First published in the Fire Protection Association Journal, February 2025

Introduction and context

The architectural specification is a critical component of design information, which, when read together with drawings forms the comprehensive basis for communicating the employer’s requirements in the design and construction process. Whilst drawings show the physical relationships between building components, the specification details materials, products, methods of installation, workmanship, and required quality standards in order to define the quality of these components. One of the fundamental purposes of a specification is to provide clear and precise information to ensure that all stakeholders, including employers, architects, and contractors, are aligned in their understanding of the project requirements. In forensic investigations, the architectural specification, which is likely to be a contract document, often acts as the critical point of reference to determine what had been agreed between the parties as a requirement for the project. A disagreement between the parties over the interpretation of specification typically arises as a result of poor drafting and the lack of clarity and consistency in the specification document.

This article explores the importance of specification writing in the construction and design process, discusses common challenges, and provides recommendations for best practices for addressing them.

The role of specification

The RIBA Plan of Works 2020 refers to an Outline Specification at the ‘Concept Design’ and ‘Spatial Coordination’ stages. During these stages, it not only conveys the project requirements but also assists in producing the Cost Plan and, subsequently, in the tendering process. The Final Specification is then developed at the end of the ‘Technical Design’ stage.

The type of specification produced by the design team would depend on the nature of the project and the client’s expectations and quality aspirations. For example, performance specifications outline the desired outcomes and performance criteria and standards that must be met for particular construction elements, while prescriptive specifications provide details of specific materials, product manufacturers, and construction methods. In recent years, there has been a shift from prescriptive specifications towards performance specifications,^[1]‘RIBA Plan of Work 2020 Overview’, PDF, pg.118 [downloaded from RIBA Plan of Work (architecture.com) on 23 October 2024]. which define the employer’s requirements for the contractor design portions of the works to allow a specialist sub-contractor to prepare the detailed specification detailing specific manufacturing and fabrication information.

The Final Specification, together with drawings, should provide comprehensive and coordinated information, including all the required standards from which the contractor will build the works. For example, a drawing will show the location of a cavity barrier within the external wall construction, but the specification will detail the material or product to be used or its required fire performance, and provide instructions on installation and quality control.

Some of the most common issues concerning specifications encountered during forensic investigations of a dispute include:

• Ambiguities in the specification, including vague language, undefined terms, or inconsistent use of terminology or requirements in the document.
• Conflicts where different parts of the specification contradict each other or clash with other project documents, including drawings. In situations, where there are discrepancies between specifications and drawings, it is often unclear what document takes precedence. The inclusion of different or conflicting requirements in the specification might lead to disagreements over what was required for the project, including the quality and/or the performance of a particular element of construction.
• The lack of clarity between different types of specifications when both are referred to under one item of work. Whilst it is possible to include items of the prescriptive specification, such as products and/or manufacturers, in the descriptive specification, if not clear and precise, such a combination may blur the lines of the design responsibility of relevant parties.
• Critical errors, including those resulting from the lack of understanding of the relevant standards or regulations or the applicable requirements for a particular item of work.

Addressing these common issues by a designer would enhance the accuracy and reliability of specifications for construction purposes and consequently mitigate disagreements over the interpretation of the specification in case of a dispute.

Best practices for writing specifications

Writing effective specifications is crucial to achieving the required standard for the installation and construction of the project. Best practice includes ensuring that specifications are clear and unambiguous. For example, using simple, direct, and precise language, clearly defining any technical terms used in the document, and referring to the exact standards and requirements to define the quality of the works, rather than using undefined terms such as ‘high quality.’

Another key component of the specification is maintaining consistency to ensure that the relevant stakeholders interpret the specification in the same way.  This would not only mean consistent formatting and terminology but also ensuring that the requirements for a particular element of construction, for example, cavity barriers or fire-stopping (often used interchangeably), are consistent across the entire document.

Adhering to industry standards and regulations within the specification is also essential. Whilst various software tools, such as National Building Specification (“NBS”), offer features that aid the creation, management, and revision of specifications, designers should familiarise themselves with the relevant standards and regulations that apply to the project and use these tools to enhance their understanding of what they are specifying rather than relying solely on the technology to do the job.

Finally, it is also important to ensure that specifications are coordinated and consistent with other project documents, such as drawings, to create integrated design information for the project. This can be achieved by conducting regular reviews and cross-referencing following the changes to identify and address potential conflicts.

Summary and conclusion

Together with drawings, architectural specifications play a pivotal role during the design and construction processes. Specifications provide both a framework and direction for the Contractor to build the works, stipulating the quality and types of materials, methods of installation, and the standard of workmanship required under the contract. Unclear or inconsistent specifications may lead to disagreements between the parties over what was actually required for the project.

Some of the most common issues encountered during forensic investigations include ambiguities and conflicts in specifications, blurring the lines of design responsibility in the specification, and errors caused by a lack of understanding of the technical requirements of the specified system or product.

By adopting best practices for writing specifications, such as using clear and precise language, ensuring consistency across the entire document, adhering to industry standards and regulations, and carrying out reviews to maintain proper coordination between project documents, a designer can ensure the project is executed as intended.  Accurate drafting will also aid in providing legal clarity, as a point of reference as to what was agreed for the project in case of any disputes arising over the interpretation of project requirements.

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About the Author

Magdalena Prus is a Chartered Architect with over 12 years’ experience and holds a Master’s Degree in Construction Law and Dispute Resolution from King’s College, London. In her role as an Expert Witness / Forensic Architect, Magdalena has been involved in the analysis of a wide range of technical issues in adjudication and litigation proceedings, relating to residential and commercial buildings, schools, hotels, hospitals and car park structures across the UK.

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