Writing clear and proportionate specifications for small studios

Not every project requires a comprehensive specification document.

For straightforward, low-risk work, clear drawing notes may be sufficient. Where more detailed product, performance or workmanship requirements are needed, a short-form specification can provide a useful middle ground.

For technically complex work, competitive tenders or projects requiring greater contractual control, a fuller specification may be appropriate.

Building Regulations establish minimum statutory requirements. They don't necessarily define the quality, appearance or particular products a client expects.

A note requiring windows to comply with Building Regulations, for example, says relatively little about their appearance, finish, hardware, installation or acceptable substitutions.

These decisions should be communicated clearly, whether through drawings, schedules or a separate specification.

Each document serves a different purpose.

Drawings are generally best for communicating location, geometry and construction details. Schedules organise repeated information such as door types, sizes and finishes. Specifications define product requirements, performance and workmanship.

The aim isn't to duplicate information across all three, but to make sure each requirement is recorded somewhere appropriate and remains coordinated.

Terms such as "high quality", "suitable" or "to the architect's approval" are open to interpretation.

Where possible, requirements should identify the intended product or technical characteristics, measurable performance criteria and any relevant testing or certification.

And remember that specifying the correct product is only half the job. Requirements for substrate preparation, installation, tolerances and protection can be just as important to the finished result.

One common gap on smaller projects is the extent of contractor-designed work, particularly for building services.

An architect may reasonably rely on a specialist to design an air source heat pump or heating distribution system. However, the client and design team may already have requirements for performance, equipment locations, appearance and sustainability.

These requirements need to be established before the specialist starts designing.

A specification should clarify what the contractor is expected to design, the constraints that apply, and how compliance will be demonstrated. Design responsibilities should also align with the project appointments and building contract.

Even a well-written specification can create problems if it contradicts the drawings or schedules.

Before issuing, check that all work packages are covered, product selections are consistent, contractor design responsibilities are clear and substitutions are properly controlled.

A relatively short coordination exercise can prevent significant uncertainty during pricing and construction.