SPECIFICATION WRITING
This guide has been developed to assist you in writing Specifications which are
required for all purchases where suppliers are invited to quote. Specifications,
(sometimes called a ‘Statement of Works’ or a ‘Terms of Reference’) need to be a
clear, complete and unambiguous statement of the technical or essential
characteristics that describes your requirement. Specifications need to be written
with sufficient detail to ensure that suppliers understand your requirements and can
measure the degree of their conformance.
PROCUREMENT | FINANCE AND BUSINESS SERVICES
Specification Writing
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Contents
What is a Specification? .......................................................................2
Who does it? .......................................................................................2
Writing Style ........................................................................................3
Types of Specifications.........................................................................6
Things to Remember............................................................................8
The Specification layout .....................................................................10
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What is a Specification?
In a procurement context, a Specification can be defined as a
‘statement of needs’. It describes what the customer wants to buy and
consequently, what the successful supplier is required to supply.
Specifications can be simple or complex depending on the need.
The success of the procurement outcome often relies on the
Specification being a true and accurate statement of the buyer’s
requirements.
Apart from being a means of identifying the goods / services
required, a Specification will form part of any future contract that
might result from offers received.
Who does it?
The process of Specification writing, conducted in parallel with
planning, design and drawing work, helps create the proper balance
between client, statutory, technical and aesthetic requirements.
Options in larger organisations like UQ include specialist
specification writers, project managers or members of the project
design group, and generally not the assigned procurement officer.
The principal qualifications needed are:
 Familiarity with the project, including the design philosophy.
 Expertise in technical and scientific matters.
 Willingness and availability.
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Writing Style
Style is the cornerstone of readability, ensuring text is relevant
and capable of being clearly understood by its intended readership.
Style includes a good approach to grammar, simple sentence structure
and correct punctuation.
Style in relation to Specification writing means:
Clarity
Accuracy
Repetition
Logic
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Clarity
Clarity means using plain English, avoiding legalese and scientific
jargon as well as restricting vocabulary to words in common usage.
Avoid using alternatives (like ‘excavate’ for ‘dig’) just to make the text
more interesting. Words should be selected to ensure that their
meaning is clear and unambiguous, while phrasing should be brief and
expressed in the imperative.
Example
Use
Provide light fittings.
Not
The contractor shall consider their ability to
provide light fittings…
Accuracy
Ensure consistency and accuracy by using the same simple
terms throughout (e.g. ‘use’, 'supply’, ‘submit’), and employing
accurate and consistent phraseology for repeated clauses.
Avoid the following:
 Generalisations, unclear words or phrasing, acronyms and
abbreviations unless very well-known.
 Nominating specific control functions to particular persons (e.g.
architect, engineer) unless this is intended.
 Listing overly specific or immeasurable requirements such as
‘best trade practice’, ‘first class work’ or ‘acceptable standard’.
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Repetition
The principles to follow are:
 Say everything, but only say it once. Repetition is inadvisable
and legally dangerous.
 Avoid erroneous information (such as listing a standard that is
not referenced in the text).
 Just in case something applies, include it once. If something
does not apply, leave it out.
 If information is on the drawings don’t repeat it in the
Specification itself.
 If an issue is covered in the Conditions of Contract don’t repeat
it in the Specification.
Logic
Specifications should:
 Have sub-headings and a logical numbering system for all
headings. Cross-referencing within the Specification is kept to a
minimum because of possible future changes.
 Have matters of contract and administration separate from the
technical sections of the Specification, except for specific
instructions on quality or for instructing/informing others (such
as a sub-contractor). For example, the obtaining of samples,
tests and certification, the setting of standards of performance,
requirements to provide guarantees, warranties or maintenance
information.
 Not specify for failure, such as specifying repairs following
damage. This is for the conditions of contract to resolve.
 Be outcome focussed by stating what is to be achieved not how
it is to be done.
 Not be written to favour one supplier over another (don’t
specify brands).
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Types of Specifications
There are three (3) key types of specifications. All three types of
Specifications may be combined to form the one Specification.
1.
Functional specifications
These are Specifications that define the function, duty or role of
the goods or services. It nominates what the goods or services are
broadly required to do. Functional specifications define the task or
desired result by focusing on what is to be achieved rather than how it
is to be done. They do not describe the method of achieving the
intended result. This enables suppliers to provide innovative solutions
to defined problems.
Example
A device capable of conveying children from
their school to their homes.
Such a Specification does not limit supplier responses to bus
vehicles alone.
2.
Performance specifications
These are Specifications that define the purpose of the goods or
services in terms of how effectively it will perform. Performance is a
logical extension of function. Performance specifications define the
task or desired result by focussing on what is to be achieved. They do
not describe the method of achieving the desired result.
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Example
A device is required to convey at least 30
children every afternoon of the school week
from their school in a safe manner to their
homes within a 15 kilometre radius of the
school. The device is capable of achieving
this within 1 hour. The device is capable of
maintaining a comfortable environment for
the children at an average temperature of
22 degrees Celsius in all types of weather.
Such a Specification does not limit offers to one type of
transportation.
3.
Technical specifications
These are Specifications that define the technical and physical
characteristics and/or measurements of a product, such as physical
aspects (e.g. dimensions, colour, and surface finish), design details,
material properties, energy requirements, processes, maintenance
requirements and operational requirements. They are used when
functional and performance characteristics are insufficient to define
the requirement and are often used for engineering and information
technology requirements.
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Things to Remember
Making it easy
A Specification that is easy to navigate is more likely to be read,
used and understood. The addition of a Table of Contents can assist
suppliers to find the information they seek.
Reference to Standards
Specifying by reference to standards or codes of practice can be
problematic. Standards often recommend rather than require, while
levels of quality are generally set at minimum rather than optimum
levels. Standards may also ignore any special aesthetic requirements
or specific climatic conditions. Referencing standards is best used for
defining associated requirements (tests, qualifications, etc.) and for
describing specific material or product selections, rather than for
describing the actual construction or installation process.
Brand names
While in some instances it is practical to nominate a brand name
for the purpose of defining acceptable functional, performance and/or
technical standards, it is not acceptable practice to routinely specify
brand names.
In cases where brand names are used to define the
requirements, Queensland manufactured products should, where
practicable, be specified as the first option. Nomination of these
products should only be used to define the required product standard.
The Specification should also invite offers of equivalent
products, that is, products meeting similar functional, performance
and/or technical standards, on the basis that an equivalent product
will be evaluated along with the nominated brand name.
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Overseas brand names may be specified only where there are
no Australian or New Zealand manufactured products available which
meet similar functional, performance and/or technical standards, and
again, offers of equivalent products should be invited.
For assistance in identifying locally
manufactured products contact:
Industry Capability Network Queensland
http://www.icn.org.au/
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The Specification layout
A typical Specification contains but is not limited to the following items
of information:
1.
Title
2.
Table of Contents (as necessary)
3.
Introduction
4.
Scope
5.
Background
6.
Detailed Requirements
 Drawings
 Maps
 Quantities, sizes, packaging
 Support and maintenance
 Testing etc.
 Training
 Installation and delivery
 Sustainability requirements
 OH&S and risk mitigation
 Reports
 Milestones
7.
Performance Standards
8.
Quality requirements and applicable standards
9.
Relevant Documents – resource material and manuals
10. Assistance provided by UQ (Customer)
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