SPECIFICATION WRITING
MODULE CODE-QS 2441
by:
Ch. QS. Kumari Wijekoon
Senior Lecturer
Department of Quantity Surveying,
Faculty of Engineering,SLIIT
LECTURE 03-29.06.2021
Contents of the Module
Specification: quality of materials, specifying testing, use of BS/EN
Standards / SLS standards.
Purpose & usage of specifications:
◦ Forms of specifications
◦ Trade order and operations specifications
◦ Performance specifications
◦ Performance specification for capital installation / Long term & short term
operations / Maintenance activities.
◦ Writing client’s Brief.
◦ Writing Preamble Notes.
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Learning outcomes
At the end of the module student will be able to:
LO1: Use appropriate forms of specification depending on the
project needs.
LO2: Be able to write performance specification for work items /
elements in construction projects.
LO3: Prepare specification for Building / Civil Engineering project
work activities.
LO4: Understand the purpose of specifications at the time of Bidding
and implementation stage of the project.
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SLS marks provided by Sri Lanka Standards
Institution
1. Specification for Ordinary Portland Cement - SLS 107
2. For conduit systems for cable Management - SLS 993
3. Specification for PVC – U pipes for water supply and for buried and above ground - SLS 147
drainage and sewerage under pressure
4. Specification for PVC-U pipe joints and fittings for potable cold water supplies - SLS 659
5. Specification for Polyethylene Water Storage Tanks - SLS 1174
6. Specification for Asbestos Cement Products Part 2 Corrugated Sheets - SLS 9
7. Specification for Asbestos Cement Part 1 Flat Sheets - SLS 9
8. Specification for Plain Steel bars for the reinforcement of concrete - SLS 26
9. Specification for Ribbed steel bars for the reinforcement of concrete - SLS 375
10. Specification for Dimensions of Hot Rolled Steel bars for Structural and General - SLS 949
Engineering purposes.
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SLS marks
11. Specification for Dimensions and sectional properties of Hot Rolled Structural Steel sections. - SLS 907
12. Specification for Mild Steel Wires for General Engineering purposes. - SLS 139
13. Specification for Cold drawn mild steel wire for manufacture of wire nails - SLS 7
14. Specification for Electric Fans and Regulators - SLS 814
15. Specification for Ballasts for Tubular Flourescent Lamps - SLS 1150
16. Specification for Electric Immersion Water Heaters - SLS 1193
17. Specification for Circuit breakers for over current protection for household and similar installations. - SLS 1175
18. Specification for Glow Starters for Tubular Fluorescent Lamps - SLS 1260
19. Specification for Insulated Bayonet Lamp holders - SLS 138
20. Specification for three – pin plugs, socket outlets and socket outlets adapters - SLS 948
21. Specification for 13 A fused plugs and switched and unswitched, socket outlets - SLS 734
22. Specification for Tungsten filament lamps for domestic and similar general lighting purposes - SLS 984
23. Specification for Conductors in insulated cables and cords - SLS 695
24. Specification for PVC insulated, non-armoured cables with copper conductors, for electric power and lighting. - SLS 733
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SLS marks
25. Specification for PVC electric flexible cords rated up to 300/500V, for use with appliances and equipment - SLS 1143
intented for domestic, office and similar environments.
26. Specification for PVC Insulated Electric Cables 600/ 100V; - SLS 987
27. Specification for Portland Limestone Cement - SLS 1253
28. Specification for Blended Hydraulic Cements - SLS 1247
29. Specification for Plastic Piping Systems for soil and waste discharge - SLS 1325
30. Specification for Plastics Piping Systems for soil and waste discharge inside buildings - SLS 1325
31. Specification for Clay Roofing Tiles - SLS 2
32. Specification for Ceramic Tiles - SLS 1181
33. Specification for Cement Concrete Tiles - SLS 863
34. Specification for Galvanized Steel Pipes and Sockets - SLS 829
35. Specification for Zinc coated and Plastic coated steel chain link fence fabric - SLS 1148
36. Specification for Self – Ballasted Lamps for general lighting services - SLS 1231
37. Specification for Masonry Cement - SLS 515
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Applicable publications & standards
BS - British Standards
BSEN - European Standard adopted as British Standard
ASHRAE - American Society of Heating Refrigeration and Air Conditioning Engineers
ASTM - American Society for Testing Materials
NFPA - National Fire Protection Association
ANSI - American National Standards Institute
SMACNA - Sheet Metal and Air Conditioning Contractor's National Association
ARI - Air Conditioning and Refrigeration Institute
AMCA - Air Moving and Conditioning Association
ASME - American Society of Mechanical Engineers
DIN - Deutches Institute for Normung
UL - Underwriters Laboratories
AFI - Air Filters Institute
IEC - International Electro-technical Commission
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Materials: examples of standards
◦ Water-for mixing concrete, mortar or grout shall be SLS
522
◦ Ordinary Portland Cement- In accordance with SLS 107,
BS EN 197 (BS 12)
◦ Building Sand- It shall generally conform to BS 1198, BS
1199 and BS 1200.
◦ High yield steel bars for concrete reinforcement- BS
4449
◦ Glass- BS 952
◦ Clay flooring tiles-BS 1286
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Plumbing Work: examples of standards
Pipe supports shall be manufactured in accordance with BS. 3974 Part 1:
1974
Soil, waste and vent pipes PVC pipes to BS 5255, BS 4514:2001 injected
moulded PVC fittings to BS 4514.
Ball Valves Size 65 mm and larger shall be standard port, BS 5159 with
flanged ends
Float valves in accordance with BS1968
Taps, Bib-cocks shall be in accordance with BS 1010 : 1973
Packaged Water Booster Pump sets, The pressure vessel/receiver shall
be constructed in accordance with BS. 487 Part 1
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Electrical Work: examples of standards
MCCB shall comply with BS 3871
All LED Lamps should comply with BS 62031/ BS62717
Switches shall conform to BS 3676
Switch socket outlets shall be to BS 1363 single pole - 13 Amp 3
rectangular pin, switch shuttered outlets, one or two gang for indoor
service
Switch socket outlets for indoor use shall be housed in suitable injection
molded PVC boxes to BS 4662 with conduit knockouts.
15 Amp socket outlets shall be 3 pin round type to BS 546 shuttered of a
finish similar to 13 Amp.
The cables shall be manufactured to BS 6004 or BS 6376
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Fire Protection system: examples of standards
Fire hoses shall be synthetic jacket and extruded polyester lining comply
with BS 6391 type 3 or Din standards
Fire hydrant piping shall be heavy duty ERW or schedule 40 hot dip
Galvanized steel or conforming to BS 1387
Install fire protection systems in accordance with NFPA or BSEN rulings
Portable Fire Extinguishers as per NFPA 10 or UL/FM
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Fire Detection system: examples of standards
All parts of the installation shall conform in all respects to the latest
relevant BS standards (BS 5839 Part 1 A1:2002, A2:2008) and IEE
regulations
All fire alarm sounders shall be with the requirements of BS 5839
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MVAC System: examples of standards
◦ Noise levels in accordance with Chapter 48, table 01, ASHRAE hand book-
2011
◦ VRV Air Conditioning capacity of the unit shall be rated in accordance with
ARI Standard 210
◦ Ventilation fans shall be designed and constructed in accordance with the
latest applicable requirements of the standard specifications and codes of
AEMA, AMCA, ANSI and NEC.
◦ Axial flow fans shall be capable of giving the design flow when tested to B.S.
846.
◦ Supply & Return Air Ducts, Hot dipped galvanized (G90 to ASTM A653) Steel
standard for contraction of duct work.
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LPG system: examples of standards
NFPA 58 standards
All pipes shall be GI sch. 40 confirming to NFPA 58
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Principles of specification
writing
◦ Understand clearly the relationship between
drawings and specifications
◦ Understand clearly the relationship between the
graphic and the verbal
◦ Should enable them to communicate effectively
by setting forth in logical, orderly sequence
information to be incorporated into the
specifications portion of the construction
documents.
◦ There should not be duplication or conflict
between these drawings and specifications.
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Principles of specification
writing
◦ Since Specifications are instructions to the Contractor,
they should be definite and mandatory. To be mandatory,
they must be indicative.
◦ use the indicative “shall” with reference to the Work of
the Contractor;
◦ never use the vague and indefinite “will” or “to be.”
◦ The proper place to use “will” is in a statement
describing the acts to be performed by the Owner or
the Architect
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Language of Specifications
In order to communicate with proper language, the specifier must
sufficiently master the tools of specifications language, including
followings;
◦ grammar
◦ vocabulary
◦ spelling
◦ use of abbreviations and symbols
◦ punctuation
◦ capitalization
◦ Sentence structure and
◦ unique considerations of “streamlined” writing and specifications detail.
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Language of Specifications (four Cs)
There are four important Cs in specifications writing:
1. Be Clear: Avoid ambiguity. Consider the reading ability of the reader. Choose precise words that
convey exact meanings.
2. Be Correct: Present ideas and explanations accurately and precisely. Specifications should be
correct technically and grammatically. Proper terminology is important.
3. Be Complete: Do not leave out anything that is important. Brevity at the expense of completeness
should be avoided.
4. Be Concise: Eliminate unnecessary words but not at the expense of clarity, correctness, or
completeness. Typically, delete the articles “a,” “an,” and “the” where clarity is not diminished.
Eliminate verbiage. A well-crafted specification is one containing the fewest words that can be used
to complete the description and make sense. Verbosity and repetition can lead to ambiguity rather
than preventing it.
Mark Kalin, Robert S. Weygant, Harold J. Rosen & John R. Regener, 2005
LECTURE 03-29.06.2021
Language of Specifications
Ex: Consider the word “smooth.”
The dictionary defines it as “having an even surface; devoid of surface roughness.”
The term “smooth” has been employed in specifications as follows: “Bituminous
road surfaces shall be smooth.” Yet the preferred texture for a road surface, to
reduce skidding, is a rough texture. The word “smooth” means something different
for road surfaces than for concrete floors.
Concrete floors may be specified to have a smooth, wood float finish, or a smooth,
rubbed finish, or a smooth, troweled finish.
However, in each case the degree of smoothness varies significantly, and it is
necessary for the specifier to understand the differences.
Mark Kalin, Robert S. Weygant, Harold J. Rosen & John R. Regener, 2005
LECTURE 03-29.06.2021
Applications
1. Correct Grammar
Incorrect: Two beads of sealant is applied before securing cover.
Correct: Two beads of sealant are applied before securing cover.
Preferred: Apply two beads of sealant before securing cover.
2. Parallel Construction- Use the same style.
Incorrect: Inspections shall be conducted to determine quality of welds and
verifying of compliance with specified tolerances.
Correct: Inspections shall be conducted to determine quality of welds and to verify
compliance with specified tolerances.
Preferred: Conduct inspections to determine quality of welds and verify compliance
with specified tolerances.
Mark Kalin, Robert S. Weygant, Harold J. Rosen & John R. Regener, 2005
LECTURE 03-29.06.2021
Applications (continued)
3. Inappropriate Terms to be avoided
Do not use phrases with missing objects such as
◦ “as allowed” (by whom?)
◦ “as appropriate” (according to what?)
◦ “as approved” (by whom?)
◦ “as directed” (by whom?)
◦ “as indicated” (where?)
◦ “as required” (according to what or whom?)
◦ and “as necessary” (according to what or whom?)
The last phrase, “as necessary,” may be appropriate if a definition is specified that
establishes the criteria for determining the necessity.
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Applications (continued)
4. Avoid certain Articles
◦ “Any or all” (what does it mean and how is it enforced?)
◦ “such” (“such accessories shall be silver plated”).
◦ “same” “either” as an article (“Polish same with wax”) or as a
pronoun (“Mop floor and polish same with wax”).
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Applications (continued)
5. Avoid certain words and expressions
◦ Do not use “etc.” (what precisely are the “et cetera,” and how is a
specification with this ambiguous term enforced?)
◦ “to the satisfaction of the architect/engineer” (it is subjective,
subject to abuse, and ambiguous), and
◦ “shall function as intended” (does this mean that the contractor
must hire another person to read the mind of the
architect/engineer?).
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Applications (continued)
6. Avoid unnecessary words
The definite article “the” and the indefinite articles “a” and “an” need not be used
in most instances. However, where these articles enhance clarity or readability,
use them.
◦ Acceptable practice: “The Contractor shall prepare a Construction Progress Schedule.”
◦ Preferred practice: “Contractor shall prepare Construction Progress Schedule.”
The use of “all” is usually unnecessary.
Acceptable practice: Store all millwork under shelter.
Preferred practice: Store millwork under shelter.
Which: “Which” and other relative pronouns such as “who” and “that” should be used
carefully, if at all.
Acceptable practice: Install bathroom accessories that are provided by
Owner.
Preferred practice: Install bathroom accessories provided by Owner
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Applications (continued)
7. Prepositional Phrases
Sentences should be kept short in specifications. An easy way to use
modifiers in place of prepositional phrases.
◦ Acceptable grammar: Apply vinyl wall covering of selected pattern
and color in remodeled classrooms of Building B.
◦ Preferred grammar: Apply selected pattern and color vinyl wall
covering in Building B remodeled classrooms.
◦ Acceptable phrase: “surfaces of concrete.”
◦ Preferred phrase: “concrete surfaces.”
◦ Acceptable phrase: “within temperature limits recommended by
manufacturer.”
◦ Preferred phrase: “within manufacturer's recommended
temperature limits.
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Applications (continued)
8. Include Key Headings
To enhance the readability of specifications
9. Sentence Structure
◦ Imperative Mood- Ex: “Apply two coats of paint to each exposed surface.”
◦ Indicative Mood- Ex: “Two coats of paint shall be applied to each exposed
surface”.
Avoid: “Contractor shall apply two coats of paint to each exposed surface.”
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References
Construction Specifications Writing: Principles and Procedures, 6th
Edition- Mark Kalin, Robert S. Weygant, Harold J. Rosen, John R.
Regener.
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Thank you.
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