Principles of Writing Specifications Source: Principles of Writing Specifications by The Advancement of Construction Technology Seminar Program; News Digest by CSI Volume 27, Number 11, November 2003

Principles of Writing Specifications O Basic Specification Writing Principles O Specifications Language 2

Basic Specification Writing Principles O Be clear O Be correct O Be complete O Be concise 3

Be Clear O Use correct grammar. O Avoid ambiguity, legal terms and phraseology. O Use the correct words to convey exact meanings. 4

Be Correct O Present ideas and explanations accurately and precisely. O Approach to and composition of each sentence has serious and legal consequence. 5

Be Complete O Settle upon a reasonable level of detail. O Do not leave anything out that is important. 6

Be Concise O Eliminate unnecessary words, but not at the expense of clarity, correctness, or completeness. O Justify streamlining. O Learn to cut inflated text down to size. 7

Specification Language 8 O Vocabulary O Spelling O Abbreviations O Symbols O Numbers O Capitalization O Punctuation O Grammar O Sentence Structure O Streamlining O Specification Detail

Vocabulary O Specifier should select and use words carefully. O Proper use of words and phrases in specifications is essential. O Once a word, and its meaning, is selected for use, that same word should be used throughout the specification whenever that particular meaning is intended 9

Terms Frequently Misused O Amount and quantity: “Amount” should be used when writing about money; “quantity” should be used when writing about number, linear measure, area, and volume. O And, or, and/or: “And” joins elements of equal grammatical value or of contrasting characteristics; may also mean “plus” or “added” to the preceding quantity”. “Or” is used to introduce any of the possibilities in a series. Use one or the other because the two words together (and/or) are meaningless. 10

Terms Frequently Misused, cont’d O Any: “Any” means a limited number selected at the discretion of the reader. O As approved: Approved by whom? O As needed: Stated “as needed to…” is superior to “as required by…” in cases where a statement of desired performance follows. O As per: Mock Latin for “according to” or “as stated in” 11

Terms Frequently Misused, cont’d O As required: “As required” implies that the requirement follows. O At no extra cost: At no extra cost to whom? O Balance and Remainder: “Balance” should be used when writing about money; “remainder” is preferred for “that which is left over.” O Clean: How clean? Broom clean? Vacuumed? Wiped? Polished? 12

Terms Frequently Misused, cont’d O Contractor: He is the Contractor for the project only after the Contract has been signed. Until then use the term “bidder” uncapitalized. O Corrigenda: There is no reason why corrections can’t be included with addenda. O Criteria: a plural work; the singular is “criterion”. 13

Terms Frequently Misused, cont’d O Either and Both: Use “either” to imply a choice between two options. Use “both” when the intent is to have something on both sides. O Etc.: Meaningless and never to be used. O Exact: Few things in construction are exact. Give instead a realistic tolerance. O Fewer and Less: Use “fewer” for number, “less” for quantity. 14

Terms Frequently Misused, cont’d O Flammable and Inflammable: Same meaning; “flammable” is preferred. O Including: “Including” as being used in the inclusive sense, or, use constructions which make it clear that completeness is required. O Ex: Poor: “Provide switches, including such accessories as boxes and cover plates.” O Ex: Correct: Provide switches, including, but not limited to, such accessories as boxes and cover plates. 15

Terms Frequently Misused, cont’d O Install, Furnish, and Provide: “Install” means to place in position for service or use; “furnish” means to provide or supply; “provide” means to furnish, supply, or make available. “Provide” is the preferred term. O Insure, Assure, and Ensure: To “insure” is to issue or procure an insurance policy; “assure” is to give confidence to or convince a person of something; “ensure” is to make certain in a way that eliminates the possibility of error. 16

Terms Frequently Misused, cont’d O Irregardless: No such word; “regardless” is the correct word. O Level: Parallel to the horizon. If you mean flatness, use the word “plane”. O Lineal: Means being in direct line, as a descendant or ancestor. O Linear: Means involving measurement in one direction pertaining to length. 17

Terms Frequently Misused, cont’d O Notation: A system of symbols, as used in mathematics. If you mean a note on the drawings, or a comment on a submittal, just call it a note. O Observe and supervise: “Observe” means to watch or view the execution of work; “supervise” means to oversee and have direction over the work. 18

Terms Frequently Misused, cont’d O Or: This word possesses both an inclusive and an exclusive sense. O Ex: Inclusive: “Protect concrete in excessively hot or cold weather.” (“and” would serve better than “or”). O Ex: Exclusive: “Protect concrete in adverse weather or do not place concrete until conditions are suitable.” O You may wish to predefine “or” as always to be taken in its exclusive sense, better still, use the word sparingly. 19

Terms Frequently Misused, cont’d O Or Equal: No two things are truly equal. O Party and Entity: “Party” refers to a signator of a contract such as the owner and contractor of an owner-contractor agreement. When the intent is to include persons, firms, subcontractors, or others involved in the construction process that are not signators of the contract, the generic term “entity” should be used. 20

Terms Frequently Misused, cont’d O Per each: A mistake frequently found in unit price lists, where “each” is intended. O Proof: A dangerous suffix in today’s climate of consumer protection. Use fire resistant instead of fire proof. O Provide: Is almost universally understood, in construction, to mean furnish and install. It is still wise to define this term in the Contract Documents. 21

Terms Frequently Misused, cont’d O Replace and Provide new: “Replace” can be construed to mean requiring reinstallation of removed material in contrast to providing and installing new materials. O Said: An illicit adjective. Instead of “Said bid forms shall be delivered…”, say “The bid forms shall be delivered…” or, better, “Deliver bid forms…”. 22

Terms Frequently Misused, cont’d O Same: Do not use as a pronoun. “It” is generally a better word, where there is no doubt as to the antecedent. Instead of “If excavation becomes wet, pump same until dry.”, revise to “if excavation becomes wet, pump until dry.” or “Pump excavation dry if it becomes wet.”. O Shall and Will: “Shall” is used with reference to the work required to be done by a contractor. “Will” is used in connection with acts and actions required of the owner or the architect/engineer. “Must” and “is to” should be avoided. 23

Terms Frequently Misused, cont’d O To the Satisfaction of the Engineer: Which engineer? O Usage: A linguistic term only, meaning common speaking or writing practice. If you mean “use”, say it. Ex: “Use of phone during working hours is prohibited.” O Visitation: Unless you are speaking of angels or kings, use “visit”. Ex: Bidders are requested to make a site visit before bidding.” 24

Spelling O Spelling used in specifications should be consistent. O A particular dictionary should be designated as the office standard for spelling. O A preferred office spelling list may also be needed for words not contained in the dictionary selected as the standard. 25

Spelling, cont’d O In cases where two spellings are considered equally correct, the shorter spelling is preferred for use in contract documents. O Examples: O Calk not caulk O Facia not fascia O Gage not guage O Molding not moulding O Catalog not catalogue 26

Abbreviations O Well known and industry accepted abbreviations are a type of shorthand that helps the communication process. O Always use standard abbreviations. O All users must be able to understand the abbreviation before it can contribute to better communication. 27

Abbreviations, cont’d O Abbreviations with multiple meanings should be avoided O Abbreviations should be limited to five letters or less. O When in doubt, spell it out. 28

Symbols O The same precautions for abbreviations also apply to symbols used to replace words or terms. O Factors limiting their use: O Availability on typewriters. O Conflict with their use as command characters in electronic media software programs. 29

Symbols, cont’d O Small symbols may “bleed” together and become unreadable in a poorly printed text. O The use of parentheses and quotation marks should be avoided. O Omit the use of underlines. 30

Symbols, cont’d O Symbols that should not be used in specifications are: O % for percent O + for plus O - for minus O X for “by” as in 2 X 4 O / for per for at 31

Numbers O The practice of using Arabic numbers rather than words is recommended. O Use numerals rather than spelling the word out, they are easier to identify. 32

Numbers, cont’d O Decimals should be expressed in figures. O Fractions should be typed using individual keys. O Omit unneeded zeroes in time and money references. O When two numbers are used to define both size and quantity, use a written word for one number. O Ex: three ½ inch holes; five 2 by 4’s 33

Capitalization O Should be consistent throughout the contract documents. O Capitalization of the initial letter of certain specific nouns and of proper names is appropriate. O Nouns and name that are to be capitialized should be defined in the Conditions of the Contract. 34

Punctuation O Specifications are legal documents and should be punctuated formally. O Sentences should be constructed so that the misplacement or elimination of a mark will not change the meaning. O Commas should be used after each item in a series, including the item preceding a conjunction. 35

Grammar O Subject/Verb Agreement O Parallel Construction O Inappropriate Terms O Pronoun Reference O Words Often Used Unnecessarily O Prepositional Phrases 36

Grammar, cont’d O Subject/Verb Agreement O Subject and verb must always agree in number. O Singular verbs should be used with singular subjects and plural verbs with plural subjects. O Errors in number occur when a sentence is too long and complicated. O Singular subject of a sentence can be confused with a plural modifier. 37

Grammar, cont’d O Parallel Construction O Good grammar requires the use of identical style in both parts of a compound subject or predicate. O Use of identical style in a series of nouns, adverbs, or prepositional phrases is also recommended. 38

Grammar, cont’d O Inappropriate Terms O Avoid using phrases that have missing “objects”. O Avoid certain adverbs, articles, words, and expressions. 39

Grammar, cont’d O Avoid using phrases that have missing “objects”. O As allowed O As appropriate O As approved O As directed O As indicated O As necessary O As required 40

Grammar, cont’d O Avoid these adverbs: O Hereinafter O Hereinbefore O Herewith O Wherein O Avoid these articles: O Any or all O Such 41

Grammar, cont’d O Avoid these words and expressions: O Etc. O As per O In a workmanlike manner O To the satisfaction of the Architect/Engineer O Shall function as intended O As indication 42

Grammar, cont’d O Pronoun Reference O Use of pronouns in specifications should be avoided or minimized. O Repeating the noun is better than risking possible misunderstanding. O “Which” and other relative pronouns should be used sparingly, if at all. O “Same” should not be used as a pronoun. 43

Grammar, cont’d O Words Often Used Unnecessarily O The: Definite article “the” and indefinite articles “a” and “an” need not be used in most instances. O Ex: Poor: Apply an oil paint with a brush to the walls. O Ex: Correct: Apply oil paint with brush to walls. O All: Is usually unnecessary. O Ex: Poor: Store all millwork under shelter. O Ex: Correct: Store millwork under shelter. O Contractor: Avoid using as the subject of a sentence. O Ex: Poor: Contractor shall lay brick in common bond. O Ex: Correct: Brick shall be laid in common bond. 44

Grammar, cont’d O Prepositional Phrases O Sentences may be shortened in specification language by using modifiers in place of prepositional phrases. O Ex: Poor: Top of platform. O Ex: Correct: Platform top. 45

Sentence Structure O Imperative Mood O Indicative Mood 46

Sentence Structure, cont’d O Imperative Mood O Imperative sentences are concise and readily understandable. O Imperative mood is recommended for instructions covering the installation of products and equipment. O The verb defining the action becomes the first word in the sentence. O Ex: Spread adhesive with notched trowel. 47

Sentence Structure, cont’d O Indicative Mood O Traditional language of specification sentences, the passive voice. O Requires the use of shall in nearly every statement. O Can cause unnecessary wordiness and monotony. O Ex: Adhesive shall be spread with notched trowel. 48

Streamlining O Reduces verbiage while ensuring that the meaning is conveyed clearly. O Although difficult to adapt to descriptions or instructions, it is used to list products, materials, reference standards, and other itemized specifications. O The subject is placed first and the verb is replaced with a colon; thus providing keywords for quick reference. O Ex: Adhesive: Spread with notched trowel. 49

Streamlining, cont’d O When using this method, the specifier usually includes an explanatory statement in Division 1 or the Supplementary Conditions. O These specifications are wirtten in imperative and streamlined form. This imperative language is directed to the Contractor, unless specifically noted otherwise. The words “shall be” shall be included by inference where a colon (:) is used within sentences or phrases 50

Proper Style O Good writing style promotes accuracy, brevity, and clarity. O Styles that cause problems in specifications are involved sentences and stilted language. O Proper style has only one subparagraph under a heading O Master specifications are set up by placing several choices under a heading, then eliminating all but one. 51

Proper Style, cont’d O Simple rules for good style are: O Use short sentences. O Maintain sentence structure in simple declarative statements. O Avoid complicated sentences where inadvertant omission or insertion of punctuation can alter the meaning or create confusion. O Use words and terms that are clearly understood. Use the dictionary whenever necessary 52

Specification Detail O Is not to be confused with language style. O Detail should be commensurate with the complexity and required quality of the project. O Degree of detail is a matter of judgement, often modified by economic considerations. O A specification is complete when it covers all important details without elaborate or unnecessary language. 53

Summary O Basic Specification Writing Principles O Specification Language 54