Specifications

Specifications (often abbreviated as “specs”) explain what is needed to build a project and, as such, need to be perfectly coordinated with all related drawings. Due to standardization and required detail levels, specs can be some of the least compelling reading one comes across in construction. However, attention to detail within the writing of the specs facilitates the work of all people involved—from estimators to plumbers. Simply stated, good specs allow workers to be more knowledgeable and efficient within the scope of their jobs.

It is to your professional advantage and, most often, simply part of your job to read and understand everything in the specs. Specifications are considered legally binding documents. In lawsuits, specifications trump the drawings. Part of your work will likely be to help enforce the specs during construction. If you did not write the specs yourself, and you or someone you supervise has a question about something written, you need to ask the spec writer for clarification.

Checklist

I. Analysis

Have you read through the entire specification document?

Do not move forward until you have read through all the specs.

Once you've read them through

• • Do the specifications coordinate with all drawings?

  • Do all sections of the specifications coordinate with each other?

II. Evaluation 

 Content

• • • Are the specifications closed to multiple interpretations?

    • Do the specifications contain all required information in a concise form?

    • Are the specifications free from

      •  Irrelevant information?

      • Repetition?

 Tone

• • • Are the specifications written in a way that is understandable to people working on the project described?

Style

• • • Are the specifications written in language needed to satisfy the qualitative information needed for constructing the project?

    • Are sentences short and direct?

 Attitude

• • • Are the specifications written not just to satisfy a legal contract but to truly enhance the ability of those constructing the project?

Appearance

• • • Have the specifications been produced in an acceptable format?

Source: Betty Ricks and Kay F. Gow’s Business Communication: Systems and Applications (1987).