Construction specifications may not be the sexiest part of building projects, but they’re often the difference between project success and expensive disasters. In this article, we’ll expose the dangerous myths about these critical documents that could be silently sabotaging your work, whether you’re an architect, engineer, contractor, or construction professional.
The Confession
I have to make a confession: I used to be guilty of believing many of these myths about specification documents myself.
Early in my career, I treated specifications as an afterthought. I figured the drawings contained everything that mattered, and these documents were just boilerplate text that nobody really read. So I copied and pasted a lot of content from project to project, like wearing someone else’s prescription glasses and hoping I could still see clearly.
Boy, was I wrong.
My first wake-up call came during a small commercial project where we had an issue over the manufacturer of installed bathroom fixtures. When we went back to the documentation – which I had barely reviewed after copying language from a similar office renovation – I realized it contained clear language requiring a high-end manufacturer that didn’t match our tight budget.
That mistake cost us valuable time and money because the contractor had bid based on the higher-priced product. And just like that, my “copy-paste career” came to a screeching halt. Sometimes it takes making that mistake to get better at something.
When I later pursued my CDT certification through the Construction Specifications Institute (CSI), I was shocked by how much I didn’t know about these critical documents. I discovered that many of the “truths” I held about specifications were actually dangerous misconceptions putting my projects and professional reputation at risk.
What really concerns me is that I still see these same misconceptions everywhere – in firms I consult with, among ARE candidates I mentor, and even with experienced professionals who should know better. These myths don’t just lead to failed exams – they lead to failed projects.
If you’re new to this topic, check out our beginner’s guide to construction specifications where we cover the fundamentals before diving into these advanced misconceptions.
Let’s jump right in and bust some construction specs myths!
Myth #1: “They’re just boilerplate templates”
This is probably the most dangerous myth I’ve encountered.
Many people think you can simply grab a template, change a few details, and call it a day. After all, who’s going to read these documents anyway? Using generic specifications is about as effective as using a flip-flop to hammer a nail – it might work for a while, but eventually, something’s going to break.
The reality: Technical documentation needs to be carefully customized to each project’s unique requirements based on project type, location, materials, and other specific factors.
The consequences: When generic documents are used without proper customization, costly problems and compliance issues affect the entire project. Product reps, suppliers, and contractors purchase materials based on these written requirements, so accuracy is crucial.
Real example: I’ve heard horror stories of standard roofing requirements used for coastal projects in Florida without updating the wind resistance requirements. When a hurricane hit, the roofing system failed because it wasn’t specified correctly for those particular conditions. Insurance companies refused to cover the damage because the documentation didn’t meet local requirements. The resulting repairs cost the owner a fortune with no insurance to fall back on. On the Specification Disaster Scale™, this rated a solid 9 out of 10, just short of “total building collapse.” This is exactly why proper contingency in construction projects is so critical.
Quick tip: Create a checklist of project-specific factors that must be addressed in your documents, including climate conditions, local code requirements, and unique project constraints.
Want to understand the different types of specifications and when to use each one? Check out our comprehensive guide that breaks down the various specification formats and approaches.
Myth #2: “Only large projects need proper specifications”
I hear this one all the time, especially from residential architects.
“It’s just a small renovation. We don’t need formal documentation for this.”
The reality: All projects benefit from clear documentation, regardless of size. Even a small renovation needs proper documentation to avoid misunderstandings.
The consequences: Skipping proper written requirements on smaller projects often leads to scope disputes, budget problems, and unhappy clients who didn’t get what they thought they were paying for.
Real example: A colleague managed a bathroom remodel without detailed product specifications. When the contractor installed basic ceramic tile instead of the high-end porcelain the owner expected, and basic chrome fixtures instead of brushed nickel, it led to heated disputes, rework, and a completely blown budget. And that’s how one missing document turned a luxury bathroom into what looked like a gas station restroom from 1987.
Quick tip: For smaller projects, create simplified technical requirements that still clearly define quality standards, material selections, and installation requirements. It takes less time than you think and saves countless headaches.
Myth #3: “Drawings and construction specs are redundant”
This misconception creates a dangerous either/or mentality.
“If it’s in the drawings, we don’t need it in the construction specs.”
The reality: Drawings and written specifications have complementary roles – drawings show visual representation and spatial relationships, while specifications detail quality standards and performance requirements that can’t be shown graphically. For a deeper dive into this relationship, check out our article on drawings vs specifications.
What the technical documentation says: “Provide acoustic insulation with STC rating of 55 between all residential units.” What happens when it’s missing from drawings: “We thought those squiggly lines were just decorative.”
The consequences: Relying solely on one or the other leads to an incomplete understanding of what the project requires, resulting in quality issues and coordination problems.
Real example: A contractor following only the drawings missed critical requirements about sound isolation in a multi-family building that were covered in the written documentation. When the building failed acoustic testing, expensive remediation work was needed, delaying occupancy and adding significant costs. The building inspector laughed so hard at our oversight that he needed an inhaler.
Quick tip: Think of drawings and construction specs as two sides of the same coin – both essential for a complete picture. Use cross-references between them to strengthen their relationship.
Myth #4: “Contractors know what we mean”
This misconception is all about assumptions, and assumptions can be dangerous in construction.
“The contractor has been doing this for years. They’ll know what quality level we want.”
The reality: Vague construction specs leave too much room for interpretation, leading to major mistakes and potential liabilities. Your idea of “high quality” might be very different from the contractor’s. This is why understanding the difference between quality assurance vs quality control is so important in construction.
The consequences: Misinterpretations, change orders, disputes, and even litigation can result from unclear construction specs.
Real example: An architect specified “high-quality paint” without detailing the specific product, number of coats, or preparation requirements in the construction specs. The contractor chose a lower-grade paint to stay within budget, resulting in poor coverage and durability issues. The owner was unhappy, and the contractor pointed to the vague construction specs as justification. “Your construction specs said ‘high-quality paint finish.’ In my professional opinion, this one-coat wonder is high quality… for a temporary storage shed,” was the contractor’s actual defense.
Quick tip: Avoid subjective terms like “high quality” or “as required” in construction specs – instead, be specific about products, performance criteria, and execution standards. Writing “Apply two coats of Benjamin Moore Regal Select Eggshell #2143-60 ‘White Dove’ over properly prepared surfaces” leaves a lot less wiggle room than “Apply good quality paint in a professional manner.”
Myth #5: “Nobody reads the construction specs”
This might be the most common myth I hear.
“We can put whatever we want in the construction specs. Nobody reads them anyway.”
The reality: Construction specs are legally binding documents that are frequently referenced when disputes arise. And believe me, someone ALWAYS reads the construction specs when things go wrong. It’s like how nobody reads the terms and conditions until their account gets suspended for violating rule 37b, section 4, paragraph 9.
The consequences: Ignoring construction specs exposes you to compliance issues and significant liability when problems occur.
Real example: I know of a case where a concrete installation dispute ended up in arbitration. The resolution came down to the detailed curing methods specified in the construction specs that the contractor had not followed. Those construction specs that “nobody reads” became the central evidence in the case. Suddenly everyone in the room was a construction specs expert, highlighting passages like they were studying for the bar exam.
Quick tip: Write construction specs assuming they will be scrutinized in a legal dispute someday – because they might be. Clear, concise language can protect all parties.
Myth #6: “Construction specs only cover materials, not execution”
This misconception focuses too narrowly on the ‘what’ while ignoring the ‘how’.
“As long as we specify the right product in our construction specs, the installation will take care of itself.”
The reality: Comprehensive construction specs must detail not just materials but also installation methods, tolerances, and quality standards. The best materials in the world will fail if installed incorrectly – it’s like buying a Ferrari but letting your teenager install the engine. Different construction types also require different specification approaches for optimal performance.
The consequences: Inadequate execution in construction specs leads to premature failures, performance issues, and warranty disputes, even with top-quality materials.
Real example: A project specified high-end, energy-efficient windows in the construction specs without detailing the proper flashing installation. The windows themselves were excellent, but improper installation led to water infiltration, mold, and eventually, a complete replacement of the affected areas. I once specified “premium window hardware” in the construction specs and ended up with what appeared to be toys from a dollar store. The contractor’s defense? “Premium is subjective.”
Quick tip: For critical components, include detailed installation requirements in your construction specs, reference industry standards, and specify required testing or inspection procedures.
Myth #7: “Construction specs can be easily changed during construction”
Changes happen in construction – but they’re rarely simple or without consequences.
“We can just update the construction specs as we go. It’s no big deal.”
The reality: Construction spec changes often have ripple effects on cost, timeline, and other building components that might not be immediately obvious. A simple material substitution in your construction specs can affect multiple systems. It’s like pulling a thread on a sweater – suddenly, the whole thing is unraveling.
The consequences: Unplanned modifications to construction specs lead to delays, budget overruns, and potential system conflicts that could have been avoided with proper planning.
Real example: A mid-construction flooring material change in the construction specs from carpet to ceramic tile affected door heights, transitions between spaces, and even HVAC performance due to the different thermal properties. What seemed like a simple swap created weeks of additional work and tens of thousands in extra costs. The project manager’s email subject line eventually became “The Tile That Ate My Schedule.”
Quick tip: When changes to construction specs are unavoidable, follow a formal process that evaluates the impact on all related systems, cost, and schedule before approval.
Myth #8: “Construction specs are separate from contracts”
This final misconception relates to the legal standing of construction specs.
“The contract is what matters. Construction specs are just guidelines.”
The reality: Construction specs are legally binding contract documents that outline obligations and standards for everyone involved in the project. They’re referenced directly in the main contract and carry the same weight. Ignoring them is about as advisable as ignoring the “wet paint” sign on a park bench – you’ll be stuck with the consequences.
The consequences: Treating construction specs as optional guidelines rather than contractual requirements can result in legal actions for non-compliance when issues arise.
Real example: A contractor was held legally responsible for not following detailed accessibility requirements outlined in the construction specs but not fully represented in the drawings. The building failed inspection, and the contractor bore the cost of remediation because the construction specs were part of the contract they had signed. Their attempt to argue that “we didn’t think those parts of the construction specs were mandatory” went about as well as you’d expect in court.
Quick tip: Make sure all project stakeholders understand that construction specs are contractual requirements, not suggestions. Reference this fact in project meetings and communications.
Why This Matters
Understanding the true role and importance of specification documents is crucial for anyone in the building industry – whether you’re an architect, contractor, engineer, product supplier, or building owner.
If you’re preparing for the Architect Registration Exam or just looking to strengthen your technical knowledge, mastering construction specs is an investment that will pay dividends throughout your career. Programs like ARE Bootcamp can help you master these concepts for exam success.
The CDT (Construction Documents Technologist) certification from CSI is one of the most valuable credentials for understanding construction specs and the entire project delivery process. It demonstrates an understanding of the fundamentals of AEC project management, what happens during each phase of a project, and the roles, relationships, and responsibilities of everyone involved in construction projects.
Good construction specs lead to great projects – and fewer expensive mistakes for everyone involved. Bad construction specs lead to what construction professionals technically refer to as “a hot mess.”
Want to deepen your understanding of construction specs? Start with our beginner’s guide to understanding specifications, then explore the various construction specification types to become a specs expert.
Ready to Master Construction Specs?
Whether you’re studying for the ARE or CDT certification, or you’re a seasoned professional looking to strengthen your technical knowledge, understanding construction specs is essential for both exam success and delivering successful projects.
Design professionals rely on well-crafted specifications as a crucial risk management tool. Contractors gain clear direction to deliver work meeting all requirements through these technical documents. Engineers benefit as these written standards ensure systems perform exactly as designed, creating a comprehensive framework for project success.
Remember – construction specs aren’t just boring technical documents. They’re powerful tools that, when used correctly, save money, prevent disputes, and deliver better projects for everyone involved.
Begin your journey to mastering construction specs with our foundational articles on understanding specifications and types of specifications. We also have a podcast episode on each topic if you prefer to listen rather than read!
If you’re serious about mastering construction specs and the entire project delivery process, consider pursuing the CDT certification. Our comprehensive CDT 101 course features 12+ hours of video content, 300+ practice questions, mock exams, and expert guidance to help you pass the exam with confidence. This certification will transform how you understand construction projects and documentation.
Have you encountered other construction specs myths or had a project saved by good construction specs? I’d love to hear about your experiences in the field.
Remember, friends don’t let friends write bad construction specs. Be the construction specs hero your project deserves.
