The document discusses terminology used in construction projects and outlines learning objectives for a session on terminology in practice, including reasons consistent terminology and CSI formats are important for project teams, pricing, contracts, and success. It also provides resources and guidelines for effective terminology use relating to specification language, writing style, grammar, vocabulary, spelling, symbols, numbers, and capitalization.

1. TERMINOLOGY IN CONSTRUCTION
A Coordinated Technical Meeting
sponsored by
Northern Virginia Chapter, CSI
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2. Terminology in Construction
A Comprehensive Look at How Terminology
Affects Design and Construction Communications
Consistent use of proper terminology is required to provide
the benefits of a controlled industry vocabulary. This unique
series of sessions brings together experts from various fields
of the design and construction industry.
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3. Terminology in Practice
Session 1
Terminology in Practice
April 13, 2011 - 3 pm – 4 pm
Presented by:
David E. Lorenzini, FCSI, CCS, SCIP
Owner, Architectural Resources Company
William Pegues, FCSI, CCS, SCIPa
Associate Principal, Research and Specifications,
WDG Architecture,
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4. Learning Objectives
 Reasons that CSI formats are needed in project teams.
4

5. Learning Objectives
 Reasons that CSI formats are needed in project teams.
 Reasons that consistent terminology is essential for
pricing, contracts, and project success.
5

6. Learning Objectives
 Reasons that CSI formats are needed in project teams.
 Reasons that consistent terminology is essential for
pricing, contracts, and project success.
 Importance of consistent terms from design through
facility management
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7. Learning Objectives
 Reasons that CSI formats are needed in project teams.
 Reasons that consistent terminology is essential for
pricing, contracts, and project success.
 Importance of consistent terms from design through
facility management
 Reasons that controlled vocabularies are needed for
computers.
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8. AIA Credits
Northern Virginia Chapter CSI is a Registered Provider with The American
Institute of Architects Continuing Education Systems. Credit earned on
completion of this program will be reported to CES Records for AIA
members. Certificates of Completion for non-AIA members available on
request.
This program is registered with the AIA/CES for continuing professional
education. As such, it does not include content that may be deemed or
construed to be an approval or endorsement by the AIA of any material of
construction or any method or manner of handling, using, distributing, or
dealing in any material or product. Questions related to specific materials,
methods, and services will be addressed at the conclusion of this
presentation.
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9. CSI Credits
This program is a registered educational program with the Construction
Specifications Institute of Alexandria, VA. The content within this program is not
created or endorsed by CSI nor should the content be construed as an approval
of any product, building method, or service. Information on the specific content
can be addressed at the conclusion of this program, by the Registered Provider.
Credit earned for completing this program will automatically be submitted to the
CSI CEN. Completion certificates can be obtained by contacting the Provider
directly.
This logo and statement identify Provider programs registered with the CSI CEN
and are limited to the educational program content.
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10. Terminology Resources
 Project Resource Manual (PRM)
 Section 5.8 Specification Language
 National CAD Standard (NCS)
 Module 5 Terms and Abbreviations
 MasterFormat 2011 (MF11)
 SectionFormat/PageFormat
 Discussion Groups
 CSI Specifying Practice Group
 4specs.com
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11. Project Resource Manual
 PRM is the Construction Specifications
Institute’s standard for specifications
practice
 PRM complements the U.S. National CAD
Standards
 PRM is the primary basis for CSI
continuing education and professional
certification
 PRM is designed to be an accessible
resource for all project participants
11

12. Specification Language
As legally enforceable contract documents, construction
specifications should be prepared with concern and respect for
their legal status.
The Four Cs for effective communication are:
 CLEAR: Use proper grammar and simple sentence
construction to avoid ambiguity.
 CONCISE: Eliminate unnecessary words, but not at the
expense of clarity, correctness, or completeness.
 CORRECT: Present information accurately and precisely.
Carefully select words that convey exact meanings.
 COMPLETE: Do not leave out important information.
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13. Writing Style
Good writing style is characterized by accuracy, brevity, and
clarity. Long, complex sentences and stilted language do not
contribute to effective communication.
Follow these simple rules for good style:
 Use simple sentences.
 Maintain sentence structure in simple declarative or
imperative statements.
 Avoid complicated sentences in which inadvertent omission
or insertion of punctuation could change meaning or create
ambiguity.
 Choose words and terms that are simple and clearly
understood.
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14. Sentence Structure
Imperative Mood: The imperative mood is the recommended
method for instructions covering the installation of products and
equipment. The verb that clearly defines the action becomes the first
word in the sentence.
• Spread adhesive with notched trowel.
• Install equipment plumb and level.
• Apply two coats of paint to each exposed surface.
It is not necessary to say “The contractor shall…”.
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15. Sentence Structure
Indicative Mood: The indicative mood, passive voice requires the
use of shall in nearly every statement. This sentence structure can
cause unnecessary wordiness and monotony.
• Adhesive shall be spread with notched trowel.
• Equipment shall be installed plumb and level.
• Two coats of paint shall be applied to each exposed surface.
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16. Unnecessary Words
Definite article the and indefinite articles a and an need not be
used in most instances.
 Poor: Apply an oil paint with a brush to the wall.
 Better: Apply oil paint with brush to walls. The use of the
word all is usually unnecessary.
 Poor: Store all millwork under shelter.
 Better: Store millwork under shelter.
Avoid using contractor as the subject of the sentence.
 Poor: Contractor shall lay brick in common bond.
 Better: Brick shall be laid in common bond.
 Preferred: Lay brick in common bond.
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17. Grammar
Subject/Verb Agreement: The subject and the verb must always
agree in number. The singular subject of a sentence can be
confused with a plural modifier.
 Incorrect: One of the elongated central fasteners are to be
placed around the eye of the panel and bolted.
 Correct: One of the elongated central fasteners shall be placed
around the eye of the panel and bolted.
 Preferred: Bolt one elongated central fastener to panel eye.
The incorrect example uses the singular subject one with the
plural verb are. The preferred language has number agreement
and is a simple, direct statement of instruction.
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18. Parallel Construction
Good grammar also requires the use of identical style in both
parts of a compound subject or predicate. The use of identical
style in a series of nouns, adverbs, or prepositional phrases is
also recommended.
 Incorrect: Tests shall be performed to determine strength and
establish qualities.
 Correct: Tests shall be performed to determine strength and
to establish quality.
 Preferred: Perform tests to determine strength and to
establish quality.
 Incorrect: Heating, ventilation, and air-conditioning.
 Correct and Preferred: Heating, ventilating, and air-conditioning.
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19. Prepositional Phrases
Sentences may be shortened in specification language by using
modifiers in place of prepositional phrases.
 Correct: Top of platform.
 Preferred: Platform top.
 Correct: Within the time recommended by manufacturer.
 Preferred: Within manufacturer’s recommended time limit.
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20. Pronoun Reference
The use of pronouns in specifications should be minimized
or avoided. Personal pronouns should not be used:
 Poor: Apply coating with pneumatic equipment when it is
above 40°F.
 Better: Maintain pneumatic equipment above 40 degrees F
or apply coating only when ambient temperature is
above 40 degrees F.
The word same should not be used as a pronoun:
 Poor: If materials are rejected, the contractor shall
replace same at no additional cost.
 Better: Contractor shall replace rejected materials.
 Preferred: Replace rejected materials.
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21. Pronoun Reference
Which and other relative pronouns should be used
sparingly, if at all :
 Poor: Contractor shall install bathroom accessories which
are to be purchased under an allowance.
 Better: Contractor shall install bathroom accessories to
be purchased under an allowance.
 Preferred: Install bathroom accessories purchased under
allowances specified in Section 01 21 00.
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22. Capitalization
Capitalization should be consistent throughout the contract
documents. Capitalization of the initial letter of certain
specific nouns and of proper names defined in the
conditions of the contract is appropriate. Following are
some examples of words that should be capitalized:
 Agreement: When referring to the specific form signed to
execute the contract.
 Architect: When referring to the architect who is a party to
the owner/architect agreement.
 Article: When referring to an article in the specifications or
conditions of the contract.
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23. Capitalization
 Change Order: When issued as a modification to a
contract.
 Contract: When referring to the specific contract for
which the specifications are written.
 Contracting Officer: When referring to the representative
of a government agency with authority to make decisions
on behalf of the agency.
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24. Capitalization
Additional capitalized words include:
 Contractor  Product Data and Samples
 Division  Project
 Drawings  Project Manual
 Engineer  Section
 General Conditions  Shop Drawings
 Government  Specifications
 Owner  State
 Paragraph  Supplementary Conditions
 Part  Work
Also capitalize the following: Room Names, Headings
Do not capitalized the following: subcontractor, subparagraph
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25. Punctuation
Because specifications are legal documents, the formal rules
of punctuation must be observed.
 Sentences should be constructed so that the
misplacement or elimination of a punctuation mark will
not change the meaning.
 Commas should be used after each item in a series,
including the item preceding a conjunction, and in other
locations where the clarity of the statement will be
improved.
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26. Vocabulary
Words should be carefully selected and used for precise
meaning. The following are some examples of commonly
misused or ambiguous terms:
 Amount and Quantity: Amount should be used when writing
about money. Quantity should be used when writing about
number.
 Any: Any is imprecise in number, permitting discretion by the
reader.
 And, Or, And/Or: And connects elements that are to be taken
jointly. It may also mean “plus” or “added to the preceding
quantity.” Or is used to introduce any of the possibilities in a
series.
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27. Vocabulary
 The term and/or is not recommended for specifications,
because it allows the contractor to decide whether the term
means and or or.
or
 Balance and Remainder: Balance should be used when writing
about money. Remainder is preferred for “that which is left
over.”
 Either and Both: Either implies a choice between two options,
whereas both is all inclusive.
 Flammable and Inflammable: Flammable and inflammable have
exactly the same meaning, even though they sound opposite.
Flammable is preferred.
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28. Vocabulary
 Furnish, Install, and Provide: Furnish means to supply and deliver
to project site, ready for installation. Install means to place in
position for service or use. Provide is commonly accepted in
specifications to mean furnish and install, complete and ready
for intended use. These definitions should be placed in
Supplementary Conditions or in Division 01-General
Requirements.
 Insure, Assure, and Ensure: To insure is to issue or procure an
insurance policy. Assure is to give confidence to or convince a
person of something. Ensure is to make certain in a way that
eliminates the possibility of error.
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29. Vocabulary
 Observe and Supervise: Observe means to watch or view the
execution or performance of work. Supervise means to
oversee and to have control and direction of the work.
 Party and Entity: Party refers to a signer of a contract, such as
the owner and contractor in an owner/contractor agreement.
Entity should be used when the intent is to include persons or
companies who are involved in the construction process but
are not signers of the contract.
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30. Vocabulary
 Replace and Provide New: Replace can be construed as
requiring reinstallation of removed materials rather than the
furnishing and installing of new materials. Provide New is
specific as to what is required.
 Shall and Will: Shall is used as an imperative in reference to the
work required to be done by a contractor. Will is optional
and is used in connection with acts and actions required of
the owner or the A/E. Must and is to are not recommended.
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31. Spelling
Spelling should be correct and consistent.
 In cases where two spellings are considered equally correct,
the shorter of the two spellings is preferred for use in
contract documents (e.g., calk not caulk, facia not fascia, gage
not gauge, molding not moulding).
 Spellings produced by attempts at brevity or simplification
should be avoided (e.g., thru instead of through).
through
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32. Symbols
The cautions and guidelines for abbreviations apply to symbols
substituted for words or terms. Two additional factors that limit
the use of symbols are their conflict with use as command
characters in software programs and potential translation of font
problems when converting from one software to another. Small
symbols may also bleed together and become unreadable in a
poorly printed text.
Following are some of the symbols that should not be used in
specifications:
 % for percent  × for “by”, as in 2 × 4
 ° for degree  / for per
 + for plus, − for minus  @ for at
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33. Symbols
 Spell out feet when no inches are used (e.g., 8 feet).
feet
 Spell out inches when no feet are used (e.g., 8 inches).
inches
 When feet and inches are both used, use symbols (e.g., 8′-8″
or 8′-2-1/2″). A complete dimension should appear on one
1/2
line.
 Standards designations and MasterFormat numbers such
as ASTM C 270, ANSI/ASME A17.1, ACI 318, and
318
Section 01 42 19 should appear on the same line; do not
separate them.
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34. Numbers
The use of Arabic numerals rather than words for numbers is
recommended in accordance with the following rules:
 Use numerals whenever possible because they are easy to
identify. However, when numbers are used to define both
size and quantity, the written word should be used for the
quantity (e.g., three 1/2-inch holes; five 2 by 4s).
holes 4s
 Always use figures for dimensions, degrees of temperature,
percentages, and dollars and cents (e.g., 3 inches by 5 inches,
inches
50 degrees F, 20 percent, $5.50).
F percent $5.50
 Clock times and dates should be expressed in figures (e.g.,
2:10 p.m. on June 15 (omit “th”), 2007. Exceptions to this are
the use of the words noon and midnight. The same rules
apply to a 24-hour clock as well.
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35. Numbers
 Decimals should be expressed in figures (e.g., 6.235). For
6.235
quantities less than one, a zero should be used before the
decimal point (e.g., 0.235).
0.235
 To maintain uniformity throughout the specification, fractions
should be typed using individual keys and not converted to
superscript/subscript fonts (e.g., 1/4 not 1⁄4 and 1/2 not 1⁄2 ).
 Omit unneeded zeroes in time and money references (e.g.,
$200 not $200.00 and 9 p.m. not 9:00 p.m.).
p.m.
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36. Inappropriate Terms
 Avoid using phrases that  Avoid these adverbs:
adverbs
have missing objects:
objects  hereinafter
 as allowed  hereinbefore
 as appropriate  herewith
 as approved  wherein.
 as directed  Avoid these articles:
 as indicated  any
 as necessary  all
 as required (by what?)  such.
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37. Inappropriate Terms
Avoid these words and expressions:
expressions
 also
 as per
 in a workmanlike manner
 shall function as intended
 to the satisfaction of the architect/engineer
 etc.
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38. Terminology & Abbreviations
Coordination of Drawings and Specifications
 Use consistent terminology and abbreviations throughout the
contract documents to avoid confusion among users.
 The “service sink” in the specifications should not become
sink
the “janitor’s sink” on the drawing, nor should “bituminous
sink
surface course” become “asphalt topping.”
course topping
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39. Terminology & Abbreviations
 The use of inconsistent terminology and abbreviations may
create confusion in preparing specifications.
 The A/E should take responsibility for enforcing consistent
terminology and abbreviations.
 Inconsistent and inappropriate terminology is perpetuated by
such poor practices as the indiscriminate reuse of library
details and poorly edited specifications from previous
projects.
39

40. Abbreviations
Well-known and industry accepted abbreviations are a type of
shorthand that helps the communication process only if the
meaning is easily recognized and understood.
 Abbreviations should be used only on drawings and schedules
where space is limited.
limited
 Abbreviations should be defined on the drawings or in
Division 01.
 Abbreviations should be limited to five or fewer letters.
letters
40

41. Abbreviations
 Abbreviations with multiple meanings should be avoided,
unless used in different disciplines where their meaning is
clear from the context in which they are used.
 Abbreviations of short words that save only one or two
characters should be avoided.
A list of abbreviations is included in the National CAD Standard
(NCS). When in doubt, spell it out.
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42. U.S. National CAD Standard
The Terms and Abbreviations Module
establishes guidelines for consistent
terminology used in the construction
industry. Consistent terms ensure clear
and concise communications between the
architect, owner, contractor, and
consultants.
This Module provides:
 A consistent standard of communications
 A searchable list of common terms and abbreviations sorted
both ways
 Consistent spelling of terms and abbreviations
 Notes on common use and non-preferred terminology
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43. Preferred Terms
Non-Preferred Terms Preferred Terms
 acoustical plaster  acoustical finish
 apply  install
 bar joists  steel joists
 batt insulation  blanket insulation
 block  concrete masonry unit
 casing bead  metal trim
 calking  sealant
 centigrade  Celsius
 dirt  earth
 drywall  gypsum board
 elevator cab  elevator car
 formica  plastic laminate
43

44. Preferred Terms
Non-Preferred Terms Preferred Terms
 glue  adhesive
 gravel  porous fill
 graylite  gray sheet glass
 herculite  tempered glass
 kalamein door  metal clad door
 loudspeaker  speaker
 masonite  hardboard
 mastic  adhesive
 mirror glass  reflective glass
 pavement  paving
 plexiglass  acrylic sheet
 poured in place  cast-in-place
44

45. Preferred Terms
Non-Preferred Terms Preferred Terms
 prime coat  shop coat
 reinforcement  reinforcing
 safety nosing  abrasive nosing
 sand  porous fill
 sink  lavatory
 stucco  cement plaster
 thermopane  insulating glass
 toilet  water closet
 vapor barrier  vapor retarder
 vinyl tile  resilient tile
 visqueen  vapor retarder
 wire glass  wired glass
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46. MasterFormat
Some of the new terms and concepts that were
introduced into MasterFormat 2004 include:
 Division 00 for Series 0 Documents
 Facility for Building
 Procurement for Bidding/Negotiating/
Purchasing/Pricing/Award
 Work Results for Product Sections
 Drawings and Specifications for
Blueprints/Plans and Specs
46

47. SectionFormat/PageFormat
Optional Terms
 Site vs. Field Conditions
 Alternates vs. Alternatives
 Furnished vs. Supplied
Preferred Terms
 Attic Stock: Extra Stock Materials/Maintenance Materials
 As Builts: Project Record Drawings
 Preamble: Door Hardware Section
 Supplemental Conditions: Supplementary Conditions
 Sections/Articles/Paragraphs/Subparagraphs/Appendix
47

48. Discussion Groups
Online discussion groups often discuss terminology. Some
recent discussions included the following distinctions:
 Footings: Foundations
 Paints & Coatings
 Latex & Acrylic
 Mockups & Field Samples
48

49. Contacts
If you have any questions or want to suggest additional
terms that may be confusing or be misused, contact us
by email:
 David Lorenzini: deloren@scip.com
 William Pegues: wpegues@wdgarch.com
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50. The End
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