PROFESSIONAL PRACTICE IV

PRACTICAL
SPECIFICATIONS
WRITING
IX. SPECIFICATION LANGUAGE
UAP DOC. 307

ARCH. PATRICK ROBERT A. DE LA CUESTA

PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.1 CLARITY AND PHRASEOLOGY

Contract specifications must be clearly and

concisely worded and must state exactly what will
be required from the contractor.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.2 CAREFUL AND DETAILED

PREPARATION

Bidders will tend to heighten their bids through

higher contingencies because the specifications is
not clear.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.3 DO NOT USE VAGUE WORDS

Do not use vague words that do not add anything specific to the
instructions.

"Highest quality"
"Neatly finished"
" ... of standard type"
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.4 NO CLAUSES ON BLAMING THE

CONTRACTOR FOR POSSIBLE
INACCURACIES

Do not try to place upon the contractor the responsibility

for the possible inaccuracy, in or the lack of, information on
the part of the owner.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.5 AVOID WORDS HAVING VARIED OR

INDEFINITE MEANINGS

Be exact on your instructions. Avoid referrals to

other parts of specifications.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.6 AVOID UNGRAMMATICAL

OMISSION OF THE ARTICLES
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.7 AVOID USING LONG

HYPHENATED TERMS
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.8 AVOID USING PRONOUNS. IT

IS BETTER TO REPEAT THE NOUN.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.9 AVOID USING INDEFINITE TERMS

SUCH AS "ETC." "ANY" AND "AND/
OR"
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.10 PROVIDE =
FURNISH + INSTALL
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.11 USE "REMOVE EXISTING AND

PROVIDE NEW" INSTEAD OF
"REPLACE"
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.11 USE "REMOVE EXISTING AND

PROVIDE NEW" INSTEAD OF
"REPLACE"
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.12

REFERRING TO MATERIALS= CONFORMING TO

REFERRING TO WORKMANSHIP= IN ACCORDANCE WITH

PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.13 SENTENCE CONSTRUCTION

USE THE IMPERATIVE MOOD, INDICATIVE

MOOD AND PASSIVE VOICE.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.14 SIMPLIFICATION

- Eliminate redundant wording such as "conforming to," "all," and

"type"
- Reduce repetition of the subject by combining sentences, but
avoid complicated compound sentences.
- Tabulate requirements instead of writing a long paragraph.
- Do not repeat the description of requirements which are
described adequately in the references incorporated in the
specification.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.15 AVOID USING

COLLOQUIAL TERMS
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.16 AVOID USING ACRONYMS OR

ABBREVIATIONS. USE ABBREVIATIONS
ONLY FOR UNITS OF MEASUREMENTS.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.16 AVOID USING

FOOTNOTES AND SYMBOLS.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.18 AVOID USING OPEN-ENDED

REQUIREMENTS SUCH AS "AS MAY
REQUIRED," "AN APPROVED TYPE," "AS
DIRECTED" OR " AS APPROVED".
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.19 AVOID UNDERLINING

CHARACTERS OR WORDS
FOR EMPHASIS
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.20 AVOID USING TRADE NAMES

APPLYING EXCLUSIVELY TO THE
PRODUCT OF ONE COMPANY.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.20 AVOID USING DIMENSIONS OR

LOCATIONS IN THE SPECIFICATIONS
AS MUCH AS POSSIBLE SINCE THESE
ARE ATTRIBUTED IN THE DRAWINGS.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.22 SPELL OUT FIGURES

UNDER 10 EXCEPT FOR UNITS
OF TIME AND MEASUREMENT.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.23 USE DECIMALS

INSTEAD OF FRACTIONS.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.25 AVOID SPECIFYING AN ITEM

TO BE "PROVIDED AS
INDICATED" OR "AS SHOWN."
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.29 "UNLESS OTHERWISE SPECIFIED"

SHALL BE USED TO INDICATE AN
ALTERNATIVE COURSE OF ACTION.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.30 USE "SHALL" WHENEVER

EXPRESSING. A BINDING
PROVISION.
PROFESSIONAL PRACTICE IV
PRACTICAL SPECIFICATIONS WRITING

9.31 ALTHOUGH SELDOM NECESSARY,

USE "SHOULD" OR "SHALL" TO EXPRESS
A NON-MANDATORY PROVISION.