How to Best Review a Draft Set of Specifications from Your Writing Consultant

By Brian W. Penschow, AIA (Augmented with ChatGPT 4o specially trained for Spec Writing)

When receiving a draft set of specifications from your writing consultant, thorough and systematic review is critical to ensure that all elements are accurate, complete, and aligned with the project's goals. Specification documents are not just technical manuals; they serve as legal contracts, guides for quality control, and critical references for contractors and suppliers. Here’s a guide to effectively reviewing a draft specification, focusing on key elements such as open brackets, codes, performance requirements, related sections, and red-lining best practices.

1. Review Open Brackets

Open brackets [] or highlighted text in specifications typically signal that certain information has yet to be filled in. This could include project-specific details such as dimensions, materials, locations, or choices among alternative products. It's essential to review and address all open brackets to avoid ambiguity during construction.

• Best Practices: Look for open brackets or highlighted text on every page. These are placeholders that need your input. Verify whether the consultant needs additional data from you, other team members, or product manufacturers to finalize these sections. Ensure each open bracket is properly addressed before approving the draft.

2. Check for Compliance with Codes and Standards

Specifications must align with relevant building codes, local regulations, and industry standards. Failure to comply with these can lead to delays, rework, or legal issues.

• Best Practices: Verify that the referenced codes are current and applicable for the project’s location. For example, the International Building Code (IBC) may have been updated recently, and local jurisdictions may have their own specific amendments. Ensure that all performance criteria and materials comply with standards such as ASTM, NFPA, or other relevant governing bodies. Confirm that the correct edition of each referenced code or standard is cited.

3. Evaluate Performance Requirements

Specifications often include performance-based criteria, particularly for mechanical, electrical, and structural systems. These sections define how a product or system should perform, rather than prescribing a specific brand or method.

• Best Practices: Check if the performance requirements are clear, measurable, and verifiable. Vague performance criteria can lead to disputes or subpar work. Ensure that any testing or verification methods are well-defined. If the consultant leaves room for contractor-proposed alternatives, make sure those conditions are strictly controlled with clear minimum standards.

4. Cross-Check Related Sections for Consistency

Related sections should complement, not contradict, each other. Often, different divisions of the specifications might have overlapping or connected requirements (e.g., Division 03 – Concrete and Division 07 – Thermal and Moisture Protection). It’s important to verify consistency across these related sections.

• Best Practices: Identify any cross-referenced sections and ensure there are no conflicts. For example, if a waterproofing membrane is specified in Division 07, check that the installation instructions are not contradicted in the concrete section. Ensure there are no gaps in coverage. If one section specifies a system installation, a related section should include the necessary materials and performance standards.

5. Inspect Division 01 - General Requirements

Division 01 sections often establish project-wide procedures and requirements that affect all other sections, such as submittals, quality control, and coordination responsibilities. Reviewing Division 01 carefully is critical because it governs the overall structure and coordination of the work.

• Best Practices: Check that all Division 01 sections are aligned with the overall project delivery method (Design-Build, Design-Bid-Build, etc.). Ensure the submittal and approval processes are clearly laid out to prevent delays in product approval or installation. Look for consistent coordination of responsibilities across different sections. For example, if a contractor is required to provide a specific warranty in one section, ensure it is consistently referenced in the General Requirements.

6. Ensure Complete Product and Material Information

Product selections and material descriptions must be thorough, unambiguous, and based on the latest available data. Open brackets in these sections could signify incomplete product selections, which could delay procurement or lead to discrepancies.

• Best Practices: Confirm that all specified products and materials are detailed properly with manufacturer names, model numbers, and required performance characteristics. If proprietary products are specified, verify that approved alternatives or equivalents are clearly listed, along with substitution procedures. Look for consistency between specified materials in the specifications and materials indicated in the drawings.

7. Review for Clarity in Execution Requirements

Execution requirements outline how specified products should be installed and integrated into the project. Poorly written execution requirements can lead to misinterpretation and improper installation.

• Best Practices: Ensure that all execution requirements, including preparatory work, coordination, and final installations, are clear and detailed enough for contractors to follow. Look for any conflicts between the execution procedures in the specifications and typical construction practices or the project’s drawings. Confirm that testing and inspection procedures (e.g., performance testing for mechanical systems) are aligned with industry norms and project goals.

8. Check for Manufacturer Requirements and Submittals

Many sections of the specifications require product submittals or manufacturer-specified installation methods. It's important that these requirements are both clear and feasible.

• Best Practices: Make sure all submittal requirements are clearly defined, including shop drawings, product data, and certifications. Verify that requirements for manufacturer instructions, warranties, and other documentation are fully outlined in the relevant sections. If certain installations require supervision or approval by a manufacturer’s representative, ensure this is explicitly stated in the execution requirements.

9. Red-Lining Tips and Practices

Red-lining is the process of marking up the draft specification to indicate necessary changes, questions, or clarifications. Effective red-lining improves communication between you and the consultant, ensuring all concerns are addressed in the final version.

• Best Practices: Use clear, concise notes when red-lining. Mark where clarifications are needed, where information seems incomplete, or where conflicts arise with drawings or other documents. Highlight any sections that contain inconsistencies between performance requirements, materials, or installation methods. Confirm with your consultant if red-lines require additional documentation or clarification from third parties (e.g., manufacturers, contractors). Be Brief, Informative, Friendly, and Firm with your communication. This is not the place for humor, nor is your consultant a scape-goat for your frustrations on the project.

10. Consider the Overall Structure and Formatting

MasterFormat? structure and formatting are critical for the proper organization and consistency of the specification document for most projects. It also ensures readability and ease of use for all project stakeholders.

• Best Practices: Verify that each section follows the MasterFormat? 2020 (or the relevant edition) division and numbering system. Ensure formatting elements such as headings, subheadings, and lists are consistent throughout the document. Double-check that page numbers, section references, and table of contents are complete and accurate.

Conclusion

The review of a draft set of specifications is a vital step in ensuring a successful project. By focusing on areas such as open brackets, code compliance, performance requirements, and related sections, and by employing thorough red-lining practices, you can help ensure the specifications are clear, complete, and ready for construction. Systematic review not only safeguards the project’s integrity but also reduces the potential for costly errors, delays, and miscommunication on-site.

Brian W. Penschow, AIA, is an architect with experience in designing and managing projects of all sizes. He specializes in creating effective, tailored specifications to meet the unique needs of each project. Brian is an active member of AIA New Jersey and a proponent of using the right tools to ensure successful project delivery. If you want Construction Specifications Inc. to take the responsibility of writing and editing specifications on your projects on with you, contact Aaron Pine, CCS, LEED-AP at (732) 970-0700 or e-mail us at: [email protected].