Pontifical and Royal

University of Santo Tomas

The Catholic University of the Philippines
Espana, Manila
COLLEGE OF ARCHITECTURE

Building Technology 4

Module 01

Construction Specifications and Specification Writing

Edited by Arch. Raffy Cueva Alli, msarch

General Concepts and Terminology Contract documents consist of the following

written and graphic elements:
Construction Documents
Construction documents consist of contract ▪ Contract Forms
documents and bidding requirements. The purpose These are printed or written document containing
of the construction documents is to communicate terms and conditions that are set and agreed upon
the written and graphic design for administration of by contracting parties, the same should be signed by
the construction contract. These consist of the or on behalf of the parties confirming their
following: willingness to enter into and be bound by the terms
of the contract.
▪ Bidding documents
▪ Contract forms/Agreement The following forms are included:
▪ Conditions of the contract
▪ Special provisions ▪ Agreement
▪ Specifications The contract between the owner and the
▪ Drawings contractor undertaking the project described
▪ Addenda in the contract documents including all
▪ Contract modifications supplemental agreements thereto and all
general and special provisions pertaining to
3 Basic Construction Documents the work or materials therefore; a written
▪ Drawings (working drawings) agreement between the owner and contractor
▪ Conditions of the Contract setting forth the work to performed, the time
▪ Specification for completion, and the contract sum.

Bidding Documents Standard Contract Documents (Agreement)

Bidding documents is a term used to describe the ▪ Owner- Architect Agreement
documents furnished to bidders. They include not ▪ Owner- General Contractor Agreement
only contract documents, but also bidding ▪ Owner- Specialty Trade Contractor
requirements. Bidding documents are supplied by Agreement
the owner during bidding phase of a project prior to ▪ General contractor- Specialty Trade
construction. Contractor Agreement
▪ Owner-Project Management Agreement
Contract Documents ▪ Owner- Construction Management
Agreement
Those printed documents that comprise a contract
which include owner-architect agreement or ▪ Performance Bond
contract form, drawings and/or plans, The approved form of security furnished by
specifications, general conditions, special the contractor and his surety as a guarantee of
provisions, all addenda, modifications and changes good faith on the part of the contractor to
thereto together with any other items stipulated as execute the work in accordance with the
being specifically included. terms of the contract.
Important Notice: This module is purposely prepared by Ar. Rafael C. Alli, of the Building Technology (BT) and Building Utilities
(BU) course cluster for the exclusive use of the1 students of the College of Architecture (CA), University of Santo
Tomas (UST). Any unauthorized reproduction, use, sale or distribution of this material is strictly prohibited and
any violation thereof shall be dealt with accordingly.
 ▪ Payment Bond
The approved form of security furnished by
the contractor and his surety as a guarantee of
good faith on the part of the contractor to pay
all obligations arising from the contract.
▪ Certificates
Include certificates of insurance and
certificates of compliance with applicable
laws and regulations.
▪ Conditions of the Contract
These consist of the general conditions,
supplementary conditions, and other conditions.
The conditions of the contract are those portions
of the contract documents which define, set forth,
or relate to contract terminology, the rights and
responsibilities of the contracting parties and
others involved in the work, requirements for
safety and compliance with laws and regulations,
general procedure for the orderly execution and
management of the work, payments to the
contractor, and similar provisions of a general,
non-technical nature. Thus, conditions of the
contract define the basic rights, responsibilities,
and relationships of the parties involved in the
construction process. Contract conditions are of
the following two (2) types:
▪ General Conditions
Printed documents stipulating the procedural
and the administrative aspects of the contract;
it also sets forth the many of the rights,
responsibilities, and relationships of the
parties involved. Thus they are general
clauses that establish how the project is to be
administered. They contain provisions which
are common practice nationwide. Standard
documents published by professional
societies are often used.
▪ Supplementary Conditions
The supplementary conditions represent that
part of the contract documents which
supplements and may also modify provisions
of the general conditions. These supplements
or modifications may be needed to provide
requirements unique to a specific project, for
example, wage rates.
▪ Special Provisions
Special provisions are instructions which may be
issued to the bidding to supplement and/or
modify drawings, specifications, and/or general
conditions of the contract.
2
▪ Specifications
A written document describing in detail the scope
of work to be done, materials and equipment to be
used, method of installation or application and
the quality of workmanship for a certain work to
be placed under contract, it does not include
material cost and quantity; an explicit set of
requirements to be satisfied by a material,
product or service; a written, verbal description
of work to be performed. As a legal
consideration, specifications shall govern over
drawings.
A specification is usually utilized in conjunction
with working (contract) drawings in building
construction. Construction specifications must be
accurate, clear and concise- regardless of the type
of building they are written for or whether they
are architectural or engineering specifications.
Clearly written specifications are essential
because they remove speculation about
requirements and thus enable contractors to bid
the project more intelligently.
▪ Supplementary Specifications
These are additional information which may
be issued as an addition or amendment to the
provisions of the specifications.
▪ Guide Specifications
A guide specification is a standardized
document intended to provide guidance to the
specifier in preparing a particular portion of
the contract documents.
▪ Drawings
These are graphical presentations of the work
involved in the project. These include all
supplementary details and shop drawings. The
drawings may include schematic diagrams
showing such things as mechanical and electrical
systems. They may also include schedules of
structural elements, equipment, finishes and other
similar items. Frequently, schedules may be
included as part of the project specifications, in
lieu of being shown on drawings. Drawings
should include among others the location of
materials, equipment and fixtures.
▪ Working Drawings
Drawings intended for use by a contractor, sub-
contractor or fabricator, which form part of the
contract documents for a building project; it
contains the necessary graphical information to
 manufacture, erect, fabricate or construct a
building or portion thereof.
▪ Architectural Drawing Documents
Drawing documents prepared by an architect
for a construction project, e.g. plans,
elevations, sections and other details.
▪ Engineering Drawing Documents
Engineering drawing documents are technical
in nature, used to fully and clearly define
requirements for engineering items or work,
and is usually created in accordance with
standardized conventions and details.
Engineering drawing documents include
structural, electrical, mechanical, sanitary
plans and details and other engineering-
related drawings.
▪ Addenda
Addenda are written or graphic instruments that
supplement the bidding documents for the
purpose of clarifying, correcting or adding to the
specifications previously issued. Thus they are
written or graphic instrument which modifies or
interprets the bidding documents, including
drawings and specifications, by additions,
deletions, clarifications, or corrections. They
become part of the contract documents when the
construction contract is executed. Typically they
are issued prior to the opening of bids. Addenda
are changes made before contract execution.
▪ Contract Modifications
Instructions, change orders, directives, and so on,
written after execution of the contract; contract
modifications are those additions to, deletions
from, or modifications of the work that are made
after the agreement has been signed. The contract
documents contain the legally enforceable
requirements which become part of the contract
when the agreement is signed. Contract
modifications can be issued at any time during the
contract period. They may be accomplished by
any of the following:
▪ Change Orders
A written order to the contractor, signed by the
owner and the architect/engineer, issued after
the execution of the contract authorizing a
change in the work, or an adjustment in the
contract sum, or the contract time as originally
defined by the contract documents. A change
order may add to, subtract from, or vary the
scope of work. It may be signed by the
3
architect/ engineer alone (provided that the
owner has given written authorization for such
procedure and that a copy of such written
authority is furnished the contractor upon
request) or by the contractor, if the contractor
agrees to the adjustment in the contract sum or
the contract time.
▪ Field Orders or Construction Change
Authorizations
These are essentially the same, but have subtle
differences. A written order effecting a minor
change in the work (e.g. the labor to produce
the construction required by the contract
documents, or materials or equipment
incorporated or to be incorporated in such
construction), not involving an adjustment in
the contract sum or an extension of the contract
time, issued by the architect/ engineer to the
contractor during the construction phase.
▪ Supplemental Instructions
Supplemental instructions are minor
instructions or interpretations not involving
change orders. Supplemental instructions allow
the architect/ engineer to direct changes not
involving changes in contract sum or contract
time.
Project Manual
A complete set of bid and contract documents that
include the bidding requirements, contract forms,
contract conditions and project specifications.
Project Manual contain the following:
▪ Title Page
▪ Table of Contents
▪ Addenda (if bound in Project Manual)
▪ Bidding Requirements
▪ Invitation to Bid
▪ Instruction to Bidders
▪ Information Available to Bidders
▪ Sample Forms
▪ Agreement
▪ Bid Form
▪ Bid Bond
▪ Performance and Payments Bonds
▪ Other Sample Forms
▪ Conditions of Contract
▪ General Conditions
▪ Supplementary Conditions
▪ Schedule of Drawings
▪ Technical Specifications
▪ Divisions 1 through 48
Submittal
Document or material provided to the
Architect/Engineer for review or acceptance.
Insurance
Since the are many risk and liabilities that concern
the architect, engineers , contractors and other allied
profession in the construction of a project there
should be a basic insurance requirement and
coverage that may be necessary to safeguard the
interest of all parties to the contract, including the
designers.
The Role of Specifications
▪ A specification is an explicit set of
requirements to be satisfied by a material,
product, or service
▪ Specification, as one of the Contract
Documents, deserve as much care and attention
as working drawings.
▪ A written or printed description of work to be
done, forming part of the contract and
describing qualities of material and mode of
construction, and also giving dimension and
other information not shown in the drawings.
Functions of Specifications
▪ Legal consideration
Courts generally held on the event of conflict
between drawings and specifications, the
specifications, as a written document, govern.
▪ Insurance Consideration
Insurance requirements governing owner’s
liability, contractor’s liability, and fire
insurance are usually incorporated in the
general conditions or in supplementary
conditions and again, made a part of the
specifications by incorporation therein.
▪ Bidding Requirements
The bidding requirements include the Invitation
to Bid, the Instructions to Bidders, the Bid
Form, and the Bid Bond,
4
▪ Alternates Options
▪ Specifications provide a basis for the
contract’s estimate and the submission of a
bid. Alternates are established by the architect
and owner for the deletion of work, the
addition of work and for the substitution of
materials. Alternates are written and are listed
in the Bid Form.
▪ Technical specification may permit the
contractor to use several materials or
manufacturer’s brand specified for use in the
work.
▪ Sub-contractor’s Limits. Drawings generally
show all work to be done and the
interrelationship of various parts.
▪ Contractor Limits. General Requirements
establish the limits of each prime contract.
▪ Inspection and Testing Procedures (Quality
Control) the specifications established
inspection and testing procedures to be
followed during the construction operations.
▪ Design Criteria- in some instances there are
some design that could not be reflected in the
drawings.
Specifications include the following but not
limited to:
▪ Descriptive title and scope of the specification
▪ Date of last effective revision and revision
designation
▪ Person, office, or agency responsible for
questions on the specification, updates, and
deviations.
▪ The significance or importance of the
specification and its intended use.
▪ Terminology and definitions to clarify the
meanings of the specification
▪ Test methods for measuring all specified
characteristics
 ▪ Material requirements: physical, mechanical, 2. Location of materials, equipment, and
electrical, chemical, etc. Targets and fixtures
tolerances. 3. Detail and overall dimensions
4. Interrelation of materials, equipment, and
▪ Performance testing requirements. Targets and space
tolerances, 5. Schedules of finishes, windows, and doors
6. Sizes of equipment
▪ Drawings, photographs or technical 7. Identification of class of material at its
illustrations location
8. Physical extent of alternates
▪ Workmanship
Art. 3 of the General Conditions (UAP Doc 301),
▪ Certifications required. On Drawings and Specifications:

▪ Safety considerations and requirements 1. Copies of Drawings and Specifications

▪ Environmental considerations
requirements
▪ Quality requirements, Sampling (statistics),
inspections, acceptance criteria
▪ Person, office, or agency responsible for
enforcement of the specification.
▪ Completion and delivery.
▪ Provisions for rejection, re-inspection,
rehearing, corrective measures
Importance and Characteristics of a well-
written Specification
▪ Clear, concise and technically correct;
▪ Avoid use of ambiguous words that may result
in misinterpretation;
▪ Use simple words that is easy to understand;
▪ Use technical but understandable terms or
words;
▪ Avoid conflicting requirements;
▪ Avoid repetitive requirements;
▪ Explanation or reasons for certain
requirements is not necessary;
▪ Specify construction requirements
sequentially;
▪ Avoid use of awkward phrases such as
“and/or” and “him/her”.
Relationship between Drawings and
Specifications
Drawings should generally show the following
information
1. Extent , size, shape and location of
component part
The Owner shall furnish the Contractor free of
and charge three (3) sets of Drawings and
Specifications. All other copies of Drawings
and Specifications as required by the Contractor
will be furnished to him at cost of reproduction.
2. Coordination of Drawings and
Specifications
All Drawings and Models are intended to
coordinate with the Specifications, to form part
thereof, and also to form part of the Contract
Documents. Where figures are given, they are
to be followed in reference to measurement by
scale. Anything shown on the Drawings but not
mentioned in the Specifications, or vice versa,
or anything not expressly set forth in either but
which is reasonably implied shall be furnished
as though specifically shown and mentioned in
both, without any extra charge.
3. Clarification of Meaning of Drawings and
Specifications
The Contractor shall carefully examine,
compare and verify the date furnished by the
Drawings and Specifications. Any doubt as to
the meaning of the Drawings (including notes
thereon) or of the Specifications or any
obscurity as to the wording of the
Specifications will be explained, and all
directions and explanations necessary and
proper to make more definite and certain any
requirements of the Drawings (including notes
thereon) or of the provisions of the
Specifications and give them due effect, will be
given by the Architect.
A. Should a conflict occur between
Drawings, or a conflict between
Specifications and Drawings, the
Contractor shall be deemed to have
5
 estimated a more expensive way of doing
work unless he shall have asked for and
obtained a decision, in writing from the
Architect before submission of proposals as
to which method or materials will be
required. If, after award, the less expensive
work is done, the Contractor shall credit the
Owner an amount equivalent to the
difference between the more expensive and
the less expensive work.
B. If, in the Contractor’s opinion, any work
indicated on the Drawings, or specified in
such manner as will make it impossible to
produce a first class work, he shall refer the
same to the Architect for interpretation
before proceeding with work. If the
Contractor fails to make such reference, no
excuse will thereafter be entertained for
failure to carry out work in the most
satisfactory manner.
4. Discrepancies in Drawings
In case of discrepancy in the figures or
drawings, the matter shall be submitted to the
Architect before any adjustment shall be made
by the Contractor save only at the latter’s own
risk and expense. The decision of the Architect
on the adjustment of discrepancies so as to
conform to the real intent of the Drawings and
Specifications shall govern and shall be
followed by the Contractor.
Specification should generally describe the
following items:
1. Type and quality of materials, equipment and
fixtures.
2. Quality of workmanship
3. Methods of fabrication, installation, and
erection
4. Standards, code and regulatory requirements
5. Dimensional requirements for specified
materials, manufactured products and
equipment
6. Allowances and unit prices in the contract
7. Product alternates and options
8. Specific requirements for administration of
contract
Types of specifications
▪ Performance Specification
A specification that stipulates how a particular
component or system must perform without
6
giving the means to be employed to achieve the
results, e.g. Mechanical exhaust fan shall move
not less than nine hundred cubic meters of air per
minute (900 cu. mtrs) and shall move not less
than eight hundred cubic meters (800 cu. mtrs.) of
air per minute against 500 mm static air
pressure.
In this method of specifications end results are
specified along with criteria by which the
performance of a product will be established and
judged and the method can be verified. The
contractor may have the liberty to choose
materials and methods the will comply will
performance specifications although this issue has
to be settled among parties involved. Moreover, it
is used to supplement other specification methods
such as reference specifications, descriptive or
brand name specifications.
For example, specification for a paint material, the
end result is obtained by specifying or formulating
the following criteria:
1. Painted surface shall withstand 10 washings
with mild detergents.
2. The painted surface shall show no sign of
alligatoring or crazing.
3. The painted surface shall be resistant to
abrasion when using the Taber abrasive
method.
4. The painted surface shall have an eggshell
finish.
Advantages in using Performance Specifications
1. Only end result or design intent is specified.
2. It permits free competition among product
manufacturers.
3. Applicable to all types and sizes of projects.
4. It delegates the technical responsibilities to
the construction industry where the contractor
rather than the Architectural/Engineering firm
is responsible for the results.
Disadvantages in using Performance
Specifications
1. Time-consuming due to its lengthy and
detailed specifications.
2. More difficult to enforce than other methods
of specifications.
3. Too elaborate especially for a small or minor
project.
 4. Delegate the technical responsibility to the
product manufacturer who may know their
product better than the
Architectural/Engineering firm or the
contractor.
▪ Descriptive Specification
A specification that stipulates the exact quantities
and qualities or properties of materials to be
furnished and how they are to be assembled or
installed in a construction, e.g. Mechanical
exhaust fan shall be wall-mounted, centrifugal
type fan of weather-proof construction mad for
outdoor use. It shall be of all-aluminum
construction including aluminum centrifugal
propellers.
Steps in the preparation of Descriptive
Specifications:
1. Research for available products in the
market.
2. Check on the important features required for
a certain product.
3. Determine what features to describe the
product shall be shown or included in the
drawings.
4. Describe the product important features
5. Specify quality assurance measures e.g.
submittals, certifications, testing or
inspection.
Advantages in using descriptive specifications
1. It specify exactly what the design intends.
2. It is applicable to all conditions, methods or
situations of a project.
3. Applicable to all types and sizes of projects.
4. It permits free competition in market or
product brands.
Disadvantages of descriptive specifications
1. It requires specifications writer special
attention in describing the design intent in
order to achieve desired results.
2. It requires lengthy product description than
other specification methods.
3. It is more time-consuming in preparing this
kind of specification.
4. Use of which is being replaced with
reference standards which is more complete
and detailed specifically when specifying
certain product.
7
▪ Reference Specification
A specification that refers to a standard
specification to indicate the properties desired in
a material or component and the methods of
testing required to substantiate the performance of
products; a standardized mandatory language
document prescribing materials, dimensions and
workmanship, incorporated by reference in the
contract documents, with information in the
madatory requirements checklist; refers to a
standard established for either a material, a test
method, or an installation procedure, these
standard similarly are predicated on either
descriptive or performance criteria, e.g. Masonry
surface paint finish- Flat finish (latex type)
Boysen Permacoat Latex # 701.
Steps in the preparation of Reference Standard
Specifications:
1. The standard specifications used must be
recognized as authoritative in the construction
industry.
2. The standard specifications must be made
available to all parties involved in the project.
3. Specifier should know the standard
specifications and does not present
conflicting information.
4. It should establish a date of standards.
Advantages in using Reference Standard
Specifications include the following:
1. Widely known and accepted by construction
industry.
2. Do not limit product competition.
3. Dramatically shortens the length of
specifications preparation
Disadvantages of Reference Standard
Specifications include the following:
1. No appropriate standard to reference since
standards are written mostly for most
common and generally available products.
2. Standards generally refer to the minimum
requirements.
3. Standards may become obsolete or outdated
over time because of advantages in
technology where new products are being
introduced into the market.
4. Requires a lot of research and attention when
using this method of specifications.
5. They must be incorporated properly and
should include supplementary specifications.
▪ Proprietary Specification
A specification that stipulates the use of specific
products, systems, or processes without provision
for substitution; one in which the specifier states
outright the actual make, brand name, model
number, catalog number, and other proprietary
information of a product or the installation
instruction of a manufacturer is indicated. Where
certain options are available, the specifier should
include those pertinent to the project; a closed
type specification.
▪ Brand name specification
A type of specification where the desired
product is specified by the name given by the
manufacturer or by the manufacturer’s name
and model number.
▪ Closed specification
In closed specification, there are two (2) types
of this type of specification namely: the single
product and the multi-product specification.
Closed specifications are generally brand name
specifications. This is used basically where
material is required to match existing material
in terms of quality, type and performance.
▪ Open specification
This is the opposite of closed specification, it is
called open because all manufacturers whose
product meet performance or description
specified, may qualify to bid. All performance
and descriptive specifications are open. Brand
name specifications are open if the phrase “or
equal” is used.
Advantages in using Proprietary Specifications
1. Allows close control of product selection.
2. Drawing can be more complete and detailed
since it can be prepared based on precise
information from selected product
manufacturer.
3. Specifications can be shorter.
4. Simplifies bidding process by narrowing
competition and eliminating product pricing
manipulation which is considered as a major
variable.
Disadvantages in using Proprietary Specifications
1. Reduces competition
2. May specify products that the contractor may
not be familiar with has little experience in
using it.
8
3. Caution must be made in order to avoid error
in specifying model number of products or
product designations.
▪ Combination Specification
Combination specification may be a combination
of performance, descriptive and reference
specifications but never a combination of open
and closed specification. In this specification type
a product may be required with specific physical
characteristics and also may be required to
conform to a particular standard.
General Guidelines in the Selection of
Specifications Method to Use
1. The designer should be able to establish what
the Client or Owner requires
2. Consider what method is suited for the project
in terms of size and complexity
3. Identify what method of specifications will
result in the best quality of work
4. Consider the economics of product specified
without compromise on quality
▪ Method System
Method System is employed when the specifier
describes in detail the materials, workmanship,
installation, and erection procedures to be used by
the contractor in the conduct of their work
operations in order to achieve the result expected.
This can be described as descriptive specification.
For example: a descriptive specification for a
masonry wall would described the materials to be
used: the brick and mortar ingredients,
composition of the mortar, test of individual
components, weather condition during erection,
workmanship involved in laying up the brick,
type of brick bond, jointing, and finally the
cleaning procedure
Specification Language
Specification language should be precise not vague.
The precise specification can be enforced; the
vague one may be difficult to enforce a d will still
cost the owner money because the contractor has
included the cost in the bid.
The essential requirement for writing specifications,
aside from technical know-how, is the ability to
express oneself in good English. Although the
specifications are one of the contract documents
that become legal documents, legal phraseology is
not necessary.
There are 4 C’s for Specification
Clear – no ambiguity (use proper grammar,
choose precise words to convey intent)
Correct – technically (provide precise
information or data; use proper terminology)
Concise – no excessive verbiage (avoid
unnecessary words)
Complete- information content (do not omit
important or necessary information)
Specifications sometimes try to explain or give
reasons for choices or alternatives. A golden rule of
specification writing is to state only requirements;
do not provide reasons for the requirements.
In a specification, avoid using the words must, is to,
and should. The word should is indefinite and
normally implies a preference not strong enough to
warrant the use of the word shall.
Imperative Mode
The simple imperative mode is the recommended
method for instructions covering installation of
products and equipment. The verb that clearly
defines the action becomes the first word of the
sentence. The imperative sentence is concise and
readily understandable. Examples: 1. Spread tile
adhesive with notched trowel, 2. Install equipment
plumb and level, 3.Apply three (3) coats of paint to
each exposed surface.
Indicative Mode
The traditional language of specification sentences
is the indicative mode, passive voice. This requires
the use of the word shall in nearly every statement.
This sentence structure can cause unnecessary
wordiness and monotony. Examples: 1. Tile
adhesive shall be spread with notched trowel, 2.
Equipment shall be installed plumb and level, 3.
Three (3) coats of paint shall be applied to each
exposed surface.
Shall
When used in a specification, the word shall is
used with reference to the work required to be
done by a contractor or supplier. It denotes the
things the supplier shall do, documents they shall
supply, features they shall build into the
equipment, or performance levels the equipment
9
shall meet. Wherever the word shall appears, it
indicates that a requirement is being stated.
Will
The word will is used in connection with acts and
actions required of the owner or of the architect/
engineer. Thus verb form will is used by the
owner or purchaser as a self-imposed
requirement. It denotes the information the
owner will supply, documents the owner will
review, and approvals the owner will issue- all at
the proper time.
Streamlined Mode
This technique uses a colon (:) to mean shall or
shall be. Streamlined specifications are very
concise and clear to read. The subject indicated
before the colon is helpful especially when
checking for keywords. Examples: Adhesive:
Spread with notched trowel, 2. Equipment: Install
plumb and level, 3. Portland Cement: ASTM 150,
Type 1.
Words to Avoid
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
“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 shed.
Some Maxims for Specifications
1. Be Brief
a. Specify standards articles by reference to
Accepted Standard Specification
b. Avoid repetition of information shown or
scheduled on the drawings
c. Do not include inapplicable text.
d. Never make the word “contractor” the
subject of a sentence in a trade section,
e.g.
Poor: Rubbed Finish Contractor shall
apply a rubbed finish to
exposed surfaces of concrete.
Better: Rubbed Finish shall be applied
to exposed surfaces of
concrete.
e. Eliminate superfluous words such as
the following :
 ALL: Fabrication Delivery of materials
The use of the word “all” is frequently Workmanship Samples and shop drawings
unnecessary Installation Permits
Poor : Store all millwork under shelter. Tests Guarantees
Better: Store millwork under shelter Schedules Cleaning
WHICH and other relative pronouns Preparations Job conditions
such as “who” and “that” should be
used sparingly, if at all MASTER SPECIFICATIONS
Poor : Install bathroom accessories
which are to be purchased Entirely new specifications are seldom developed
under an allowance …… for each project. Instead, most design firms,
Better: Install bathroom accessories to government agencies, and large corporations use
be purchased under an master specifications as basis for their project
allowance ….. specifications. These master specifications include
THE: items of work normally encountered by that
Definite article “the”, and organization. Each master section includes standard
indefinite articles “a” and “an” need not clauses normally applicable to the item of work and
be used in many instances. The lists numerous possible alternatives. Specifications
following paragraph actually reads notes within the text alter the specifications to meet
better with the underscored words particular requirements. Paragraphs and articles that
deleted: do not apply are deleted. Data can be omitted from
a master specifications; this omission does not
The Contractor shall strip the topsoil require editing of other material as a result of the
from the areas to be excavated and omission.
graded, and neatly pile it on the
property; then, after all the backfilling MASTERFORMAT
is finished and all the areas graded, A uniform classification system for construction
the available top soil shall be spread specifications that is divided into several sections,
over the areas to be seeded or planted. each of which is sequentially numbered and named.
It is the most widely used standard for organizing
OF: specifications and other written information for
The preposition “of” may often be commercial and institutional building projects in the
eliminated to shorten the text: U.S. It provides a master list of divisions, and
Poor: For colors see Schedule of Paint section number and titles within each division, to
Finishes follow in organizing information about a facility’s
Better : For colors see Paint Finish construction requirements and associated activities.
Schedule Master format is a product of the Construction
f. Use numerals instead of writing out the Specifications Institute (CSI) and Construction
number Specifications Canada; also known as Uniform
g. Use well-known and accepted System.
abbreviations
MASTERSPEC
h. Use Simple Imperative mood and simple
present infinite as o
MASTERSPEC is a master specification for the
i. Consider the use streamlined
construction industry developed by Production
specifications
Systems for Architects and Engineers (PSAE), now
the Professional System Division of the American
2. Use Simple and Clear Language
Institute of Architects (AIA). It is one of the most
complete and widely used guide specifications
Make Specifications a Reference
available. This master specification carries the
The technical section contains two categories of
endorsement of the National Society of Professional
paragraph, namely, the technical and non-technical:
Engineers and the American Consulting Engineers
Council, which review the engineering sections for
Technical Non-technical accuracy and adequacy prior to their publication.
Materials Scope of work MASTERSPEC sections are titled, formatted, and
10
numbered essentially in accordance with Includes most structural metals and metals not
MASTERFORMAT and CSI’s Manual of Practice falling under the specific provisions of other
divisions; exceptions are reinforcing steel, curtain
SPECTEXT walls, roofing, piles, doors and windows.

SPECTEXT is copyrighted by the Construction Division 06 Wood and Plastics

Sciences Research Foundation and publushed by Includes most work traditionally performed by
Construction Specification Institute. It is published carpenters,; exceptions are wood fences, concrete
in CSI’s 16-division format. Section titles and five- formwork, doors, windows and finish hardware.
digit numbering system are in accordance with the
titles and numbering system in Division 07 Thermal and Moisture Protection
MASTERFORMAT. SPECTEXT is revised every Includes most items normally associated with
five years; portions of text are revised quarterly. insulation and preventing the passage of water
vapor; exceptions are paint, waterstops and joints
SPECSystem installed in concrete or masonry, and gaskets and
sealants.
SPECSystem (the successor of SweetSpec) is an
interactive expert system for writing specifications. Division 08 Doors and Windows
First, a computer dialogue takes place between a Includes hardware, doors, windows and frames,
project architect or engineer and the computer’s metal and glass curtain walls, transparent and
CD-ROM (compact disk, read only memory) translucent glazing; exceptions are glass block and
containing the software and data files; the dialogue glass mosaics.
mimics that which would occur between an
architect or engineer and an expert specification Division 09 Finishes
writer. For each section of the required specification Includes interior finishes not traditionally the work
document, the computer asks a series of questions of the carpentry trade.
in logical decision-making order. The software is
updated periodically. Division 10 Specialties
Includes factory-assembled, pre-finished items.
16 Divisions Masterformat
Division 11 Equipment
Division 01 General Requirements Includes most items of specialized equipment.
Includes most requirements that apply to the job as
a whole or to several of the technical sections, and Division 12 Furnishings
especially the requirements sometimes referred to
as special conditions. General conditions and Division 13 Special Construction
supplementary conditions are not included in the
division specifications. Division 14 Conveying Systems
Division 02 Sitework Division 15 Mechanical
Includes most subjects dealing with site preparation
and development. Site utilities in Division 15 and Division 16 Electrical
16 must be coordinated with these sub-divisions.

Division 03 Concrete CSI Masterformat 2004 Edition

Includes most items traditionally associated with
concrete work; exceptions are paving, piles, Division Numbers and Titles
waterproofing, and terrazzo.
Procurement and Contracting requirements
Division 04 Masonry Group
Includes most materials traditionally installed by
mason, exceptions are paving and interior flooring.
Division 00 Procurement and contracting
requirements group
Division 05 Metals Essentially the same scope as the Masterformat
11
1995 Edition Masterformat 1995 Edition.

Specifications Group
General Requirements Sub-group
Division 01 General Requirements
General Requirements: Area for performance
requirement added to allow fro writing
performance requirements for elements that overlap
work sections (building envelope, structure, etc.)
This allows for a mixture of broad performance
specifications and descriptive specifications in a
project manual.
Division 02 Existing Conditions
Existing Conditions: This division is now limited to
“existing conditions” construction practices that
relate to items at the site at the commencement of
work- selective demolition, sub-surface and other
investigation, surveying, site decontamination, and
site remediation, among others. All site
construction as well as heavy civil and
infrastructure subject matter, including utility and
pavement work, has been relocated to the Site and
Infrastructure Sub-group.
Division 11 Equipment
Equipment: Equipment related to process
engineering has been relocated to the Process
Equipment Sub-group and equipment related to
infrastructure has been relocated to the Site and
Infrastructure Sub-group.
Division 12 Furnishings
Furnishings: Essentially the same as Masterformat
1995 Edition.
Division 13 Special Construction
Special Construction: Special construction related
to process engineering has been relocated to the
Process Equipment Sub-group. Security access,
building automation, detection and alarm, and fire
suppression subjects have been relocated to the
Facility Services Sub-group.
Division 14 Conveying Equipment
Conveying Equipment: Renamed with process
related material handling subjects relocated to the
Process Equipment Sub-group.
Division 15 Reserved

Division 03 Concrete Mechanical: Division 15 has been reserved for

future expansion and material has been relocated to
Division 04 Masonry Division 22- Plumbing and Division 23- Heating,
Ventilating and Ai Conditioning in the Facilities
Division 05 Metals Services Sub-group.
Concrete, Masonry and Metals: Essentially the
same scope as Masterformat 1995 Edition. Division 16 Reserved
Electrical: Division 16 has been reserved for future
Division 06 Wood, Plastics and Composites expansion and material has been relocated to
Wood, Plastics and Composites: Essentially the Division 26- Electrical and 27- Communications in
same scope as Masterformat 1995 Edition with Facility Services Sub-group
expansion in the areas of plastics and composites.
Division 17 Reserved
Division 07 Thermal and Moisture Protection
Thermal and Moisture Protection: Essentially the Division 18 Reserved
same as Masterformat 1995 Edition.
Division 19 Reserved
Division 08 Openings
Openings: Renamed but essentially the same scope
of as Masterformat 1995 Edition with the addition Facility Services Sub-group
of some other openings as louvers and grilles. This Sub-group retains the same basic content as
published in Draft 4, but with some new divisions,
Division 09 Finishes arranged in a revised order.

Division 10 Specialties Division 20 Reserved

Finishes and Specialties are essentially the same as
12
Division 21 Fire Suppression
Fire Suppression: Fire suppression subjects
relocated from Division 13 in Masterformat 1995
Edition.
Division 22 Plumbing
Plumbing: Plumbing subjects relocated from
Division 15 in Masterformat 1995 Edition.
Division 23 Heating, Ventilating and Air
Conditioning
Heating, Ventilating and Air Conditioning: HVAC
subjects relocated from Division 15 in
Masterformat 1995 Edition.
Division 24 Reserved
Division 25 Integrated Automation
Integrated Automation: Expanded integrated
automation subjects reloated from Division 13 in
Masterformat 1995 Edition.
Division 26 Electrical
Electrical and lighting subjects relocated from
Division 16 in Masterformat 1995 Edition.
Division 27 Communications
Expanded communications subjects relocated from
Division 16 Masterformat 1995 Edition.
Division 28 Electronic Safety and Security
Electronic Safety and Security: Expanded
electronic safety and security subjects relocated
from Division 13 in Masterformat 1995 Edition.
Division 29 Reserved
Site and Infrastructure Sub-group
This Sub-group contains heavy civil and utility
subject matter, as well as site construction material
moved from Division 2 in Masterformat 1995
Edition.
Division 30 Reserved
Division 31 Earthwork
Site construction subjects, chiefly below-grade,
from Division 2 in Masterformat 1995 Edition.
Division 32 Exterior Improvements
Exterior Improvements: Site construction subjects,
chiefly above-grade, from Division 2 in
Masterformat 1995 Edition.
13
Division 33 Utilities
Utilities: Expanded utility subjects relocated from
Division 2 in Masterformat 1995 Edition.
Division 34 Transportation
Transportation: Expanded transportation subjects
relocated from Divisions in Masterformat 1995
Edition.
Division 35 Waterway and Marine
Construction
Waterway and Marine Construction: Expanded
waterway and marine subjects relocated from
mainly Division 2 in Masterformat 1995 Edition.
Division 36 Reserved
Division 37 Reserved
Division 38 Reserved
Division 39 Reserved
Process Equipment Sub-group
Process Equipment Sub-group: Some materials in
this sub-group is new to Masterformat 2004
Edition, while some has been relocated from
Divisions 11, 13 and 14 in Masterformat 1995
Edition.
Division 40 Process Integration
Process Integration: Process facilities are
composed of a variety of sub-systems, tied together
and integrated by distribution pathways, control
and instrumentation. All of these systems must work
together as a whole. This division includes elements
used to tie these systems together. Piping, heat
tracing, insulation and instrumentation and control
systems, and also provides a place to specify
commissioning requirements for sub-systems and
facility as a whole.
Division 41 Material Processing and Handling
Equipment
Material Processing and Handling Equipment:
Equipment for processing and conditioning of raw
materials, material handling equipment for bulk
material as well as discrete units, manufacturing
equipment and machinery, test equipment, and
packaging/ shipping systems.
Division 42 Process Heating, Cooling, Drying
 Equipment
Process Heating, Cooling and Drying Equipment:
Equipment for process heating, cooling and drying
of materials, liquids, gases and manufactured items
and materials.
Division 43 Process Gas and Liquid Handling,
Purification and Storage
Equipment
Process Gas and Liquid Handling, Purification and
Storage Equipment: Equipment for handling,
purification and storage of process liquids, gases,
slurries, includes atmospheric tanks as well as
pressure vessels.
Division 44 Pollution Control Equipment
Pollution Control Equipment: Equipment for
controlling emission of contaminants from
manufacturing processes and treatment of air, soils
and noise contaminants.
Division 45 Industry-Specific Manufacturing
Equipment
Industry-Specific Manufacturing Equipment: A
division in which users can specify equipment that
is used only within a single industry. All industries
currently identified with North American Industry
Classification System (NAICS) are allocated space
within the division.
Division 46 Reserved
Division 47 Reserved
Division 48 Electrical Power Generation
Electric Power Generation: Plants and equipment
for the generation and control of electrical power
from fossil, nuclear energy, hydroelectric, wind,
solar energy, geothermal energy, electro-chemical
energy, and fuel cells.
Division 49 Reserved
Divisions not named above are explicitly reserved
to provide space for future development and
expansion. To minimize costs resulting from
potential future expansion, it is not recommended
that users populate these divisions with their own
material.
CSI Three-part Section Format
The three basic parts section format are the
following:
▪ Part 1- General
14
This part covers those general areas of concern
which precede and follow work, and which define
the scope of work.
▪ Part 2- Products
This part defines in detail the materials, equipment,
system, fixtures, etc., which will be incorporated
into the work.
▪ Part 3- Execution
Part 3 describes in detail the manner in which items
covered in part two are to be incorporated into the
work.
Part 1 – General
1.1. Summary
A. Scope of Work –redundancy should be
avoided
B. Work of other section –the separation of
work of a similar nature is clearly
delineated by this paragraph heading so
that there is no duplication but a clear
understanding of like work specified under
different section.
C. Related Section – best avoided, because it
is the contractot’s responsibility to
coordinate the work of his various
subcontractors
D. Allowances - avoid duplication
E. Unit Prices –coordinated with bid form.
F. Measurement and Payment
G. Alternates
1.2. References
1.3. Definition of Terms
1.4. Systems Description - generally applicable to
mechanical, electrical, elevators, and process
equipment and specified in those sections.
1.5. Submittals- enumerate the various types of
data to be submitted for architect’s review.
Assemble the information under various
subparagraph heading, such as samples, shop
drawings, product data, certificates,
warranties, bonds, and so on.
1.6. Quality Assurance – standards (specify
standards, procedures, criteria, and limitations
that establish an overall level of quality);
qualifications (establish standards and criteria
for determining the qualifications of tradesmen,
suppliers, subcontractors and products);
 regulatory requirements (cite specification
regulations and codes that apply to
contractor’s detailed design of trusses,
connections, precast, items, etc.) mock-up (a
full-sized structural model built accurately to
scale chiefly for study testing, or display.”
Include sample panels, curtain wall assemblies,
pre cast concrete panels, integrates ceiling
systems, and so on,)
1.7. Delivery, Storage and Handling – general
provisions governing the transportation,
handling, storage, and protection of material
and equipment are included in Division 1
(general requirements)
1.8. Project/Site Conditions – specification
subparagraphs dealing with the physical
environmental conditions under which physical
environmental conditions under which the work
is to be performed should be specified here.
These included existing conditions weather,
temperature, humidity and so on
1.9. Sequencing and Scheduling – be careful not to
intrude on contractor’s responsibility
1.10. Warranty –use this paragraph to set forth
the requirements for correcting defects that
extend beyond 1-year correction-of-work
period in the general conditions.
1.11. Systems Start-Up – generally applicable
to mechanical, electrical, elevators, and
process equipment and specified in those
sections.
1.12. Maintenance – separate maintenance
requirements that are part of the general
construction and built into the contract sum
from maintenance contracts to be executed
separately; extra materials specify hard-to –
obtain sizes and colors of materials for attic
storage.
Part 2- Products
Depending on the
2.1. Manufacturers number and extent of
2.2. Existing Products these items, segregate
2.3. Materials into paragraphs or
2.4. Manufactured Units subparagraphs. Specify
by performance,
2.5. Equipment descriptive, references
2.6. Components specs, or proprietary
2.7. Accessories methods.
15
2.8. Mixes – whether prepared on-site or off-site,
specify the proportions of the materials listed above
required to produced concrete, plaster, terrazzo,
macadam, and so on.
2.9. Fabrication
2.10 Finishes –shop priming of ferrous metal and
shop finishing of wood cabinets are specified here.
2.11. Source Quality Control –test and inspections
of products fabricated off-site, including precast
concrete elements, prefabricated wood trusses
2.11. Source Quality Control – test and
inspections of products fabricated off-site, including
precast concrete elements, pre-fabricated wood
truss, and so on, are specified.
Part 3 –Execution
3.1. Acceptable Installers - use only in very
special instances where experts knowledge and
workmanship are paramount – for example,
intricate custom woodwork, precast concrete, and
so forth.
3.3 Preparation- subparagraphs headings as field
measurements, priming, and so on. For
waterproofing or damp proofing it would include
patching or grinding of surfaces to obtain a
satisfactory base to receive these treatments.
3.4. Erection/ Installation/ Application/
Construction – would include various
subparagraph detailing the requirements for
installation details, construction and erection
methods and quality of workmanship.
3.5. Repair/Restoration – existing products
3.6. Reinstallation – existing products
3.7. Field Quality Control – test and inspection
procedures to determine the adequacy of the work
completed ad installed are specified. These would
include test for soil compaction. Pile loading,
concrete cylinder test, erection tolerance
inspections, and so on.
3.8. Adjusting – would include putting builders’
hardware into operating condition balancing of
mechanical ventilation systems, and so on.
3.9. Cleaning – cleaning of specific surfaces such control
as masonry , terrazzo, glass, and so on, is specified Shop drawings Site tests,
in the subparagraph. inspection
Samples Manufacturers’
3.10. Demonstration – focuses primarily to field services
mechanical and electrical systems, to elevators, Quality Adjusting
assurance/
process equipment, and so forth.
control submittals
3.11. Protection - surfaces that may damage by Design data, test Cleaning
subsequent construction operations, particularly reports,
architectural concrete, metal curtain wall members, certificate,
finished wood floors, and so on manufacturer’s
instructions,
3.12. Schedules – includes items such as hardware manufacturer’s
schedules, lighting fixtures, and so forth field reports,
qualification
statements
Three-part Section Format Outline
Closeout Demonstration
submittals
Part 1 Part 2 Part 3
Quality Protection
General Products Execution Assurance
Summary Manufacturers Installers Qualifications Schedules
Scope Existing Examination Regulatory
Products requirements
Products supplied Materials Site verification
Certifications
but not installed of conditions
Field samples
under this section
Mock-up
Products Manufactured Preparation
Pre-installation
installed but not units
meeting
supplied under
this section Delivery, Storage
and Handling
Related section Equipment Protection
Packing,
Allowances Components Conditions of
shipping,
Surfaces
handling and
Unit prices Accessories Surface
unloading
preparation
Acceptance at site
Measurement Mixes Erection
Storage and
procedures
protection
payment
procedures Waste,
management and
Alternates Fabrication Installation
disposal
References Shop assembly Application
Project/ Site
fabrication
conditions
tolerances
Project/ site
Definitions Finishes Construction
Environmental
Description of Shop priming, Special
requirements
Systems shop finishing techniques
Existing
Design Source Quality Interface with
conditions
requirements, Control other work
Environmental
performance
condition
requirements
Sequencing
Requirements of Tests, Inspection Sequences of
Regulatory verification of operation Scheduling
performance Warranty
Agencies Site tolerances Special warranty
Qualifications Repair/ System Startup
Restoration Owner’s
Submittals Reinstallation Instructions
Product data Field quality Commissioning
Maintenance
16
Extra materials Demolition
Maintenance The systematic dismantling or destruction of a
service building/ structure, in whole or in part.

Construction-related Terminology
References
Work
The entire construction or separately identifiable A Guide to Practical Specifications Writing by The
parts thereof required to be furnished under the United Architects of the Philippines (UAP)
contract documents. Professional Development Center, 1986
Construction Estimating Guide for Architects by The United
All on-site work done from site preparation, Architects of the Philippines (UAP) Professional
excavation, foundation, assembly of all the Development Center, 1981
components and installation of utilities and
equipment of buildings/ structures. Visual Dictionary of Architecture by Francis D.K.
Ching, New York: Van Nostrand Books, Inc., 1995
Erection
Installation in place of components of a building/ Building Design and Construction Handbook (6 th
structure. Edition) by Frederick S. Merritt and Jonathan T.
Ricketts, New York: McGraw-Hill Book Co., 2001.
Addition
The National Building Code of the Philippines and
Any new construction which increases the height or
Its Implementing Rules and Regulations compiled,
area of an existing building/ structure.
edited and published by Philippine Law Gazette,
2015 Edition
Alteration
Construction in a building/ structure involving
Products Catalogs, brochures, pamphlets, technical
changes in the materials used, partitioning,
specifications, etc.
location/ size of openings, structural parts, existing
utilities and equipment but does not increase the
over-all area thereof.

Renovation
Any physical change made on a building / structure
to increase its value, utility and/or to improve its
aesthetic quality.

Conversion
A change in the use or occupancy of a building/
structure or any portion/s thereof which has
different requirements.

Repair
Remedial work done on any damaged or
deteriorated portion/s of a building/ structure to
restore its original condition.

Moving
The transfer of any building/ structure or portions/s
thereof from its original location or position to
another, either within the same lot or to a different
one.

17