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Specifications are standards and requirements relating to products, services, and even of materials. They provide details for design, manufacture, testing, installation, performance, and use. Be aware that some controversy exists over the distinction between specifications and requirements. One type of specification called the data sheet lists specification primarily in table format with little extended writing. See Figure 5-3 for an example.
The type of specifications here focuses on construction, operational, and performance details. Accuracy, precision of detail, and clarity are critical. Poorly written specifications can cause a range of problems including lawsuits.
Specifications have a particular style, format, and organization. If you write pecifications, find out what those are in your organization or field. If these are not documented, collect specifications written for your company or field, and study them. Here are some general recommendations:
Specifications: contents and organization
- In table-style specifications (called data sheets), use two-column lists or tables (as shown in Figure 5-3) to list specific details. Because the purpose is to indicate details such as dimensions, materials, weight, tolerances, and frequencies, regular paragraph-style writing is minimal.
- Make sure each specific requirement is separate and uses the decimal numbering system for ease of cross-referencing.
- Begin with information about the author, authorities, and dates of the specification, as shown in Figure 5-4.
- Use the standard introductory elements after the opening section. Figure 5-5 shows an example.
- Use a standard organization of specifications such as the one shown in Figure 5-6.
- In the sentence-style format, use an outline style similar to the one shown in Figure 5-7. Each specification must receive its own number-letter designation so that each can be referenced separately.
- Use one of two writing styles, depending on the requirements of the job. In the open or performance style, specify what the product or component should do or what should be done—that is, its performance capabilities (see Figure 5-7). In the closed or restrictive style, specify exactly what it should be or consist of (see Figure 5-3). it's a grouped img
- Do not begin installation until substrates have been properly prepared.
- Verify mounting surfaces are ready to receive fixtures.
- If substrate preparation is the responsibility of another installer, notify the architect of unsatisfactory preparation before proceeding.
- Clean surfaces thoroughly prior to installation.
- Prepare surfaces using the methods recommended by the manufacturer for achieving the best result for the substrate under the project conditions.
- Install in accordance with manufacturer’s instructions.
- Install surface-mounted emergency lighting units plumb and adjust to align with building lines and with each other. Secure these units to prevent movement.
- Connect emergency lighting units to branch circuit outlets provided as indicated in the drawings.
- Install specified lamps in each emergency lighting unit.
- Whenever possible, cross-reference existing specifications rather than repeating those details. Government agencies as well as trade and professional associations publish specifications standards. Refer to these standards rather than copying them verbatim into your own specifications.
- Use specific, concrete language that identifies as precisely as possible what the product or component should be or do. Avoid ambiguity (using words that can be interpreted in more than one way). Use technical jargon the way it is used in the trade or profession.
- In traditional specification writing style, shall indicates requirements. In specification writing, shall is understood as indicating a requirement. More recently, simple imperatives are being used as shown in Figure 5-7. (In the traditional style, 1.3.D would be "Specified lamps shall be installed in each emergency lighting unit.")
- Provide numerical specifications in both words and symbols: for example, "the distance between the two components shall be three centimeters (3 cm)."
- Use a relatively terse writing style in specifications. Incomplete sentences are acceptable as well as the omission of obvious function words such as articles.
- Exercise caution with pronouns and relational or qualifying phrases. There should be no doubt about the reference of words such as it, they, which, and that.
- Watch out for sentences containing a list of two or more items followed by some descriptive phrase— does the descriptive phrase refer to all the list items or just one? In these cases, use a wordier approach for the sake of clarity.
- Use words and phrases that have become standard in similar specifications over the years. Past usage has proven them reliable. Avoid words and phrases that are known not to hold up in lawsuits. (This is one reason why it is wise to work with an experienced specifications writer.)
- Make sure your specifications are complete. Put yourself in the place of those who need your specifications; make sure you cover everything they will need.
- Test your specifications by putting yourself in the role of a bumbling cont- ractor— or even an unscrupulous one. What are the ways a careless or incom- petent individual could misread your specifications? Could someone willfully misread your specifications in order to cut cost or time? Obviously, no set of spec- ifications can ultimately be "foolproof" or "shark-proof,"" but you must try to make them as clear and unambiguous as possible.
Figure 5-3 Data sheet type for milspec specifications and for Centaurus II (University of Minnesota’s 9th-generation solar vehicle, which took 2nd place in the 2010 American Solar Challenge). Sources: www.milestek1553.com and www.umnsvp.org/?page=vehiclesC2
| PRESSURE SYSTEMS AUTHOR: APPROVED BY: ISSUING AUTHORITY REVIEW DATE: McMurrey Facility Engineering Manager McMurrey Facility Engineering Manager McMurrey Facility Site Manager 7 June 2015 |
Specifications—opening section.
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MODIFICATION OF BUILDINGS AND BUILDING SERVICES 1. PURPOSE To ensure that when buildings or building services are modified it is done with the approval of the McMurrey Facility Site Manager, at the appropriate technical standard, and in compliance with current legislation. Also, ensure that relevant records are updated. 2. SCOPE This instruction applies to all such modification work in the McMurrey Facility Area. 3. It does not apply to modification of research equipment, to which the standards of Ref 3.1 apply. 4. REFERENCES 3.1.1 ASG/WCE/2007: Control of Modifications to Plant |
Specifications—introductory elements.
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1. PURPOSE 2. SCOPE 3. REFERENCES 4. DEFINITIONS 5. INSTRUCTION 5.1 DESIGN 5.1.1 Identification of Pressure Systems 5.1.2 Pressure Vessels 5.1.3 Relief Streams 5.2 REGISTRATION 5.2.1 Pressure Vessels 5.2.2 Relief Streams 5.3 DOCUMENTATION 5.3.1 Pressure Vessels 5.3.2 Relief Streams |
Specifications—common outline (body text omitted).
| PART 1 EXECUTION 1.1 EXAMINATION |
Specifications—writing style and format.
I would appreciate your thoughts, reactions, criticism regarding this chapter: your response—David McMurrey.
