Specification writing

Introduction

The quality of a building project is dependent on the documentation provided. The contract documentation includes the conditions of contract, the drawings, the schedules and the specification.

While drawings are graphic documents that can convey location, quantity and sometimes quality, the specification is a written description which defines quality and gives effect to design decisions that might otherwise be too difficult or tedious to convey on drawings.

Specifications may be developed in house or through external consultants and use original content or employ a proprietary specification system. Proprietary specifications developed specifically for the Australian market can include specification templates, reference specifications and tailored specifications appropriate for a range of building types.

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Part A – The specification

General overview

At least half the troubles in the architectural world are due to faulty and ill-expressed documents (Eggleston 1955).

The advent of master specifications, digital specifications and proprietary-specification systems can greatly assist in preparing project specific specifications. While care and technique continue to be an important part of the process, by following a format, specification writing can be a creative process that adds value and certainty to a project.

The specification serves several distinct purposes, including:

1. A legal and contractual document. It is subject to the usual legal rules concerning contract terms. Words must be certain of meaning, must give effect to the intentions of the owner, and must be able to be given normal literal meaning. Importantly, however, the specification must not seek to override or contradict the conditions of contract – its effect is primarily intended to be technical rather than legal.
2. A business document, suitable for tendering works and estimating purposes. Someone must be able to price the various items in it and do so correctly. Where there are a number of tenderers, they must all be able to interpret it in the same way and price it on a uniform basis.
3. A set of instructions to the person who is to perform the work. They must be able to understand clearly and precisely what is required to be done and what standard must be achieved.
4. A document demonstrating compliance with statutory requirements.
5. A document with scope covering the entire range of project elements.
6. A written record to which design decisions, materials required and standards must be adhered.
7. A dispute resolution tool.
8. A project management and facilities management document.

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Structure

Specifications can consist of four main parts – Preliminaries, General requirements, Common requirements and Technical worksections. Together they describe what is required for the satisfactory completion of the works in accordance with the contract

The Preliminaries section of the specification establishes the requirements of the architect and the owner regarding the way in which the contractor will manage the project.

General requirements cover administrative topics common to all the technical worksections.

Common requirements gather material relating to more than one worksection into single worksections, rather than repeating it over multiple worksections.

Technical worksections form the balance of the specification. They are smaller parts of the completed specification. Some Technical worksections are trade based (eg brick and blockwork) and others follow processes (eg windows, lining). In an integrated specification, only those worksections specific to the project are generally included, while a reference specification covers all aspects of work that that may be found on a project of that type. The latter may however include items that are not specific to that project.

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Preliminaries

The works must be briefly described in the contract. The works as defined in the ABIC suite, 'comprise the completed construction set out in the contract documents' (ABIC 2018).

Generally, works can be seen as the product of the work carried out under the contract.

The Preliminaries section ordinarily includes descriptions of the owner’s requirement (if any) for the contractor’s temporary works which may include site boards, site sheds, temporary services, scaffolding etc, that are generally not for the use of one trade only, but are necessary in order to construct the project.

The Preliminaries section should not include items that are covered by the contract. In most building contract documents an order of precedence is stated where the contract takes precedence over the specification. If the contract is to be varied, this should be provided for under the Special Conditions section and not in the Preliminaries section of the specification. Any such special conditions should be formulated by the owner’s legal adviser, not the architect, to avoid the architect being responsible for unintended inconsistency with the standard terms of the contract.

Preliminary clauses

Preliminary clauses can be divided into groups that relate to project specific and site requirements of the project or the contractor’s management of the project. Preliminaries cover items not included in standard contracts and which cannot be allocated to a particular worksection. Projects with quality assurance requirements, where applicable, need to be addressed accordingly.

The following provides one arrangement for the preliminary clauses and guidance on the issues to be covered. This list is not exhaustive and items to be included should be assessed on a project-by-project basis and set out to cover the particular matter to be described.

• Building the works

  • Permits and fees – The status of planning approval and building-permit applications should be clarified and the contractor’s responsibilities set out. The schedules to some contracts require some information to be included with the contract documents. The responsibility for connection to utilities and payment of fees should be set out. Note that the responsibility for obtaining statutory approvals is covered in ABIC contracts and if this is to be varied requires a special condition in the contract.
  • Notification of subcontractors and suppliers – The contractor should be asked to advise the architect of the proposed subcontractors and suppliers for each trade.
  • Measurement of work – Building work is most often measured in accordance with the Australian Standard Method of Measurement of Building Works. The method of measurement to be used should be defined.
  • Noise and nuisance – Restrictions regarding noise and nuisance that affect construction methods and working should be identified. If, however, any such restrictions will impact on the contractor’s rights under the contract, the restrictions may be better as special conditions. If in doubt, it is best to refer the question to the owner’s legal adviser.
  • Site meetings – The frequency, required attendance, responsibilities and accommodation for chairing and recording minutes of site meetings should be set out.
  • Working hours – Statutory requirements for restriction, including working hours, noise levels and toxic ground conditions should not be interpreted by the architect and stated here. It is up to the contractor to comply with legal obligations. The owner may have other requirements, which should be noted. For the same reasons, this may be better as a special condition to the contract and the owner’s legal adviser should be consulted.
  • Work Health and Safety – Any requirements in addition to statutory requirements for the contractor’s work health and safety requirements should be set out.
  • Incidental items – The contractor’s responsibility for the supply of minor items and operations necessary to complete the works needs to be set out.

• The site

  • Signboard – The detail of the project signboard, if any, should be set out. There may need to be control of subcontractors’ signboards.
  • Site telecommunications connection – The establishment and ongoing cost of installation will normally be the contractor’s responsibility but this should be set out.
  • Contractor’s access – Requirements or restrictions should be identified. Again, if significant, this may be better as a special condition to the contract, which otherwise would imply reasonable access to carry out the works.
  • Pre-conditions for architect’s/superintendent’s access – There may be statutory requirements for work (occupational) health and safety induction training for the architect and/or consultants prior to accessing the site. The provisions for this and the obligation of the contractor to provide it and its cost should be set out.
  • Security, protection and temporary fencing – Where an owner has special requirements they should be defined, and the obligation of the contractor to comply with them defined. Unusual requirements for security etc, may be better expressed as special conditions to the contract if they would significantly affect the contractor’s access or ability to carry out the works. If in doubt, the owner’s legal adviser should be consulted.
  • Existing services – These need to be identified and located and their treatment for future use set out. The point of supply, connection and maintenance obligations should be identified.
  • Protection of adjoining property – Reimbursement for, protection of, and making good property damaged by carrying out the works needs to be fully described.
  • Dangerous items – If not covered by the contract, the Preliminaries should require that the discovery of dangerous items must be reported to the architect. The disposal of dangerous goods, however, will usually be governed by law taking precedence over the architect’s instruction.
  • Existing flora and soil – If no particular requirements are described in the contract documents, requirements for protection or removal of plants and stockpiling of topsoil and fill needs to be identified.

• Administration

  • Contractor’s representative – Any requirements that the representative is accessible and fluent in English and technical terminology should be included.
  • Construction plant – Provision and maintenance of required hoardings, barricades, guards, fencing, shoring, temporary roadways, footpaths, signs, lighting and traffic management.
  • Car parking – Provision for the workforce may need to be established, including any restrictions.
  • Site office – The requirements and acceptable conditions should be identified.
  • Site safety – Accidents and potential problems must be reported to the architect including lost time due to injuries.
  • Construction program – The type of program required should be set out.
  • Making good – Any damage to completed work must be made good.
  • Loading of building structure – The requirement to liaise with the structural engineer as to the limitations on loading of the structure as it is constructed should be included.
  • Site cleaning – Requirements for progressive cleaning of the works should be stated. On completion of the work the entire project should be thoroughly cleaned and all temporary works removed. Special cleaning requirements may apply.

• Completion and handover

  • Hardware – Provision of keys at practical completion and any master keying requirements can be included in Preliminaries. However, this is better placed in the relevant technical worksection.
  • Vermin – The contractor may be required to provide certification that the site is vermin-free at practical completion.

• Payment and allowances

  • Cash-flow forecast – It is common to require the contractor to supply at the commencement of the works the anticipated progress claim amounts for the duration of the contract and to update this information throughout the construction period.
  • Contingency sum – If the contract includes a contingency sum the amount and the rules governing its expenditure must be set out.
  • Provisional quantities – Where provisional quantities are to be allowed the method of valuing the quantities should be included.
  • Schedules – These may be included in the preliminaries or (more commonly) added as a separate section of the specification.

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General requirements

General requirements covers administrative topics common to all the Technical worksections in the specification and is cross referenced by each technical worksection.

General requirements clauses

General requirements clauses and guidance on the issues to be covered could include the following items. This list is not exhaustive and items to be included should be assessed on a project-by-project basis and set out to cover the particular matter to be described:

• Australian Standards – Standards referenced within the National Construction Code (NCC) and other specified standards need to identify the relevant edition. Where certification of compliance is required, the responsibility for obtaining it should be identified. Copies of some standards may need to be kept on site.
• Completion – Specify items required at completion. This may include cleaning, manuals, test reports and warranties.
• Inspection – To determine quality and workmanship during the work, list any inspection requirements. These requirements are separate from mandatory inspections by the certifier. Note that too many inspections can add time and cost to a project.
• Interpretation – Includes any abbreviations or definitions that are used across worksections.
• Shop drawings, samples and submissions – Construction contracts commonly require shop drawings and/or samples and prototypes. Submissions identifies to whom shop drawings, samples and prototypes should be provided and the format, programme, review and timing of these submissions.
• Proprietary specifying and substitution – Proprietary means identifiable by naming the manufacturer, supplier, installer, trade name, brand name, catalogue or reference number. Reference to 'equal' or 'similar' should be qualified by identifying the obligation to prove that the product offered as a substitute is equal to or better than that specified, but this must also be clear in which manner it is equal or better (ie by price, by fire performance, by installation time, by warranty period, etc.).
• Prohibited materials – Materials that are not acceptable need to be identified.
• Tests – The technical worksections of the specification usually require testing of materials, samples and evidence of satisfactory testing and compliance. Management of timely approvals, satisfactory and unsatisfactory samples, and their retention should be established. Procedures for this should be covered in this section.
• Manufacturer's recommendations – Work involving manufactured items and materials will require installation or use in accordance with the manufacturer's recommendations so as to not void warranties. The requirement to comply with manufacturers' recommendations should be included in this section.
• Penetrations – It is common to require the contractor to inform the architect of the location and size of proposed penetrations that are not detailed in the contract documents.
• Services and equipment – Requirements for and provision of as-built drawings, operating instructions, demonstrations, maintenance manuals, warranties etc should be set out.

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Common requirements

Common requirements are worksections which cover material relating to more than one worksection. Rather than repeating the same material over many worksections, Common requirements gather the information into single worksections.

Common requirements worksections

Common requirements worksections can include the following:

• Adhesives, sealants and fasteners – Generally applicable to the commonly used adhesives, sealants and fasteners and provides basic defaults for projects requiring adhesives, sealants and fasteners, as part of general construction.
• Timber products, finishes and treatment – Generally applicable to the certification, durability and quality conformance of timber products.
• Fire-stopping – Generally applicable to fire-stopping for service penetrations and construction/control joints in wall, floor and ceiling elements, that are required to have a fire-resistance level (FRL).
• Metals and prefinishes – Generally applicable to common metals and metal alloys, and prefinishes.
• Termite management – Generally applicable to various physical and chemical termite management systems, which may be used alone or in combination.

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Technical worksections

Technical worksections within a specification deal with the specific matters for each trade or process.

Worksection information typically includes finishes, applicable Standards, quality, material grades and thicknesses, tolerances, performance requirements, and requirements for fabrication and installation. Both drawings and specifications must address the NCC and other relevant state and local regulations and reflect good practice in the particular activities. Technical worksections can also contain schedules specific to the particular trade or process.

Technical worksections – examples

Technical worksections could address the following subjects:

• Trade based
  • Brick and blockwork construction
  • Stone cladding
  • Rendering and plastering
  • Painting
• Process based
  • Windows
  • Curtain walls
  • Lining
  • Miscellaneous furniture

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Part B – Specification writing

Specifications – be clear

Use simple and clear language. Where possible avoid legal terms or excessive formality. In legal drafting, and in the current ABIC contracts, the preference is to use plain English.

In specifying work or standard of work, use simple imperative language where possible: 'Do this, do that'.

Even though some source documents use terms like 'should' or 'might' or 'can', these need to be more clearly defined with verbs like ‘shall’ or ‘must’ if they are to be referred to in the specification.

Do not use an unnecessary array of words and phrases for operating instructions. Use a limited range consistently (eg 'use', 'provide', 'submit', 'supply') with each having particular meaning and specific, consistent application.

Do not use synonyms to avoid repetition – if you change the term, you may change the meaning.

Use the same terms consistently throughout the documents: not, for example, 'skylight', 'rooflight' and 'roof window'. The drawings should use the specification keywords.

Avoid the use of reference paragraphs at the start of each section. For example, a statement such as 'The general conditions of preliminaries form part of this section of the specification' is unnecessary because the contractor is responsible for all work and must read all documents together.

Minimise the use of the 'scope of work' or 'work included' clause. It is a form of duplication and so is superfluous, time-consuming, and runs the risk of conflicting with the documents. It may discourage estimators, for example, from reading the specification properly. As an outline or key to the section, a contents list is adequate. The scope of the works may be outlined elsewhere, but it is essentially everything defined by the contract documents.

Expectations for the contents of a given section will vary, so a list of references to related work described in other sections is a convenience to users. This is not the same as 'work by others'; the related work in another section may or may not be a part of the work of the subcontractor using this section. 'Work by others' refers to separate contracts or packages. The division of effort is up to the contractor, not the specifier. The contractor will negotiate the extent of the work and its price, and coordinate; the architect must not interfere with the contractor's right to do this.

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Specifications – be concise

Avoid long clauses. Restrict the subject of each clause to one item only.

Do not make 'the contractor' the subject of a sentence unless this is absolutely necessary; the entire document is addressed to the contractor. Use 'Install light fixtures…' not 'The contractor shall install light fixtures…'

In specifying materials avoid 'shall', 'will', 'must', 'is to' and 'is to be'. Where such a structure is unavoidable, 'must' is preferred to 'shall'.

Do not use infinitives: use 'Use burnt clay bricks…' or 'Bricks: burnt clay…' not 'Bricks shall be burnt clay…' or 'Bricks are to be burnt clay…'

Use streamlining. The style relies on colons and keywords thus: 'GALVANISING: To AS 1650'.

Specify standard components or materials by reference to accepted standard specifications. However, be careful to exclude inapplicable text, to select options, and to override unwanted defaults in standard specifications.

Do not use expressions such as 'all' or 'the whole of' where these are superfluous: use 'Use new bricks…' not 'All bricks shall be new…' or 'The whole of the brickwork shall be in new bricks'.

Use 'which', 'who' and 'that' sparingly, if at all. The same applies to 'the', 'a' or 'an' and even 'of'. Use 'Paint finishes schedule' not 'Schedule of paint finishes'.

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Specifications – be specific

Aim to be specific about all that is required to be done by the contractor. Phrases like '…and do all other work that may be required to complete the building', or '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' are often regarded as a sign of lazy or incomplete specifying.

The architect, however, is the agent of the owner and such clauses may be useful to ensure the contractor fulfils the obligation to execute the works in accordance with the contract.

Avoid the use of 'etc' or 'and the like'. Be specific, so that a basis for pricing is clearly set.

Do not specify anything that is not intended to be, or cannot be enforced.

Avoid the use of words and phrases that are indeterminate or qualitative, such as '…a first-class job', '…sufficient', or '…adequate'. These are unable to be priced, as the contractor cannot assess risk. The specification should be specific, explicit and quantifiable.

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Specifications – be logical

Remember that the specification will normally be written while the drawings for a project are being developed. It will often be subject to extensive amendment before it is final. The more clear and logical its structure and content, the more likely errors, conflicts or omissions will be detected:

• arrange information so it can be easily found
• separate work into sections and subsections in a system with a logical search pattern
• use basic sections (preferably classified by trade or element)
• arrange clauses similarly in each section
• arrange sentences in a clause in a logical order, for example, in order of construction sequence
• provide titles for all clauses – capitalise these for easy reference.

Minimise cross-references between sections and between specification, drawings and other contract documents. When used (e.g. where an item that could logically be specified in one section is specified in another) refer to section or clause headings rather than numbers because numbers are more often changed than titles. Use 'Refer to TRENCHES – GROUNDWORKS' not 'Refer to clause 4.13 on page 24'. Numbers (of section, clause and page), however, are useful for navigation purposes, for example, over the telephone.

Do not use long clauses. Break into subclauses, paragraphs and subparagraphs with subtitles, numbers or bullet points, in a logical hierarchy, each dealing with one item.

An index is a good idea, though unlikely to be comprehensive. Digital specifications allow specifiers to prepare project-specific indexes.

Do not include matters that are covered by the conditions of contract or tendering procedures.

Ensure that everything required is included somewhere in the contract documents. Use a system to ensure that every part of the project is covered.

For example:

• Doors
  • Doors: located and labelled on plans.
  • Doors: detailed on drawings or scheduled in specification.
  • Doors: construction specified in specifications.

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Specifications – some tips

• Use numerals instead of writing out numbers, except where one number follows another: use 'Provide 6 copies…' or 'Use five 10mm bolts…'
• There is no practical reason for duplicating numerical requirements, so avoid 'Provide six (6) copies…'
• Avoid indefinite words or clauses. For example, the meaning of 'smooth' varies according to what it refers to (eg asphalt, concrete, stone, steel). It is better to define the result in a clear, unambiguous way. For the same reason, avoid '…to the architect's satisfaction.'
• Use abbreviations only if they are well known and generally accepted (such as NCC, PVC, AS, mm, kPa) or define them in the text.
• Do not use 'any' when choice is not intended: use 'Remove condemned materials' not 'Remove any condemned materials'.
• Do not use 'either' when a choice is not intended: use '…on both sides of main entrance', not '…on either side of main entrance'.
• Do not use 'same' as a pronoun: use 'Replace rejected materials', not 'If materials are rejected, the contractor shall replace same'.
• Do not use 'said' as an adjective: use 'Replace rejected materials', not 'Said materials shall be replaced'.
• Do not use 'Take special care to…' or 'Comply strictly with…' etc as these phrases imply that some specification instructions are less stringent that others.
• Use 'or equal' sparingly. Specify either the quality and performance required or two or more acceptable brand names of manufacturers.
• Restrict the use of 'and/or'. Instead use 'A or B or both'.
• Avoid duplication, both within and between the specification, drawings and any other contract documents.
• Don't specify what is shown on drawings. Don't state in the specification 'as detailed' as it may not be. Instead, use a precise cross-reference.
• Conversely, don't draw or note on drawings what is specified. Do not state on the drawings 'as specified' as it may not be. Use a precise cross-reference. Generally, drawings should show keywords, which are then amplified under that keyword heading in the specification.
• Avoid unnecessary repetition. Provide each item of information once, in the most user-convenient location. Repetition runs the risk of conflict, and changes to the description in one place may not be picked up elsewhere resulting in conflicting statements on the same topic.
• Use ordinary words in the ordinary way, eg do not use 'dig' if you mean 'excavate with a back-hoe'. Do not use jargon. Use technical terms only if there is not an equivalent everyday term. Several glossaries of Australian terminology are available.

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References

• ABIC (Australian Building Industry Contracts) 2018, ABIC suite including Major Works, Simple Works and Basic Works contracts.
• Eggleston AS (1955) The Practising Architect, Melbourne University Press.
• Gelder J (2001) Specifying architecture - a guide to professional practice.
• Gelder J (2001) Specifying architecture - a guided learning package.
• Standen D (1995) Construction Industry Specifications , Australian Institute of Architects, Knowledge Services.
• Standen D (2000) Construction Industry Terminology , 4th edition, Australian Institute of Architects, Knowledge Services.

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