification.
Selecting a Method of Specifying
The following questions are helpful to consider when deciding which method of
specifying is most appropriate.
Q

What does the Owner require?

What method best describes the design intent?

What method is most appropriate for the project size and complexity?

What method will result in the best quality of work?

What method will result in the best price for the work?

Specification Language
Specification language should be precise. Vague and ambiguous text can be open
to multiple interpretations. This section covers how to be precise and clear when writing
specifications and it includes a few things to avoid and how to be concise and save space.
Four important Cs for specification writing
Q

Be Clear: Avoid ambiguity, use proper grammar and chose precise words to
convey the message.

Be Correct: Present information accurately and precisely using proper

terminology.

Be Complete: Do not out important or necessary information. Brevity at the

expense of completeness should be avoided.

Be Concise: Eliminate unnecessary words but at the expense of clarity,

correctness, completeness or grammar.

Sentence Structure

Imperative Mood
Imperative mood puts the verb that defines the action as the first word in
the sentence. It is the recommended method for specifications covering
installation of products and equipment. It is easily understandable and concise.
Examples:

Spread adhesive with notched trowel.

Install equipment plumb and level.
Apply two coats of paint to each exposed surface.

Indicative Mood
Indicative mood uses the passive voice with the use of the word shall in
nearly every sentence. Sometimes this can create unnecessary wordiness and
monotony.
Examples:

Adhesive shall be spread with notched trowel.

Equipment shall be installed plumb and level.
Two coats of paint shall be applied to each exposed
surface.

Streamlined Writing
This technique uses a colon (:) to mean shall or shall be. Streamlined
specifications are very concise and clear to read. The subject before the colon is helpful
when scanning the specifications for keywords.
Examples:

Adhesive: Spread with notched trowel.

Equipment: Install plumb and level.
Portland Cement: ASTM C 150, Type 1

Words to Avoid
Typically the articles a, an and the are not necessary and can be deleted where
clarity is not diminished. Avoid making an article or pronoun out of the following words;
such, said, and same. The use of the word all is usually unnecessary.
Avoid:

Install the equipment plumb and level.

Such accessories shall be silver plated.
Polish said floor with wax.
Polish same floor with wax.
Store all millwork under shelter.

References
The Construction Specifications Institute. The Project Resource Manual, CSI Manual of
Practice. 5th ed. New York: McGraw-Hill, 2005.
Pilus, Jeffrey M. "Specifications Mini-Course Part 2." Class lecture notes reviewing The Project Manual.
University of Nebraska-Lincoln, Lincoln, 2009.

Rosen, Harold J. Construction Specifications Writing Principles and Procedures. 5th ed.
Hoboken, New Jersey: John Wiley & Sons, Inc., 2005.

Examples
The following examples are from the Washington State University's Library Road, Pedestrian
Corridor and Open Space Project Manual:
KPFF Consulting Engineers. "Washington State University, Library Road, Pedestrian Corridor and Open Space,
Phase 2." Project Manual vol. I (April 8, 2004).

Example 1: Descriptive Specification (combined with a reference standard)

2.02

MATERIALS

PageFormat Article (second level)

A. Granite:
PageFormat Paragraph (thrid level)
1. Conform to referenced ASTM C615. Granite shall be standard grade, free of
cracks, seams, or starts which may impair its structural integrity or function
inherent color variations characteristic of the quarry from which it is obtained will
be acceptable.

Reference Standard
Specification

Example 2: Performance Specifications

1.04
The stone
cladding needs to
meet the following
performance
criteria

PERFORMANCE REQUIREMENTS
A. Structural Performance: Provide dimension stone cladding capable of withstanding the
effects of gravity loads and the following loads and stresses within limits and under
conditions indicated:
1. Seismic Performance: Provide dimension stone cladding capable of
withstanding the effects of earthquake motions determined according to the UBC
97, Seismic Zone 2B.
2. Thermal Movements: Provide dimension stone cladding system that allows for
thermal movements resulting from the following maximum change (range) in
ambient and surface temperatures by preventing displacement of stone, opening
of joints, overstressing of components, failure of joint sealants and connections,
and other detrimental effects. Base engineering calculation on surface
temperatures of materials due to both solar heat gain and nighttime sky heat loss.

PageFormat
Subparagraph
(fourth level)

a. Temperature Change (Range): 120 deg F, ambient, 180 deg F, material

surfaces.
3. Provisions for Fabrication and Erection Tolerances: Allow for fabrication and
erection tolerances and for structural deflections from loads and other causes.
a. Concrete structural fabrication and erection tolerances are specified in
Division 3 Section "Cast-in-Place Concrete."
4. Control of Corrosion and Staining: Prevent galvanic and other forms of
corrosion as well as staining by isolating metals and other materials from direct
contact with incompatible materials. Use materials that are nonstaining to
exposed surfaces of stone and joint materials.
Example 3: Reference Standard Specification
1.03

REFERENCES
A. Comply with the requirements of Section 01090 and as listed herein. See Section
01090 for listed association, council, institute, society, and the like organization for its
full name and address.

List of
related reference
standards

ASTM C97-96
ASTM C99-87(2000)
ASTM C170-90(1999)
ASTM C615-96
ASTM C880-96
ASTM C1201-91

ASTM C1242-96b

NBGQA

Standard Test Methods for Absorption and Bulk Specific

Gravity of Dimensional Stone.
Standard Test Method for Modulus of Rupture of
Dimension Stone.
Standard Test Method for Compressive Strength of
Dimension Stone.
Specification for Granite Dimension Stone.
Flexure Strength of Dimension Stone.
Structural Performance of Exterior Dimension Stone
Cladding Systems by Uniform Static Air Pressure
Difference.
Standard Guide for Design, Selection, and Installation of
Exterior Dimension Stone Anchors and Anchoring
Systems.
National Building Granite Quarries Association,
"Specifications for Building Granite"

Example 4: Proprietary Specification

1.02

SUBMITTALS
A. Product Data: Manufacturer's technical data for:

Specific
manufacturers are
named

1. Blue Stone, smooth faced panel, sizes and thickness as indicated on drawings;
contact: Terrazzo & Stone Supply, (425) 644-5577 and Marenakos, (425) 3923313.