Ar.

M Pradeep Kumar

What is specification?

Specifications describe the nature and the class of the work; materials to be used in the
work, workmanship etc. and are very important for the execution of the work. The cost of a
work depends much on the specifications. Specifications should be clear.

Specifications describe the materials and workmanship required for a development. They do
not include cost, quantity or drawn information, and so need to be read alongside other
information such as quantities, schedules and drawings.
 Ar. M Pradeep Kumar

• Specifications should be developed alongside the design, increasing in level of detail as

the design progresses.
• They should not be left until the preparation of production information.
• By tender they should describe every aspect of the building in such a way that there is no
uncertainty about what the Contractor is pricing.
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Specifications should be developed iteratively alongside the design, and not left until the
preparation of production information.
Components might include:
• Substructure.
• Superstructure.
• Cladding (including external windows and doors).
• Roofing.
• Internal walls and partitions.
• Internal doors.
• Ceilings.
• Flooring.
• Finishes.
• Building services (including lighting, heating, ventilation and air conditioning, water
supply and drainage and other special installations).
• Fixtures and fittings (such as sanitary fittings).
• Landscape.
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Types of Specifications
1. General Specifications
2. Detailed Specifications
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General Specifications
In general specifications, nature and class of works and names of materials that should
be used are described. Only a brief description of each and every item is given. It is useful
for estimating the project. The general specifications do not form a part of contract
document

Detailed Specifications
The detailed specifications form a part of a contract document. They specify,
• The qualities
• The quantities
• The Proportions of materials and
• The method of preparation
• And the method of execution for a particular item of works in a project

The detailed specifications of the different items of the work are prepared separately and they
describe what the work should be and how they shall be executed. While writing the detailed
specifications, the same order sequence as the work is to be carried out is to be maintained.
 Ar. M Pradeep Kumar

Classification of specification
Performance Specification

Specifications are written documents that describe the materials and workmanship required
for a development. They do not include cost, quantity or drawn information but need to be
read alongside other contract documentation such as quantities, schedules and drawings.

Specifications vary considerably depending on the stage to which the design has been
developed, ranging from performance (open) specifications that require further design by a
Contractor or supplier, to prescriptive (closed) specifications where the design is already
complete when the project is tendered.
 Ar. M Pradeep Kumar

Prescriptive specifications

Prescriptive specifications give the client more certainty about the end product when they
make their final investment decision (i.e. when they appoint the Contractor), whereas a
performance specification gives the Contractor and suppliers more scope to innovate and
adopt cost effective methods of work, potentially offering better value for money.

It is important when defining performance to:

• Ensure that the performance that has been specified cannot be achieved without
delivering the desired outcome.
• Ensure the client will be able to test whether the required level of performance has been
achieved (i.e. wherever possible the specification should be objective not subjective).
• Require evidence of compliance with the specification (manufacturers test results,
calculations, records of tests, provision of samples and mock-ups etc.)
• Ensure that tests and compliance requirements must be economically practicable.
• Ensure where there are elements of prescriptive and performance specification that
performance items can be properly integrated into the rest of the works.
 Ar. M Pradeep Kumar

Specifications vary considerably depending on the stage to which the design has been
developed, ranging from performance specifications (open specifications) that require
further design work to be carried out, to prescriptive specifications (closed specifications)
where the design is already complete.
Sr performance specifications Sr prescriptive specifications
No No

1 Require further design work to be carried out 1 The design is already complete

2 Gives suppliers more scope to innovate and adopt cost
effective methods of work, potentially offering better
value for money
3 Written on projects that are straight-forward and are
well-known building types
4 focused on the level of performance and workmanship
that must be achieved in the project
5 written by the design team either directly or in
conjunction with a consultant specializing in
specification writing
2 Gives the client more certainty about the end product
3 Written for more complex buildings, or buildings where
the client has requirements that might not be familiar to
suppliers and where certainty regarding the exact nature
of the completed development is more important to the
client
4 focused on specific products & vendors or even specific
Contractors that are acceptable for each scope of work
5 Written by a technical engineer
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Out-based Specification

Output-based specifications define the client's functional requirements for the proposed
development.

The output-based specification is particularly important on public projects as the government

preferred procurement routes (design and build, prime contract and private finance
initiative) all involve appointing an integrated supply team (including designers, Contractors
and suppliers) under a single contract to design and construct (and sometimes to finance,
operate and maintain) the development.

Output-based specifications must be well developed and concise otherwise the quality and
performance of the completed development may be compromised.
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An output-based specification might include:

• Introduction (purpose of the document).
• Background.
• Business objectives.
• Business functions and processes.
• The functions the development is required to perform.
• The scope of services to be provided.
• Sustainable performance objectives
• The number and type of users the development will serve.
• A description of stakeholders.
• An organisational structure showing the relationship between client functions.
• Indicative equipment schedules.
• Constraints on the nature of the development, such as limitations of the site, interaction
with other organizations etc.
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Necessity of giving Specifications

• The cost of a unit quantity of work is governed by its specifications.

• Specification of a work is required to describe the quality and quantity of different

materials required for a construction work and is one of the essential contract documents.

• This also specifies the workmanship and the method of doing the work. Thus specification
of a work serves as a guide to a supervising staff of a Contractor as well as to the owner
to execute the work to their satisfaction.

• A work is carried out according to its specification and the Contractor is paid for the same.
Any change in specification changes the tendered rate.
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• As the rate of work is based on the specification, a Contractor can calculate the rates of
various items of works in tender with his procurement rates of materials and labor. Thus
tender rate without specification of works is baseless, incomplete and invalid.

• Specification is necessary to specify the equipment tools and plants to be engaged for a
work and thus enables to procure them beforehand.

• The necessity of specification is to verify and check the strength of materials for a work
involved in a project.
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Importance of Specification.

A specification is “a written document describing in detail the scope of work, materials to be

used, methods of installation, and quality of workmanship for a parcel of work to be placed
under contract;

usually utilized in conjunction with working (contract) drawings in building construction”. In

turn, a collection of specifications is defined as “a part of the contract documents contained
in the project manual consisting of written descriptions of a technical nature of materials,
equipment, construction systems, standards and workmanship”.

Specifications, as defined above, are typically involved in many project types including
commercial, municipal and other large scale projects. They become especially important
when a project is utilizing a public bidding process or when there are very detailed
requirements for the project.
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Although specifications are not meant to address all issues that may come up during
construction, they typically outline how to deal with issues in the field and define the project in
much greater detail than drawings, contracts and agreements alone.

Specifications play an important role in the ultimate success of any construction project. It is
important that all of the goals and intents for the project are considered in the specifications
including those of the client, a fully integrated design team, the builder and the eventual
tenants.

Specifications that are clear, well written and organized can result in greater bid accuracy,
reduced complications in the field, quantifiable measures of the projects success and clarity
of the client’s requirements and desires throughout the project lifecycle.
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How to write Specification

Writing style
Style is the cornerstone of readability, ensuring text is relevant and capable of being clearly
understood by its intended readership. Style includes a good grammar, simple sentence
structure and correct punctuation. Style also means following the sometimes neglected rules
of specification writing:
• Clarity
• Accuracy
• Repetition
• Brevity
• Logic
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Clarity

• Means using plain English, restricting vocabulary to words in common usage. Avoid using
alternatives (like excavate for dig) just to make the text more interesting.
• Nevertheless words should be selected to ensure that their meaning is clear and
unambiguous, while phrasing should be brief and expressed in the imperative mood.

***Use ‘Provide light fittings….’ not ‘The contractor shall provide light fittings…’
 Ar. M Pradeep Kumar

Accuracy

• Ensure consistency and accuracy by using the same simple terms throughout (‘use,’
‘supply,’ ‘submit’) and employ accurate and consistent phraseology for repeated clauses.
• Avoid generalizations, or unclear words or phrasing.
• Avoid abbreviations, unless very well-known and incapable of simple error.
• Blanket clauses implying responsibility for the general or the unknown, must be avoided.
• Don’t use gender-specific words and phrases.
• And avoid nominating specific control functions to particular persons (architect, engineer,
and surveyor) unless this is intended.
• In particular avoid words such as ‘approve’ or ‘approved’ unless this is an essential
requirement of the contract.
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Repetition

Documents are meant to be complimentary. The principles to follow are:

• Say everything but say it only once. Repetition is inadvisable and legally dangerous
• Avoid erroneous information (such as listing a standard that is not referenced in the text)
• If something applies, include it once, If something does not apply, remove it or leave it out
• If information is on the drawings, don’t repeat it in the specification, unless the subject
requires amplification
• If an issue is covered in the conditions of contract, don’t repeat it in the specification.
Matters of contract and/or tender must not be included within the technical text.
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Brevity

You would not include irrelevant details on drawings and similarly there is no justification for
including irrelevant clauses or redundant words in the specification.
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Logic

• The Master spec sections are set in an easily recognizable pattern, with logical and
meaningful clause titles and a logical numbering system for all clauses.

• Cross-referencing within the specification is kept to a minimum, because of possible

future changes or project-based modifications.

• Where unavoidable, clause names rather than numbers are used for cross referencing.
Keep matters of contract, tender and administration separate from the technical sections
of the specification, except for specific instructions on quality, or for instructing/informing
others (such as a sub-contractor).

• Don’t specify for failure, such as specifying repairs following damage. That is for the
conditions of contract to resolve.
 Ar. M Pradeep Kumar

Purpose of Specification
• A project specification (along with the project drawings) has at least ten different
purposes:
• As a briefing document and a record of decisions made.
• As a design record.
• A demonstration of statutory compliance.
• A cost planning tool.
• A tendering document.
• A contract document.
• A project management aid.
• An on-site manual.
• As evidence in disputes.
• A resource for facilities management and building maintenance
While all functions are important, the contractual function is the most critical. If the
specification is to act as a legal safety-net for both you and your clients. It must be accurate.
It must not contradict itself or other related documents (drawings, schedules, other
consultant’s documents, standards and codes of practice, the Building Code acceptable
solutions). It must avoid factual or technical errors.