Specifications
Guidelines
(Note: Because specifications vary so widely from subject to subject, all of the following guidelines won’t apply in every case.)
Take care with assumptions about your readers’ knowledge. Almost always with specifications, you will be writing for more than one reader. Know their background, knowledge, and recent familiarity with your subject. When in doubt, explain.
Overview the objectives of a process, project, or equipment before beginning specific details.
Try to pinpoint and briefly state the number of stages, steps, or components in the process, instruction, or description. Such breakdowns make the entire subject more understandable.
In describing equipment, begin with the internal parts and move to the outer or vice versa, whichever arrangement seems more logical. However, don’t move back and forth between the two detail arrangements.
Define unfamiliar terms the first time you use them. How do you know in a technical field which terms are unfamiliar? Again, knowing your audience is essential. In general, it’s always better to give an “unnecessary” definition than to omit a necessary one.
Use abbreviations to cut word length, but make sure they are standard and well known.
Mention prominently any safety precautions and repeat again before the step or section in which the precaution should be taken.
Give steps in chronological order. Indicate each step in a separate sentence. Otherwise, the steps may be understood as simultaneous rather than separate, sequential actions.
Write instructions in the imperative mood: “Monitor these compasses for ...” rather than “These compasses should be monitored for ...”; “Cover the abutting end surfaces with an approved sealing material” rather than “The abutting end surfaces shall be covered with an approved sealing material.”
Make text and drawings complement, rather than duplicate, each other. For instance, you may tell in text how a tube clamps onto a reduction fitting and give the tube dimensions in a drawing. The problem in repeating information in two places is twofold: 1) Either the drawing or the text may be changed at some later date without accompanying changes in the other document, thus resulting in contradictory details; 2) The same information may be re-worded for “clarification,” thus resulting in two separate interpretations. If you need to repeat information in two places, make sure your wording is an exact repetition.
Place supporting table, sketches, charts, photographs, or lists as close to their mention in the text as possible.
Use numerals instead of written numbers.
Give kinds, classes, or grades of materials in a manner that permits you to be specific for all situations. To do this, begin with the exceptions and then lump into “all the rest” categories. For example: Pipe: 3/8 inch for lavatories and water fountains; 1/2 inch for all sprinkler systems; 3/4 inch for all other water lines.
Break up long blocks of text. Use frequent section or paragraph titles; use lists; or put key words or phrases in capital letters, italicize them, or underline them. These aids allow your reader to skim as with a reference manual or legal document without reading large blocks of text. Highlight significant details by placing them alone in a separate, short paragraph.
Don’t include a “Scope of Work” section. Its usual vagueness makes it meaningless and dangerous. Like other introductions, “Scope of Work” sections tend to be padding that says simply, “Later I’m going to tell you something important and specific.” These sections can be dangerous: Readers may glance at the section thinking they have the whole picture and later find “minor” surprises surfacing in the detailed sections. When “Scope of Work” sections are at their best—specific—they become redundant.
Don’t use all-encompassing catch clauses such as the following: “The company shall complete and include everything for full operation of the system with all work subject to approval by our engineers.” Open to many interpretations, such comments usually mean, “Guess what may turn up later that I want you to do.”
Don’t add “etc.” at the end of a list. This suggests the writer doesn’t know what the list consists of or is too lazy to finish the writing. The “etc.” only raises questions.
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