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The main aim of specifications writing is to highlight the needs of a project and also reduce the cost, making it a reliable and time-saving venture.

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.

The process of specifications 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 organizations include specialist specifications 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

There are three key types of specifications:

  • Functional specifications — These 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.
  • 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 focusing on what is to be achieved.
  • Technical Specifications — These are Specifications that define the technical and physical characteristics and/or measurements of a product, such as physical aspects, 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.

Want to learn more? Tonex offers Specifications Writing Training, a practical hands-on 3-day interactive program involving guidelines, roadmaps, examples, exercises, case studies, group projects and discussions.

Tonex Specifications Writing Training has been developed to transfer the skills and expertise to those involved in producing and writing technical specifications.

For more information, questions, comments, contact us.

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