How do you specify material and finish selections in your contracts?

1 Why specify materials and finishes?

Specifying materials and finishes is a crucial part of your design process and your contract documents. It helps you communicate your design intent, your quality standards, and your compliance with codes and regulations. It also helps you avoid misunderstandings, disputes, and liabilities with your clients, contractors, and suppliers. By specifying materials and finishes, you can ensure that your projects are delivered according to your specifications and expectations.

2 What to include in your specifications?

When specifying materials and finishes for your projects, the information you include should be tailored to the scope, scale, and complexity of your projects. Generally, you should provide the name, description, and manufacturer of the material or finish; detail its color, texture, pattern, and size; specify the location, quantity, and installation method; indicate the performance, maintenance, and warranty requirements; list any standards, codes, and certifications applicable; and submit samples, mock-ups, and submittals.

3 How to format your specifications?

Your specifications should be formatted in a clear, consistent, and organized way that follows the industry standards and best practices. One of the most common formats for specifications is the Construction Specifications Institute (CSI) MasterFormat, which divides the specifications into 50 divisions and multiple sections based on the types of work involved. You can use this format as a guide to structure your specifications and ensure that they are compatible with other contract documents.

4 How to coordinate your specifications?

Your specifications should be coordinated with your drawings, schedules, and other contract documents to avoid any conflicts, errors, or omissions. You should also coordinate your specifications with your clients, contractors, and suppliers to ensure that they understand and agree with your selections and requirements. You can use tools such as specification software, cloud-based platforms, and digital signatures to streamline your coordination process and improve your efficiency and accuracy.

5 How to update your specifications?

Your specifications should be updated as your projects progress and as changes occur. You should document any changes in your specifications using addenda, change orders, or field orders, depending on the timing and nature of the changes. You should also notify all the parties involved in your projects about the changes and obtain their approval or confirmation. You should keep track of the revisions and versions of your specifications and store them securely and accessibly.

6 How to review your specifications?

Your specifications should be reviewed before, during, and after your projects to ensure that they are complete, correct, and compliant. You should review your specifications yourself and also ask for feedback from your clients, contractors, and suppliers. You should also hire a professional specification writer or consultant to review your specifications and provide you with expert advice and recommendations. You should use checklists, templates, and quality control procedures to facilitate your review process and enhance your professionalism.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?