When overseas …

The construction industry is truly international. There is a whole wide world of opportunity outside the UK, and British consultants have traditionally been in demand across the Middle East, Africa and the Far East.

Writing specifications outside a company's home base requires special consideration and planning.

In such circumstances, design firms are often "required" to work with local practices, and indeed operating abroad can be almost impossible without local knowledge, expertise and "political" contacts. When producing documents for buildings abroad, the specifier should pay particular attention to language and law, codes and standards, local protocol and design responsibility.

Language and law

Producing specifications in a foreign language is fraught with danger. The specifier is being asked to underwrite a document which, in its final contractual form, he does not understand.

To protect himself, the specifier has two options. The easier is to persuade the client to produce the project in English. If a lot of imported goods and materials are required for the project, or international tenders are being sought, English is used as the common language almost without exception.

What, however, if tender and/or contract specifications are required in a foreign language? In these circumstances, it is a good idea to produce specifications initially in English and have translations made of the final document by the local partner as part of its scope of works. This should make the local partner the guarantor of accurate translation.

It is important to remember that only the translated documentation has legal status. The specifier should therefore ensure that all clauses comply with the laws of the country in which it is to be used. For example, there is no point specifying materials from a country with which the host nation has a trade ban, or placing design liability with a contractor to find it is not legally permitted.

Codes and standards

Local codes and standards will almost always prevail. The specification writer should acquaint himself thoroughly with these and identify the differences between them and those usually specified at home. In many parts of the world, British and US standards are used directly, or adapted versions thereof, but when this is not the case, the local partner's assistance is invaluable.

It is not simply a question of replacing a BS number with the local equivalent. The specification writer should review and compare the requirements of similar standards and adjust text, performance criteria, dimensions and so on to suit the national standards or code of practice. On large, internationally tendered projects it is always worth discussing with the client the possibility of using the standards with which the specifier is most accustomed. Quite often, this is acceptable. International tenders will generally attract alternative proposals from contractors based on home-produced products that will have to be considered on a technical and commercial basis. For example, a Japanese contractor is likely to offer goods that are JIS-compliant.

Local protocol

No one reacts well to being told by foreigners that they know best, and this should be avoided. The trick is to adapt to local protocol. The specification writer should identify local procurement, contractual and documentation formats prior to commencement and produce documents that suit local practice. Any changes should be explained and restricted to critical design elements. If people understand why they are doing something they are far more likely to agree to it.

Special attention should be paid to contractual and tendering terms and procedures. If the specification writer feels that the project will benefit from some alteration, then the earlier he makes his point the better. To succeed, however, he had better back it up with a good reason.

Design responsibility

Specification writers should try to avoid producing an outline document that is simply handed over for the local partner to produce the final specification. To maintain design intent, it is often necessary to complete the specification in conjunction with the local partner. Foreign design firms tend to be selected by clients that recognise a style or innovative design. This has to be maintained by the local partner. One of the quickest ways to lose control is simply to pass on the specification (and detail design drawings) to the local partner. To retain control of design intent, the specification writer should ideally complete the full document and leave only translation to the local partner.

This does not mean work in isolation or avoid the local partner – far from it. But it does mean maintaining control and working with those who have local knowledge of materials, standards, costs and so on. Always circulate drafts on a regular basis and take note of comments received.