Chapter II

Specifications

Specification is a statement of particular

instructions of how to execute some task.
It is one part of the contract documents.
 The specifications should clearly specify: -
1) Design and drawing
2) Labor employment
3) Materials to be used
4) Construction method
5) Equipments used
Specifications should be clear, concise, and
brief descriptions of what is required to
execute the proposed trade of work
The information that is needed for
construction is usually conveyed by two basic
communication lines
They are
Drawings (pictorial) and
Specifications (written).
 Difference between specification & drawing
 drawings should generally show the
following:
 1) Dimensions, extents, size, shape, and
location of component parts
 2) Location of materials, machineries,
and fixtures
 3) Interaction of furniture, equipments
and space
 4 Schedules of finishes, windows and doors

Specifications describe the following: -
 1. Type and quality of materials,
equipments, labor or workmanship
 2. Methods of fabrication, installation and
erection
 3. Standards, codes and tests
 4. Allowance, submittals and substitutions
 5. Cost included, insurance and bonds
 6. Project records and site facilities.
Purposes of specifications
 1. Guide the bidder at the time of tendering
to arrive at a reasonable cost for the work
 2. Provide guidance for execution and
supervision of works.
 3. Guide the contractor for the purchase of
materials
 4. Serve as a part of contract document to
limit and describe the rights and obligations
of each contracting parties.
 5. Guide the bidder to identify his capacity
to execute the work.
 6. Serve as fabrication and installation guide for
temporary and permanent works.
 7. Guide the contractor for the purchase and/or
hiring of equipments.
 8. Serve for the owner to know what he/she is
entitled to receive
 9. Serve for the manufacturers of construction
materials, equipments, tools etc to grade, classify,
and improve qualities of their produces.
 10. Indirectly, the specifications are very much
related to the legal considerations, insurance
considerations, bidding requirements, alternates
and options, rights, obligations and remedial
measures for the contracting parties
Note In the events of conflicts between
specification and drawings, the specification
governs.
 Types of Specifications
classified into four categories
1 Manufacturer’s specification
2 Guide Specification
3 Standard Specification
4 Contract (Project) Specification:
1 Manufacturer’s specification

specification of their product for the

guidance of their users, which may include
property description
2. Guide Specification :
Specifications prepared by an individual or
group of individuals based on manufacturer’s
specifications, established trends of
workmanship, service and laboratory tests
and research findings to be used as guide
lines for preparation of contract
specifications
3 Standard Specification: Specifications
which are intended to be used as a reference
standard in the construction of a project.
The guide specification which has been
standardized by a recognized authority is
considered as standard specification.
 4. Contract (Project) Specification: the
specification prepared for a particular project
to accompany the drawings and other
contract documents
All specifications can be prepared following
the format which has general and specific
parts (general specification and specific
specification).
In the general requirement part the following
items, which may be applied to any project
and any trade of work are described in
general terms:
In the specific part the different trades of
works (excavation and earthworks, concrete
works, etc.) are described in details and the
method of measurements are given.
Specification writing
specifications are not to be created; they are
prepared based on existing standards, codes,
guidelines, and laws.
consideration to be taken when writing specifications
a) Specification writing require
 1. Visualization (having clear picture of the
system)
 2. Research (to know the legal impact correctly)
 3. Clear thinking (understanding things directly
without misleading)
 4. Organizing (organizing what we know to write
the specification
b) professional ability to read drawings
c) wide knowledge of the construction
materials, various levels of workmanship,
different construction equipments and
method of construction to be employed
d) Specifications use simple and clear
language such that it can readily be
understood.
e) Specifications shall be brief and short as
much as possible (avoid long sentences
without punctuations)
.
f) Specifications shall include all items
affecting the cost of the work
g) Specifications shall be fair and do not
attempt to throw all risks and responsibilities
on one of the parties signing the contract, the
employer or the contractor
 h) Specifications shall avoid repetition of
information shown on drawings to avoid
mistakes and duplications within the
specifications and drawings
i) Specifications shall not include inapplicable
text and do not specify the impossible or
anything not intended to be enforced
What are the useful references in
specification writing?
1 Codes and ordinances of governments, cities, or
municipalities. For example, Ethiopian Building Code
of Standards (EBCS)
2. Standards prepared by distinct societies and
government agents. For example, ACI standards,
ASTM standards, BS, ES.
3. Standards or model specifications prepared by
manufacturers, professional societies, and
government bodies.
4. Master specifications and previously written
specifications.
5. Information or experience acquired by personal
observation and contact with trained or experienced
people in the construction industry.
Specification language
The specification writer should present his
instructions regarding the particular work
under consideration
 1. The drawings are more clearly
interpreted, not duplicated.
[Link], obligations, and remedial measures
shall be designated without ambiguity or
prejudice.
3. Clearly express the extent of works under
consideration; therefore, the phraseology
used in this regard shall be: -
i) Judged by its quality not its length
ii) Should be concise and short and written
with commonly used words
iii) Punctuations are important but their
usage shall be limited to few
iv) Capitalizing the first letters is mandatory
for the following expressions: -
a) Parties to the contract; e.g.
Employer/Client /Contractor/ Engineer
b) Space within the building; e.g. Bed Room,
Toilet, Living Room
c) Contract documents; e.g. Bill of Quantity,
Working Drawing, Specification
vi) Minimize the use of symbols
vii) Do not use foot notes, do not underline
within a sentence for emphasis
vi) Words shall be used as follows:-
a) shall in place of must; use “shall” for the
duties of the contractor or the consultant to
represent the word “must”
b) “will” is used for the duties of the employer
to represent the word “must”
c) “must” –avoid the use of the word “must”
and substitute by the word shall to prevent the
inference of different degrees of obligation
d) Avoid the use of words which have
indefinite meanings or limitless and
ambiguous in their meanings. For example,
any, either, same, similar, etc.