Transcript Principles of Writing Specifications

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