WRITING SPECIFICATIONS

(II)

Dr. Hani Obeid

Assoc. Prof. EE, SMIEEE, MNYAS, P. Eng.

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 SPECIFICATIONS & MASTERFORMAT 2004

Master Format 2004 edition (MF04) was published by

the Construction Specifications Institute (CSI) and
Construction Specifications Canada (CSC) in the
fall of 2004.

This is a new 50 – Division organizational structure

replaced the familiar 16-Division structure that
dates back to 1964.

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Reasons for change is to keep pace with a dynamic built
World that continues to add complexity and new work
results.

It is an effort to address environmentally responsible

design initiatives, methodologies for incorporating green,
sustainable, and high-performance design solutions.

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•The new revision allows for:
•New materials and processes
•Includes all types of construction including:
•Transportation,
•Heavy civil engineering
•Complex mechanical & electrical projects
•Industrial & process engineering.
• Facilitates increased database use.
•Addresses lifecycle issues
•Provide flexibility
•Increases the number of divisions from 16 to 50 with
reserved numbers for future expansion.

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 What is Master Foramt 04

It is a list of standardized numbers for organizing

construction bidding and contract requirements,
specifications, drawing notes, cost data, and building
.operations by Work Results
• It does not establish design discipline, trade jurisdiction,
or product classifications.
• It has been proven through more than 40 years of use.
• Revision was necessary to allow for new materials and
technologies, increased use of databases, project
lifecycle issues, expansion to non-building types of
construction, and flexibility for future developments.

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 What has been changed

The highest level of organization are Groups, Subgroups,

and Divisions.

•Quantity of divisions increased from 16 to 34 active

divisions (plus 16 reserved for expansion).

•For continuity, Divisions 03 to 14 (building construction

work) remain basically the same.

•New divisions allow more flexibility for specifying civil,

process, and other engineering work.

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 ٍSection numbers and titles

•Numbers have three pairs of numbers (6 digits), each

pair defining a level of specificity.

•An optional fourth pair of numbers (level 4) is used for

when greater specificity is required.

•Addional numbers and letters can be added (level 5) for

user-assigned numbers.

•Titles are work results when practical: “Painting” not

“paints”, “Lighting” not “Luminaries”.

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MF 2004 MF1995 Levels Scope (old Terms)

11 22 33 11 23 4 Level 1 Division

11 22 33 11 2 34 Level 2 Broad Scope

11 22 33 11 2 34 Level 3 Medium Scope

11. 22 3 3.44 1123 4 Level 4 Narrow Scope (If

Needed)

11 22 33. 44. Not used Level 5 User Defined (If

55ABC Needed)

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 Master Format & Construction
Documents

 Construction documents include all the individual

documents and drawings that are required for a
complete construction project.

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 Construction Documents

The construction documents include:

• Procurement Requirements:
• The solicitation,
• Instructions for procurement,
• Available information,
• Procurement forms and supplements.

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 Construction Documents

Contracting Documents include:

•Contracting forms including the agreement,

•Project forms, including performance bonds. Payment

bonds and certificates,

•Conditions of the contract including general and

supplementary conditions,

•Revisions, clarifications, and modifications.

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 Master Format System

The Master Format system is broken into two general

:groups

PROCUREMENT AND CONTRACTING REQUIREMENTS

GROUP

Division 00 Procurement & Contracting Requirements

SPECIFICATIONS GROUP

Divisions 01 to 49

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 Procurement Documents

Procurement documents are subset of construction documents

and include all information available prior to the agreement or
contract. As such, they encompass all of the construction
documents with the exception of the clarifications, proposals,
and contract modifications.

Procurement documents are provided so that all parties have

the same information and can be provide a proper cost
estimate and bid for work to be contracted.

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 Procurement and Contracting Requirements

 The Procurement and Contracting Group is designated

within Division 00.
 Within this group is all of the procurement and bidding
information.
 This information located within this section and within the
following sections 00 01 00 through 00 45 00.
 The contract requirements are designated from 00 50 00 to
00 94 00.
 Note that the General and Supplementary conditions are
under the numbers 00 72 00 and 00 73 00

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 Contract Documents

The contract documents are a subset of the

construction documents but do not include the
procurement requirements or the recourse drawings,
but do include the clarifications, proposals and
contract modifications.

This is essentially the contract document that is not

completed until final acceptance is made with all
modifications as made through out the period of the
work.

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 Numbers & Titles

Numbers & Titles is a master list of numbers & subject

titles for organizing information about construction
work results, requirements, product, and activities into
a standard sequence. Construction projects use many
different delivery methods, products and installation
methods.

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 The Specifications Group

 The Specifications Group includes all the specific

contract and project specification or work results.
These broken down as listed below:

 Division 01 General Requirements

 Division 02- 19 Facility Construction
 Division 20-29 Facility Services
 Division 30-39 Site and Infrastructure
 Division 40-49 Process Equipment

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 Specifications Group

 GENERAL REQUIREMENTS SUBGROUP

 Division 01 General requirements

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 FACILITY CONSTRUCTION SUBGROUP

 Division 02 Existing Conditions

 Division 03 Concrete
 Division 04 Masonry
 Division 05 Metals
 Division 06 Wood, Plastics, and Composites
 Division 07 Thermal & Moisture Protection
 Division 08 Openings
 Division 09 Finishes
 Division 10 Specialties
 Division 11 Equipment
 Division 12 Furnishings
 Division 13 Special Construction
 Division 14 Conveying Systems

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 Facility Construction Subgroup

 Division 15 Reserved

 Division 16 Reserved

 Division 17 Reserved

 Division 18 Reserved

 Division 19 Reserved

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FACILITY SERVICES SUBGROUP

Division 20 Reserved
Division 21 Fire Suppression
Division 22 Plumbing
Division 23 Heating, Ventilating, and Air Conditioning
Division 24 Reserved
Division 25 Integrated Automation
Division 26 Electrical
Division 27 Communications
Division 28 Electronic safety and Security
Division 29 Reserved

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SITE AND INFRASTRUCTURE SUBGROUP

Division 30 Reserved
Division 31 Earthwork
Division 32 Exterior Improvements
Division 33 Utilities
Division 34 Transportation
Division 35 Waterway and marine Construction
Division 36 Reserved
Division 37 Reserved
Division 38 Reserved
Division 39 Reserved

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 SPECIFICATION LANGUAGE

Specification language is one of the standards that

Make Specification writing consistent so that changes
to master And project specifications can be made
easily.

It is designed so that the specification text is

clear, concise and easy to read.

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 SOURCES

CSI Manual of Practice

Chapter: Specification Language.

This document was modified for SI units and Practices

Used for British Standards Institution.

CSI documents were written in imperative mood.

Standard conditions have been traditionally written in indicative

mood.

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 BASIC REQUIREMENTS

 Clarity. Use correct grammar & avoid ambiguity. Use

Correct words to convey exact meanings.

 Correctness. Present ideas & explanations accurately

and Precisely.

 Completeness. Do not leave out any thing that is

important.

 Conciseness. Eliminate unnecessary words, but not

at the Expense of clarity. Correctness or
completeness.

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 Vocabulary

Select & use words carefully.

Each word has its precise meaning.

Once a word & meaning is selected for use, use the same
word throughout a specification whenever that particular
meaning is intended.

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 Examples

1. Amount & Quantity. Use “amount” when writing about

money. use “Quantity” when writing about mass, distance,
area and volume.
2. Any. Any means a limited number selected at the discretion
of the Reader. “Repair any cracks” can mean cracks as
selected by the Contractor, but “repair cracks” definitely
means every crack.
3. And, Or, and/or. “And” joins elements of equal grammatical
value or of contrasting characteristics. Also – plus or added to
the preceding Quantities. “Or” is used to introduce any of the
possibilities in a series. Use one or the other. Two words
together are meaningless in specification writing.

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4. Balance & Reminder. Balance – writing about money.
Reminder – is preferred for “that which is left over”.

5. Either & Both. “Either” implies a choice between two

options.
Avoid – “glass sidelights on either side of the door” when the
Intent is to have “glass sidelights on both sides of the door”.

6. Inflammable & Flammable. Exactly the same meaning. The

Word flammable is preferred.

7. Install, Supply and Furnish. “install” means to place in

Position for service or use. “Supply” means to provide but not
Necessarily fit. “Furnish” means provide & place.
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8. Insure, assure & ensure
“Insure” to issue or procure an insurance policy.
“Assure” to give confidence to or convince a person of something.
“Ensure” to make certain in a way that eliminates possibilities
of error.

9. Observe & Supervise.

“Observe” to watch or view the execution of the work.
“Supervise” to oversee and have direction of the work.

10. Party & Entity.

“Party” refers to a signatory and a contract such as the Employer &
Contractor and an Employer-Contractor Agreement.
“Entity” is used when the intent is to include persons, firms,
Subcontractors or other involved in the construction process that
Are not signatories of the Contract.

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11. Replace & Provide New.
“Replace” can be construed to mean requiring reinstallation of
Removed materials in contrast to providing & installing ‘new’
Materials.

12. Shall & Will.

Use “Shall” with reference to the work required to be done by
A contractor. Use “will” in connection with acts & actions of
The employer or the Design Team. Avoid the words “must”
And “is to”.

13. Including & Comprising. “Including” before a list infers

The list is incomplete. “Comprising” before a list means
The list is complete.
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14. Critical. Causes trouble because it is vague & ambiguous.
Here are a few of its definitions:

-Prone to criticize
-Relating to a turning point
-Uncertain
-Able to sustain a chain reaction.

Be sure that the sentence can not be interpreted two or more ways
by choosing different definitions.

15. Etc. is a short for “et cetera” which is Latin for “and others” or
“and the rest”. Its use is inappropriate in specifications because the
Contractors are not required to deliver things that are not specifically
mentioned. You must take the time to figure out everything you need
to specify and then spell it out completely.
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16. Up to. It can be interpreted three ways depending on one’s
Point of view:

-It may mean “all numbers from the specified minimum to the specified
number”. This is what engineers usually intend when they write up to.

-It may mean “a single number between the specified minimum

and the specified maximum but not more”. This is the way the
Contractor’s attorney will interpret your specification.

-In Vendor’s specifications it often means “sometimes as great as,

but not necessarily”. They are hoping you’ll think they intended
all numbers from the specified minimum to the specified number
and buy their product without testing it.
AVOID CONFUSION. WRITE “NO LESS THAN”
OR
FROM ---- TO-----. NEVER WRITE UP TO.
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 VAGUE ADJECTIVES & ADVERBS

About Acceptable Accurate Adequate

Adjustable Affordable Applicable Appropriate
Average Better Careful Deep
Dependable Desirable Easy Economical
Efficient Excessive Good High
Quality Immediately Improper Instant
Insufficient Known Less Low
Major Neat Necessary Possible
Normal Optimum Other Periodically
Practicable Practical Proper Quick
Reasonable Recognized Relevant Reputable
Safe Secure Significant Similar
Smooth Stable Substantial Sufficient
Suitable Temporary Timely Typical
Variable Various Wide Worse
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 Inappropriate Terms

Avoid using phrases that have missing “object”:

As allowed
As appropriate
As approved
As directed
As indicated
As necessary
As required

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Avoid these adverbs:
Hereinafter
Hereinbefore
Herewith
Wherein
Avoid these articles:
Any or all
Such
Avoid these words & expressions:
Etc shall function as intended
As per as indicated

In a workmanlike manner to the satisfaction of the Supervisor

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 Words Often Used Unnecessarily

The definite article “the” and indefinite articles “a” and “an”
need not be used in many instances.
•Poor: apply an oil paint with brush to the wall.
•correct: apply oil paint with brush to walls.

The use of the word “all” is frequently unnecessary

• Poor: store “all” prefabricated joinery work under shelter.
• correct: store prefabricated joinery work under shelter.

Avoid using “Contractor” as the subject of a sentence. Instead

make the material, or the action, commence the sentence.
•Poor: Contractor shall lay brickwork in stretcher bond.
•Better: Brickwork shall be laid in stretcher bond
*Preferred: Lay brickwork in stretcher bond.

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 Abbreviation

Abbreviations are a type of shorthand that assists the

Communication Process. They are accepted by the
construction industry.

The important criterion is understanding.

1. Easily recognizable.
2. Avoid those with multiple meanings.
3. Use abbreviations with five letters or less.
4. Avoid abbreviations that only save one or two letters.

Abbreviations in a specification should be limited and defined.

List of abbreviations with their meanings – General Requirements.

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 Use of capitals

Avoid capitals except where shown in the Page Format. In

titles, headings, and captions, the first letter only is capital,
the reminder being in lower case lettering.

Exceptions: Trade names, names of organizations,

abbreviations & acronyms and titles of referenced
publications.

Capitals should be used to refer to particular nouns &

proper names defined in the General & Supplementary
Conditions of Contract.

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 Examples

1. Agreement when referring to Contract.

2. Clause, when referring to a particular clause in the
Specification or Conditions of Contract.
3. Project Manager (or Architect, Engineer or Supervising
Officer).
4. Contract, when referring to a specific Contract but not
subcontract.
5. Contractor, when referring to the Contractor who is party to
the agreement between the Employer & the Contractor but
not Contractor.
6. Country, State, County, when referring specifically.
7. Division, when referring to a particular division of
Specification.
8. Employer, when referring to the Employer who is party to the
Agreement between the Employer & the Contractor.
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9. Conditions of Contract.
10. Part, when referring to a particular part in a section.
11. Project, when referring to the project of which it is a part.
12. Room Names, e.g. Library, Science room, Chemistry
Room, etc.
13. Section, when referring to a particular section of the
Specification.
14. Shop Drawings, Product data and samples, when referring
to Submissions required for the work.
15. Specification, with definite article.
16. Supplementary Conditions.
17. Special Conditions.
18. Tender.
19. Tenderer.
20. Work(s), when referring to the Work(s) of this Contract.
21. Variation Order.
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Do not use capitals when the above examples are
Used in the general sense.

Directions such as “east” or “northwest” should

not begin with capitals unless they form part
of a proper noun.

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 PUNCTUATION

 General

Sentences should be constructed so that misplacement

or elimination of a punctuation mark will not change the
meaning.
Specifications are legal document
Formal rules of punctuation must be observed

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Commas
Commas should be used after each item in a series, including the item
preceding a conjunction, and in other locations where the Clarity of the
statement will be improved.

Hyphens
Omit hyphens except where ambiguity would result. Do not break a
word at the end of a line.

Quotations
Avoid or keep to minimum and, if used, use single and not double
quotation marks in all places.

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Parentheses

Avoid or keep to the minimum except for mathematics.

Underlining

Do not underline anything.

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 Sentence Structure

General

Two basic grammatical moods of sentences can be

used to clearly and Concisely convey specification
requirements:

1- imperative mood

2- indicative mood.

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 Imperative mood

The simple imperative mood is the recommended method

for instruction covering the installation of products and
equipment.

The verb which clearly defines the action becomes the first
word in the sentence.

• Spread adhesive with notched trowel.

• Install lighting fixture on top of pole.

• Apply two coats of paint to each exposed surface.

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 Indicative mood

The traditional language of specification sentences is the

indicative mood, passive voice. This requires the use of
“shall” in every statement. This sentence structure can
cause unnecessary wordiness and monotony and is not
Recommended.

•Adhesive shall be spread with notched trowel.

• lighting fixture shall be installed on top of pole.

•Two coats of paint shall be applied to each exposed

Surface.

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 Proper style

Style is an essential part of specification writing.

Good style ensure accuracy, brevity, and clarity.

Two styles of writing that cause problems in specifications are:

Involved sentences

Stilted language.

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 Rules for good style

1. Use short sentences.

2. Maintain the sentence structure in simple declarative

Statements.

3. Avoid complicated sentences whose meanings are so

Dependent on punctuation that inadvertent omission or
insertion of punctuation changes the meaning or creates
ambiguity.

4. Choose words & terms that are plain and well

understood to convey information. Avoid pompous or
highly embellished language.
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 Universality of good specification language

Language style should not be confused with degree of

detail.

Details should be commensurate with complexity &

required quality of the project.

The general rules for clarity and conciseness apply to all

Projects.

The degree of detail is a matter of judgement, but this

judgement is often tempered by economic considerations.

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A truly concise specification is complete
when it covers all important aspects
without elaborating on unnecessary
language.

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A SMALL TRUTH TO MAKE
LIFE 100%

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53
 Hard Work
H+A+R+D+W+O+R+K
8+1+18+4+23+15+18+11 = 98%
Knowledge
K+N+O+W+L+E+D+G+E
11+14+15+23+12+5+4+7+5 = 96%
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 Love
L+O+V+E
12+15+22+5 = 54%
Luck
L+U+C+K
12+21+3+11 = 47%
( don't most of us think this is the most important ??? )
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 Then what makes 100% ?
Is it Money ? ... NO ! ! !
M+O+N+E+Y
13+15+14+5+25 = 72%
Leadership ? ... NO ! ! !
L+E+A+D+E+R+S+H+I+P
12+5+1+4+5+18+19+9+16 = 89%
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Every problem has a solution,
only if we perhaps change our
attitude.
To go to the top,
to that 100%,
what we really need to go
further... a bit more...
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 ATTITUDE
A+T+T+I+T+U+D+E
1+20+20+9+20+21+4+5 = 100%

It is OUR ATTITUDE towards

Life and Work that makes OUR
Life 100% ! ! !
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 Change Your Attitude …

And You Change Your Life ! ! !

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