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1 introduction to construction specification

A construction specification or, architectural
specification, is a document that states how a
building is to be constructed, demolished,
altered, or removed.
A construction specification, if concise, should articulate design decisions and
apply them to the construction sequence. The specification defines the
products used and quality standards of a projects design. In New Zealand the
specification is typically included in the contract and completes the
documentation set alongside the drawings and schedules.

The process of specification writing, conducted in parallel with design and

drawing work, helps create the balance between client, statutory, technical,
and aesthetic requirements.

Who writes building specifications?

Specifications are most commonly written by architects, designers, and

engineers. The industry normally labels the author a ‘specifier’.

However, in larger organization, specifications can be completed by specialist

specification writers, project managers, or members of the project design
group. The principal qualifications needed are:

 Familiarity with the project, including the design philosophy

 Expertise in editorial, technical and contractual matters
 Familiarity with NZ Building codes and standards

Why do we write specifications?

Specifications are very important for the construction of a building, landscape,
or site. They assist in reducing the chance of miscommunication, delays,
over-runs, changes to your design and much more. The specification
document is important because it articulates important details that cannot be
written on the drawing set.

Specifications also allow professionals to keep a record of their design intent

in the unlikely case of a dispute.

When do you write a specification?

Best practice is to develop your construction specification alongside the
drawings or model. Completing your documentation set all at the same time
will ensure your building is consistent, and your constructor can follow your
instructions without confusion or complication.

How do you write a specification?

Specification writing is imperative for every design and can be very time-
consuming. Most design professionals subscribe to online specification
platforms to manage their risk, obtain up to date content and minimise their
time writing specifications. This allows them to efficiently build specifications
with pre-populated templates and information and update the specification
information if there are changes throughout their project life.

Construction specifications must be:

 Technically accurate
 Up to date
 Simple to use
 Easy to coordinate with the project drawings
 Have a logical relationship with other related documents, including
schedules of quantities
 Standard conditions of contract and tender

Achieving this is not an easy task, especially for the smaller design practice,
which may not have access to the wide range of information sources and
support structures maintained by larger organisations.

Drawings convey information in a graphic form and are usually the preferred
means for providing information on “where” and “how.” Qualitative or “what”
information is often best described in writing. When this qualitative information
is gathered together the document is called a specification.

A project specification should collect design decisions and allocate them

according to the required construction sequence. Information must also be
easy to locate and simple to co-ordinate with project drawings and related
documents.

1.2 What Are Specifications In Construction?

Construction specifications, also known as construction specs, are written documents
that describe the scope and methods of work, materials, workmanship, permits,
timelines, etc., for a project that will be placed under contract.

Specs are generated during the design phase and serve to connect the design and
construction stages of the project to ensure no discrepancies occur between the initial
idea and what actually is built. They are often handed over to contractors and
subcontractors as part of the contract documentation to use as guidelines for carrying
out their work. In some cases, subcontractors only receive the portion of the specs that
relate to their scope of work instead of the entire document.

The general contractor also uses specs to define the schedule and organize the
delivery of materials or equipment. The project owner might also use them once the
project is completed to carry out inspections and evaluate the work.

Construction companies in North America mostly use the Construction Specifications

Institute (CSI) MasterFormat to organize specs. MasterFormat provides templates that
organize the information in a list of Divisions and Sections to make it easier to find.
In the UK, a popular classification standard is the Uniclass 2015 from the NBS, which
uses interconnected tables to classify information.

1.3 The Value Of Construction Project Specifications

The Value Of Construction Project Specifications

Disputes between contractors and clients are common in construction projects. Most
of these disputes happen due to misunderstandings or missing specifications about
how the work should be carried out. Some of these discrepancies can lead to accidents
or failures when the building is already being operated, making using specifications
more critical than ever.
Experts in the field highlight specifications as one of the key elements driving
improvement and innovation in construction projects. This is not surprising, as
successful construction projects require as much detail as possible.

With that in mind, let’s explore some of the key benefits of specs in construction.

Improved communication and relationships

Probably one of the biggest benefits of using specifications in construction projects is
the fact that they boost communication and ensure good relationships between
contractors and the project owner. Specs detail all the necessary information from the
design to ensure the construction process is carried out according to plan. This
prevents misunderstandings that can generate disputes and relationship challenges
between parties as expectations are set from the get-go.

Enhanced productivity
It is not a secret that construction productivity has always been challenging for the
industry. With the rise of modern construction management software with multiple
collaboration features, this challenge has been more or less tackled. However,
collaboration technology can only get you so far without the right information.
Building specifications ensure all the information is delivered to contractors and
available in a digital format so they can know exactly what to do and expect from
each work. This avoids delays due to misunderstandings and allows for better task
planning, significantly enhancing productivity.

Quality assurance

As mentioned, specs in construction projects offer detailed information about all

aspects of a build, from materials, colors, and finishes to safety codes and standards it
needs to follow. This sets a clear quality standard for the work to be completed,
ensuring no issues occur that can interfere with the expected outcomes. That is why
specs are also used as guidelines to cross-check the work that is completed, as the
information they provide has been carefully put together by a team of experts.

Error-less procurement process

 The details provided by construction specs can improve the construction
procurement process. Information about what materials, finishes, equipment, etc.,
they must procure is available from the early planning stages. This ensures an error-
free process that prevents procurement cost overruns. Plus, it allows for efficient
planning for the delivery of materials, as timelines are also specified in the spec’s
documents.

Accurate cost estimations

The construction cost estimation process relies on specifications to provide details

about materials and labor requirements. Detailed specs can significantly improve the
accuracy of the estimates, which in turn avoids cost overruns or delays that can affect
the project’s profitability.

1.4 PURPOSES OF SPECIFICATIONS

Purpose of specification is to highlight the necessary information which cannot be
obtained from drawing. Further main purposes of writing specifications are;

1. To show the strength of construction material or construction work.

2. To show the ratio of concrete or mortar ingredients.
3. TO show the type of material like type of wood, glass etc.
4. To show the color of construction material.
5. To show the clauses of contracts.
6. To show the cost of material.
1.5 components of construction specification

What is a specification in construction?

The scope of work.
The materials for the project.
The timeline and important project milestones.
Methods of installation.
Quality of workmanship.
Testing requirements.
National, state and company safety standards.
1.7 types of specification
There are four types of specifications: performance, prescriptive, proprietary
and reference specifications. By leveraging these types of specifications,
project stakeholders can achieve clarity, consistency and compliance, ensuring
the successful implementation of construction projects.

The following is an overview of each type of specification:

PERFORMANCE SPECIFICATIONS

Performance specifications focus on a project's desired outcome or functional

requirements rather than prescribing specific materials, methods, or processes.
Performance specifications outline the desired performance criteria, allowing
contractors and suppliers to determine the most suitable approach to meet those
requirements. This type of specification provides more freedom in finding
solutions, encourages competition and allows for the use of new technologies
and materials.

PRESCRIPTIVE SPECIFICATIONS

Prescriptive specifications provide detailed instructions for construction

projects on the materials, methods and processes. Unlike performance
specifications, which focus on desired outcomes, prescriptive specifications
leave little room for interpretation or alternative approaches. Prescriptive
specifications dictate specific details, such as the types of materials,
dimensions, installation methods and quality standards. Prescriptive
specifications are helpful when there is a need for precise control over the
construction processes or when regulations, codes, or industry standards
mandate certain materials or methods.

PROPRIETARY SPECIFICATIONS

Proprietary specifications refer to specifications that specify a particular brand

or manufacturer for use in a construction project. Unlike open or non-
proprietary specifications allowing multiple options, proprietary specifications
limit the choices to a specific product or manufacturer.

REFERENCE SPECIFICATIONS

Reference specifications are a type of specification that provides a

comprehensive list of industry-standard documents, codes and standards in a
construction project. These specifications typically include references to
recognized documents, such as building codes, design standards, material
specifications and testing procedures. Reference specifications promote
consistency and quality while allowing flexibility in selecting specific criteria
that best suit the project's needs.