SPECIFICATION WRITERS’ GUIDE 

For Federal Lands Highway 

Publication No. FHWA-CFL/TD-08-001 May 2008 

Technical Report Documentation Page

1. Report No. 

FHWA-CFL/TD-08-001 

2. Government Accession No. 3. Recipient's Catalog No. 

5. Report Date 

 May 2008 

4. Title and Subtitle 

Specification Writers’ Guide 

For Federal Lands Highway 6. Performing Organization Code 

7. Author(s) 

Linda Konrath, Sydney Scott P.E., and Lauralee Marsiglio

8. Performing Organization Report No. 

9. Performing Organization Name and Address 10. Work Unit No. (TRAIS) 

Trauner Consulting Services, Inc. 

1617 JFK Boulevard, Suite 600 

Philadelphia, PA 19103 

11. Contract or Grant No. 

DTFH68-06-P-00182 

13. Type of Report and Period Covered 

 Final Report: Guidelines 

 August 2006 – April 2008 

12. Sponsoring Agency Name and Address 

Federal Highway Administration 

Central Federal Lands Highway Division 

12300 W. Dakota Avenue, Suite 210 

Lakewood, CO 80228 

14. Sponsoring Agency Code 

 HFTS-16.4 

15. Supplementary Notes 

COTR: Roger Surdahl, FHWA-CFLHD. FHWA-FLH Specification Coordination Group: David Green, 

FHWA-FLH, Wade Johnson, FHWA-WFLHD, Michael Peabody, FHWA-CFLHD, Steve Arnold, FHWAEFLHD. Advisory Panel Members: Greg Dolson, John Seabrook, Mark Taylor, and Karen Pinell, FHWAFLH; Ron Andresen and Shari Brandt, FHWA-CFLHD; Gary Brown, Mark Clabaugh, Rajan Patel, FHWAEFLHD; Amit Armstrong, Brent Coe, Marty Flores, Brian Minor, and John Snyder, FHWA-WFLHD; 

Bernie Kuta, FHWA-RC; and Ken Jacoby, FHWA-HQ. This project was funded under the FHWA Federal 

Lands Highway Technology Deployment Initiatives and Partnership Program (TDIPP). 

16. Abstract 

This document contains guidelines to help writers develop specifications for the Federal Highway 

Administration’s Federal Lands Highway program. Topics addressed include: 

x Specification writing style; 

x Organization and format, 

x Proper terminology and phrasing; 

x Capitalization and abbreviation; and 

x Punctuation and grammar rules. 

17. Key Words 

SPECIFICATIONS, STYLE GUIDE, 

WRITING, DEVELOPMENT OF 

SPECIFICATIONS, ACTIVE VOICE, 

IMPERATIVE MOOD

18. Distribution Statement 

No restriction. This document is available to the 

public from the sponsoring agency at the website 

http://www.cflhd.gov.

19. Security Classif. (of this report) 

Unclassified 

20. Security Classif. (of this page) 

Unclassified 

21. No. of Pages 

44

22. Price 

Form DOT F 1700.7 (8-72) Reproduction of completed page authorized 
ii

SI* (MODERN METRIC) CONVERSION FACTORS

APPROXIMATE CONVERSIONS TO SI UNITS

Symbol When You Know Multiply By To Find Symbol 

LENGTH

in inches 25.4 Millimeters mm

ft feet 0.305 Meters m

yd yards 0.914 Meters m

mi miles 1.61 Kilometers km

AREA

in2 square inches 645.2 square millimeters mm2

ft2 square feet 0.093 square meters m2

yd2 square yard 0.836 square meters m2

ac acres 0.405 Hectares ha

mi2 square miles 2.59 square kilometers km2

VOLUME

fl oz fluid ounces 29.57 Milliliters mL

gal gallons 3.785 Liters L

ft3 cubic feet 0.028 cubic meters m3

yd3 cubic yards 0.765 cubic meters m3

NOTE: volumes greater than 1000 L shall be shown in m3

MASS

oz ounces 28.35 Grams g 

lb pounds 0.454 Kilograms kg 

T short tons (2000 lb) 0.907 megagrams (or "metric ton") Mg (or "t") 

TEMPERATURE (exact degrees)

°F Fahrenheit 5 (F-32)/9 Celsius °C

or (F-32)/1.8

ILLUMINATION

fc foot-candles 10.76 Lux lx 

fl foot-Lamberts 3.426 candela/m2 cd/m2

FORCE and PRESSURE or STRESS 

lbf poundforce 4.45 Newtons N

lbf/in2 poundforce per square inch 6.89 Kilopascals kPa 

APPROXIMATE CONVERSIONS FROM SI UNITS

Symbol When You Know Multiply By To Find Symbol

LENGTH mm millimeters 0.039 Inches in

m meters 3.28 Feet ft

m meters 1.09 Yards yd 

km kilometers 0.621 Miles mi

AREA mm2

 square millimeters 0.0016 square inches in2

m2 square meters 10.764 square feet ft2

m2 square meters 1.195 square yards yd2

ha hectares 2.47 Acres ac

km2 square kilometers 0.386 square miles mi2

VOLUME

mL milliliters 0.034 fluid ounces fl oz 

L liters 0.264 Gallons gal

m3 cubic meters 35.314 cubic feet ft3

m3 cubic meters 1.307 cubic yards yd3

MASS

g grams 0.035 Ounces oz

kg kilograms 2.202 Pounds lb

Mg (or "t") megagrams (or "metric ton") 1.103 short tons (2000 lb) T

TEMPERATURE (exact degrees)

°C Celsius 1.8C+32 Fahrenheit °F

ILLUMINATION

lx lux 0.0929 foot-candles fc

cd/m2 candela/m2 0.2919 foot-Lamberts fl

FORCE and PRESSURE or STRESS

N newtons 0.225 Poundforce lbf

kPa kilopascals 0.145 poundforce per square inch lbf/in2

*SI is the symbol for the International System of Units. Appropriate rounding should be made to comply with Section 4 of ASTM E380. 

(Revised March 2003)
SPECIFICATIONS WRITERS’ GUIDE – TABLE OF CONTENTS 

iii

TABLE OF CONTENTS 

CHAPTER 1  SPECIFICATION DEVELOPMENT............................................................ 1

1.1 GENERAL ......................................................................................................................... 1 

1.2 INSTRUCTIONS TO READERS............................................................................................. 1 

1.3 SUBMITTING PROPOSED SPECIFICATIONS FOR CONSIDERATION....................................... 2 

CHAPTER 2  ORGANIZATION OF SPECIFICATIONS .................................................. 3

CHAPTER 3  FORMATTING GUIDELINES...................................................................... 5

CHAPTER 4  WORDING OF SPECIFICATIONS.............................................................. 7

4.1 VOICE AND MOOD ........................................................................................................... 7 

4.2 WORDING ........................................................................................................................ 7 

4.3 WORDS AND PHRASES NOT TO USE ................................................................................. 9 

4.4 SPECIFIC WORDS OR PHRASES ....................................................................................... 10 

4.5 COMPOUND WORDS, HYPHENATION, AND WORD SEPARATION..................................... 12 

4.6 CROSS-REFERENCES AND CITATIONS ............................................................................ 13 

Cross-References within the Standard Specifications .......................................................... 13

Citations................................................................................................................................ 13

CHAPTER 5  LISTS AND TABLES .................................................................................... 15

5.1 LISTS.............................................................................................................................. 15

Wording................................................................................................................................. 15

Capitalization........................................................................................................................ 15

Punctuation........................................................................................................................... 15

5.2 TABLES .......................................................................................................................... 16 

Table Numbers and Titles ..................................................................................................... 16

Referencing Tables................................................................................................................ 17

Table Layout ......................................................................................................................... 17

Table Notes ........................................................................................................................... 17

CHAPTER 6  ADDITIONAL DRAFTING CONVENTIONS........................................... 19

6.1 SHORTENED FORMS: ABBREVIATIONS, ACRONYMS, AND SYMBOLS .............................. 19 

Definitions............................................................................................................................. 19

General Guidelines for Shortened Forms............................................................................. 19

6.2 STYLE FOR MEASUREMENTS.......................................................................................... 20 

6.3 MEASUREMENT SYMBOLS ............................................................................................. 22 

6.4 MATHEMATICAL AND OTHER SIGNS AND SYMBOLS ...................................................... 23 

6.5 RANGES ......................................................................................................................... 24 

Ranges in Text....................................................................................................................... 24

Ranges in Tables................................................................................................................... 25

6.6 MINIMUM, MAXIMUM, MINUTES ................................................................................... 25 

CHAPTER 7  NUMERICAL INFORMATION .................................................................. 27

7.1 NUMERALS VS. WORDS.................................................................................................. 27 
SPECIFICATIONS WRITERS’ GUIDE – TABLE OF CONTENTS 

iv

7.2 TIME AND DATE............................................................................................................. 28 

7.3 MONEY .......................................................................................................................... 28 

7.4 DECIMALS...................................................................................................................... 29 

7.5 FRACTIONS .................................................................................................................... 29 

7.6 DECIMALS VS. FRACTIONS ............................................................................................. 30 

7.7 HYPHENS AND UNIT MODIFIERS .................................................................................... 30 

7.8 COMMAS VS. SPACES ..................................................................................................... 30 

CHAPTER 8  CAPITALIZATION AND PUNCTUATION .............................................. 31

8.1 CAPITALIZATION............................................................................................................ 31 

8.2 PUNCTUATION................................................................................................................ 32 

Serial Commas...................................................................................................................... 32

Closing Quotation Marks...................................................................................................... 32

Letters as Shapes................................................................................................................... 32

Parentheses........................................................................................................................... 32

Hyphens and Dashes............................................................................................................. 33

Hard Spaces.......................................................................................................................... 34

8.3 ITALICS .......................................................................................................................... 35 

APPENDIX A.............................................................................................................................. 37

A.1 SUBMITTAL EXAMPLE FOR PROPOSED SUPPLEMENTAL SPECIFICATION......................... 37 

LIST OF TABLES 

Table 3-1 Formatting Guidelines for FLH Specifications .............................................................. 5 

Table 4-1 Alternatives to Common Wordy Phrases or Negative Words........................................ 8 

Table 4-2 Words and Phrases to Avoid .......................................................................................... 9

Table 4-3 Compound Words, Hyphenated Words, & Word Separation ...................................... 13 

Table 6-1 Signs and Symbols ....................................................................................................... 23 

Table 6-2 Displaying Ranges in Tables........................................................................................ 25

LIST OF FIGURES 

Figure 2-1. Hierarchal Organization of FLH Specifications ......................................................... 3 

COVER PHOTOS: (Top) FP Specifications for 1941, 1957, 1961, and 1969. (Lower Left) FP Specifications for 1974, 1979, 1985, 1992, 1996, 

and 2003. (Lower Right) Carolyn Burg. 
CHAPTER 1 – SPECIFICATION DEVELOPMENT 

1

CHAPTER 1  SPECIFICATION DEVELOPMENT 

1.1 GENERAL 

There are two basic specification types that are developed by writers in Federal Lands Highway 

(FLH): Unique Project Specifications to address a unique requirement for a single project and 

Supplemental Specifications (SS) to be approved for standard use on specified projects. Both 

types of specification are used in the Special Contract Requirements (SCRs) for FLH 

construction projects. For more information, see the FLH Project Development and Design 

Manual (PDDM) Chapter 9.6.9. 

1.2 INSTRUCTIONS TO READERS 

All specifications written either add, delete, or amend the requirements of the FP. In order to 

convey the intent of the revision to the reader, instructions must be given. The following are 

some common instructions for adding, deleting, and amending requirements of the FP: 

(Added Subsection).

Add the following:

Add the following after paragraph (2):

Add the following to the material list:

Delete Section XXX and substitute the following:

Delete this Subsection and substitute the following:

Delete paragraph (2) and substitute the following:

Delete the text paragraph (a) and substitute the following:

Delete Table ###-# and substitute the following:

Amend as follows:

Example:

718.08(b)(2)(c) Delete this paragraph and substitute the following:

(c) Galvanizing after punching ASTM A 653M 

(inside and outside of post) coating Z275 designation 

107.10 Environmental Protection. Add the following:

Do not fuel equipment with in 150 feet of waterways. 

Use “Amend as follows” when more than one instruction is used in a Subsection.
CHAPTER 1 – SPECIFICATION DEVELOPMENT 

2

1.3 SUBMITTING PROPOSED SPECIFICATIONS FOR CONSIDERATION 

Proposed specification changes should first be submitted through Division’s Specification Team. 

Proposed Supplemental Specification to change the FP may then be submitted to any member of 

the FLH Specification Coordination Group (SCG). In addition to the proposed specification and 

instruction to readers, a statement as to when the specification is to be used should be included. 

Example:

Include the following in projects where Superpave hot asphalt concrete pavement design 

is required. 

Also provide a statement describing why the revision is necessary and include any background 

information as appropriate. 

Example:

REASON: At the May 2005 MTT meeting it was decided that the specifications for 

rotational viscosity and mass loss should be deleted and the specifications for bending 

beam rheometer and direct tension changed. 

See Appendix A for a sample proposed specification submittal.
CHAPTER 2 – ORGANIZATION OF SPECIFICATIONS 

3

CHAPTER 2  ORGANIZATION OF SPECIFICATIONS 

Specifications are divided into various Divisions and Sections (see PDDM Subchapter 9.6.9.8).

Each section uses the hierarchy shown below to distinguish varying levels of information. Use 

only as many sublevels as necessary to clearly organize and convey specification requirements. 

Add content-specific headings where possible. 

Left Margin 

Section Title Section ###. — SECTION TITLE 

Main Subsection Header * 

Header

Subsection No. and Title 

XXX.01 Title. Begin Text. The top level of subsections is at full margin 

width. Each successive subordinate level is then indented an additional 1⁄4 

 inch from the left margin. 

First Level (a) Title. Begin Text. The paragraph itself is not further indented. It 

aligns with the subparagraph number.

Second Level (1) Title. Begin Text. The paragraph itself is not further indented. 

It aligns with the subparagraph number.

Third Level (a) Begin Text. The paragraph itself is not further indented. It 

aligns with the subparagraph number.

Fourth Level (1) Begin Text. The paragraph itself is not further 

indented. It aligns with the subparagraph number.

* Main Subsection Headers follow the five part AASHTO format: Description, Material, 

Construction Requirements, Measurement, and Payment.

Figure 2-1. Hierarchal Organization of FLH Specifications 
4
CHAPTER 3 – FORMATTING GUIDELINES 

5

CHAPTER 3  FORMATTING GUIDELINES 

The Standard Specifications contain varying numbers and levels of subordinate sections. This 

format helps achieve a visually appealing document in which information is organized into a 

logical hierarchy that readers can use to quickly find the content they are seeking. 

Table 3-1 summarizes general formatting guidelines regarding font, alignment, indentation, and 

spacing for the various hierarchal levels used in FLH specifications. These guidelines are based 

on the styles used in the FLH Supplemental Specifications and by the FLH Divisions in their 

Library of Specifications (LOS). 

Table 3-1 

Formatting Guidelines for FLH Specifications 

Example Font Alignment Indentation Spacing 

Section ###. — 

TITLE

Times New Roman 

14 pt 

Bold 

Centered None Before: 12 pt 

After: 24 pt 

Subsection Header 

(e.g., Construction 

Requirements) 

Times New Roman 

12 pt 

Bold 

Centered None Before: 12 pt 

After: 12 pt 

XXX.XX Title. Text. Times New Roman 

12 pt 

Bold numbering and 

subsection title only 

Justified None After: 12 pt 

Line Spacing: 

at least 12 pt 

(a) Title. Text. Times New Roman 

12 pt 

Bold numbering and 

subsection title only 

Justified Left: 0.25" After: 12 pt 

Line Spacing: 

at least 12 pt 

(1) Title. Text Times New Roman 

12 pt 

Bold numbering and 

subsection title only 

Justified Left: 0.5" After: 8 pt 

(a) Text. Times New Roman 

12 pt 

Italicized lettering, 

not bold. 

Justified Left: 0.75" After: 8 pt 

(1) Text. Times New Roman 

12 pt 

Italicized 

numbering, not 

bold. 

Justified Left: 1.0" After: 8 pt 

Note that the FP is also set with top and bottom margins of 0.8 inches, and inside and outside 

(mirror) margins of 0.5 inches.
6
CHAPTER 4 – WORDING OF SPECIFICATIONS 

7

CHAPTER 4  WORDING OF SPECIFICATIONS 

4.1 VOICE AND MOOD 

A specification’s goal is to be specific. Constructing sentences using the active voice and 

imperative mood is the most efficient way to give a command, direction, or instruction, but is not 

appropriate for every situation. In writing specifications for FLH, follow these guidelines: 

1. Use the active voice and imperative mood to convey instructions to the contractor. This 

style is most appropriate for conveying contractor responsibilities in the Material, 

Construction Requirements, and Measurement subsections of an FLH specification. 

Examples (Instructions to Contractor):

Scarify gravel roads to a minimum depth of 6 inches. 

Clear the area of vegetation and obstructions according to Sections 201 and 203. 

2. Use the active voice and indicative mood when it is necessary to clarify the party 

responsible for the action. This can occur when both Government/CO and Contractor 

responsibilities are discussed in the same sentence and for optional or alternative actions 

on the part of either the Contractor or Government (that is, discretionary clauses using 

may).

Examples (Active Voice to Clarify Responsible Party):

The Government and the Contractor will agree to the negotiated price. 

The CO may order the performance of the work to be stopped. 

3. When stating a fact as opposed to directing an action, the indicative mood is most 

appropriate. The Description subsections of an FLH Standard Specification are typically 

written in indicative mood. 

Examples (Indicative Mood to State Facts):

This work consists of constructing mechanically-stabilized earth walls. 

The plans indicate limits of disturbance. 

4.2 WORDING 

The most accurate, direct way to state a requirement is affirmatively. Positive sentences are 

typically shorter and easier to understand than their negative counterparts — People typically 

prefer to be told what to do, instead of what they cannot do. 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

8

For example, 

Do not use material from a source that is unacceptable to the Government.

could be stated more simply as, 

Only use material from approved sources. 

Similarly, phrases are wordy when they can be replaced with fewer words that convey the same 

meaning. Needless words add clutter and can hinder a reader’s ability to grasp what is 

important. 

Table 4-1 suggests some alternatives to common wordy phrases and negative words. 

Table 4-1 

Alternatives to Common Wordy Phrases or Negative Words

Instead of: Consider: Instead of: Consider: 

a minimum of at least in lieu of instead of 

a number of some in many cases often 

absolutely essential essential in many instances sometimes 

aforementioned the, that, those in order to to 

as concerned with concerns in the amount of for 

as may be necessary as needed in the event of if 

as stated in states in the event that if, when 

at a later date later in the near future soon 

at the option of the contractor the contractor may in such a manner as to so as to 

at the present time now initiate start 

by means of by is applicable to applies to 

capability can is hereby authorized may 

cease and desist stop is indicative of shows 

commence start make payment pay 

consequently so make preparations for prepare for 

contract requirement contract make use of use 

cost thereof cost of methodology method, way 

does not have lacks not able unable 

does not include excludes, omits not accept reject 

due to the fact that because not certain uncertain 

enclosed herewith enclosed not less than at least 

endeavor try not many few 

for a period of for not often rarely 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

9

Table 4-1 

Alternatives to Common Wordy Phrases or Negative Words

Instead of: Consider: Instead of: Consider: 

for the purpose of for, to not unlike similar, lacks 

free from without not the same different 

give consideration to consider not...unless only if 

give recognition to recognize not...except only if 

heretofore until now not...until only when 

however but on a quarterly basis quarterly 

if the contractor so elects the contractor may on a regular basis regularly 

Impracticable impractical practicable practical 

in a manner such that so that prior to before 

in a timely manner promptly, on time subsequent to after 

in accordance with according to successfully complete complete 

in advance of before terminate end 

in an effort to to the month of June June 

4.3 WORDS AND PHRASES NOT TO USE 

Many of the words or phrases in Table 4-2 confuse readers, do not add meaning, or introduce 

passages that are unnecessary because the same information is covered elsewhere in the 

specifications (for example, in the General Requirements). 

Table 4-2 

Words and Phrases to Avoid 

Aforesaid hereinbefore 

and/or in a workmanlike manner 

as per in accordance with these specifications 

at the Contractor’s expense latter 

authorize and direct means and includes 

care shall be taken necessary and desirable 

Department (use Government) neither...nor 

Engineer (use Contracting Officer or CO) order and direct 

entirely pertinent 

etc. shall function as intended 

former special attention of the Contractor 

full and complete subsidiary 

herein the attention of the Contractor is directed 

to... 

hereinafter 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

10

4.4 SPECIFIC WORDS OR PHRASES 

Use the following words and phrases in the appropriate context. 

Accept vs. Approve. In a document with legal consequences, such as the Standard 

Specifications, accept and approve have a difference in meaning that is important to 

recognize and preserve. 

To accept is to recognize an obligation to pay, and is used in the context of, or in reference 

to, contracts. To avoid misunderstanding, reserve accept and related forms, such as 

acceptance and acceptable, for use in reference to the contract between the Government and 

the Contractor. 

In contrast, to approve is to confirm agreement with, or to indicate satisfaction with, a 

situation or circumstance. Use approve and related forms, such as approval, to indicate 

official sanction or endorsement of designs, documents, plans, or processes. 

All vs. Any. Any and all should not be used interchangeably. All refers to the entire amount, 

whereas any is a limited number selected at the discretion of the reader. In most situations 

involving specified requirements, all is the more appropriate word. 

Restrict the use of any to those logical situations in which meeting one criterion among 

several is enough to satisfy a condition. 

Amount vs. Quantity. Use amount when money is the subject. Use quantity when volume, 

mass, or other unit of measurement is the subject. 

And/Or. This construction is both awkward and confusing. Write A, B, or both, not A and/or B.

Appropriate vs. Pertinent. Use appropriate (instead of pertinent) for stating or attaching 

relevant information.

As approved by the CO. Often this phrase is not necessary as the General Requirements have 

already established the CO’s authority over the job. However, a variant of the phrase – The

Contractor shall obtain the CO’s approval before – is often quite useful to ensure that the 

Contractor consults with the CO at a critical decision point or before proceeding from one 

stage to another in a multi-step process. 

At no additional cost to the Government. Use at no additional cost to the Government instead 

of at the Contractor’s expense. The Government cannot insist that the Contractor pay for 

something (because the Contractor might well turn to another source to cover a cost), but it 

can indicate that the Government will not pay.

Bidder vs. Contractor. Bidder is reserved for use in General Requirements related to bid 

procedures, the Notice to Bidders, press releases, amendments, and other similar purposes. 

In general, use Contractor in the specifications. 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

11

Contracting Officer vs. Engineer. Refer to the Contracting Officer or CO, not to the Engineer.

The Federal Acquisition Regulations define the CO as including all the CO’s representatives. 

Each vs. Either. Use either only when a choice is implied; otherwise, use each.

Ensure vs. Insure vs. Assure. These are three different verbs with three different meanings. 

The correct word in specifications will almost always be ensure, which means “to make 

sure.”

Only use insure when speaking of financial protection of the sort offered by insurance 

companies. Misusing insure can create or suggest an obligation vastly different from that 

which is intended. 

Use assure only when giving reassurance to another person. Assure will rarely be the right 

word in a specification. 

May. Use may when either the Contractor or Government is the subject and either or both have 

options or alternatives. Use may instead of exercise its option to, reserve the right to, or 

similar phrases that simply describe a party’s choice or prerogatives. 

Per. Use per when describing a rate or ratio. To avoid confusion, do not use per in the sense of 

according to.

Plans vs. Drawings. The FP makes a distinction between these terms when dealing with 

graphical design content. Plans are prepared by the Government and drawings are prepared 

by the Contractor. 

However, based on context, plan could also refer to a document provided by the Contractor 

to describe a particular program (for example, a blasting plan, quality control plan, erosion 

and sedimentation control plan). 

Provide vs. Furnish. Though similar, these words are not identical in meaning. Provide has a 

broader meaning, which is “to supply or make available.” In contrast, furnish means “to 

equip.”

Use provide when requiring a contractor to supply an item; because this is usually the 

intention in a specification, provide is usually the better choice of the two words. 

When the intention is to additionally require that a contractor not only provide an item but 

also do something with it, couple provide with such additional verbs as use, place, or install.

Provide and Place vs. Construct. Provide (or furnish) and place should generally be reserved 

for items that are prefabricated. Construct should be used for items that are built or 

assembled in the field. 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

12

Section vs. Subsection. Use Section when referring to a section within the FP in its entirety (for 

example, Section 109). Use Subsection to refer to specific clauses (for example, 

Subsection 109.02) within a section. 

Shall vs. Will. The term shall indicates an obligation to act and is reserved for Contractor 

responsibilities. (Use the imperative mood, active voice to avoid the use of shall.)

The term will is used to indicate an anticipated future action or result and is reserved for 

actions and responsibilities of the Government and Contracting Officer.

That vs. Which. Do not use that and which interchangeably. That is properly used to introduce 

information essential to the meaning of a sentence. Which introduces nonessential 

information. That will be the right word choice in a specification more often than which, for 

the simple reason that specifications express essential requirements. 

Use the following rules to decide if a clause should start with that or which:

x If you can drop the clause and not lose the point of the sentence, use which. If 

dropping the clause would change the meaning of the sentence, use that.

x A which clause goes inside commas, a that clause does not. 

When vs. Where vs. If. These words are not interchangeable; a writer’s precision will be 

improved by reserving each for its most appropriate use. When refers to time. Where refers 

to place. If, among its many uses, introduces a conditional clause or sentence. 

Use when in discussions about time or chronology. The presence of words about time, 

periods of time, dates, or duration are clues that point to when as the appropriate choice.

Another clue is that before or after can often replace when without changing the meaning of 

the sentence. 

Use where to discuss or refer to a physical place, location, or area. 

Use if to introduce, or as part of, an If A, then B sentence. Do not use when or where for this 

purpose.

4.5 COMPOUND WORDS, HYPHENATION, AND WORD SEPARATION 

English changes over time and words that are commonly used together tend to migrate, first 

staying paired but separate, then finding frequent use with a linking hyphen, then joining 

eventually into a single word. 

It can be hard to know where a word pair or phrase is in this progression. Table 4-3 shows some 

common combinations as they should be used in FLH specifications. 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

13

Table 4-3 

Compound Words, Hyphenated Words, & Word Separation

Instead of: Use:

air entraining air-entraining 

center line centerline 

cross section cross-section 

guard rail guardrail 

job mix job-mix 

multi-lane multilane 

pre-construction preconstruction 

right of way right-of-way 

sub-base subbase 

worksite work site 

4.6 CROSS-REFERENCES AND CITATIONS 

Cross-References within the Standard Specifications 

Cross-references are useful to reduce repetition and to eliminate possible conflicts and 

ambiguities. 

Examples:

Backfill according to Subsection 209.10(b). 

Follow the requirements of FAR Clause 52.214-18 Preparation of Bids — Construction. 

Citations

1. Treat the titles of separately issued and handled forms, certificates, standards, and similar 

documents as complete publications and italicize the title. Do not use quotation marks. 

Use the appropriate punctuation required by the sentence overall. (If, for example, the 

word Form and the form’s number accurately identify a document, the title is providing 

supplementary information and should be set off by commas.) 

Examples:

Maintain a Log of Work Related Injuries and Illnesses, OSHA Form 300, and make it 

available for inspection. 

Submit written job-mix formulas with Form FHWA 1641 for approval at least 28 days 

before production. 
CHAPTER 4 – WORDING OF SPECIFICATIONS 

14

2. When specifying standards or test methods, identify them by their identification number 

such as ASTM A 307, AASHTO T 27, AASHTO M 31M, or Federal Specification TT-P641. Do not include the year in the identification number. A reference made to a 

specification, standard, or test method adopted by AASHTO, ASTM, GSA, or other 

recognized national technical association, refers to the approved procedures that were in 

effect on the date of the contract solicitation. (For example, when specifying AASHTO 

T 27-93 use AASHTO T 27 and drop the “-93” that indicates the specification adopted 

for use in 1993.) An “M” after the standard number indicates a metric specification and 

should be included in the reference. 

 Refer to a national reference standard by the name of the issuing organization, followed 

by a space, and then the letter and the number of the standard. Place a hard (nonbreaking) space between the letter and number of the standard. 

 Refer to the issuing organization’s website to verify that the cited standards are current. 

Examples:

Determine the 7-day unconfined compressive strength of the 3 mixtures according to 

ASTM D 633, method A. 

Determine the in-place density and moisture content according to AASHTO T 310. 
CHAPTER 5 – LISTS AND TABLES 

15

CHAPTER 5  LISTS AND TABLES 

5.1 LISTS 

Vertical lists are often the best way to present multiple items, conditions, options, and 

exceptions.

As used in the FP, lists generally follow a hierarchal scheme similar to that described in 

Chapter 2, the exception being the exclusion of a heading title for each list item. Otherwise, list 

items follow the same font, alignment, spacing, and indentation guidelines as provided in 

Table 3-1. 

Wording

To incorporate vertical lists into a specification: 

1. Use a lead-in sentence punctuated with a colon to introduce the list items and to indicate 

the meaning or purpose of the list. If possible, explicitly identify in the lead-in sentence 

whether one, more than one, or all of the items apply. For example, 

x To indicate an OR situation, use “...one of the following:” when only one item 

applies. 

x To indicate an AND/OR situation, use one of the following: 

o “...one or both of the following:” when one or two items apply in a list of two. 

o “...one or more of the following:” when more than one item can apply 

individually.

o “...one or a combination of the following:” when items can be combined. 

x To indicate an AND situation, use “...all of the following:” to indicate that all items 

apply.

2. Ensure that each item in the list fits grammatically with the lead-in sentence. 

3. Make list items parallel in phrasing. 

Capitalization 

Capitalize the first letter of the first word of each list item. 

Punctuation

The lead-in phrase introducing a list should be followed by a colon. 

In a series consisting of three or more simple items, separate the items with semicolons (;) and 

place a period at the end of the last item. Following the second to last item in the list, include the 

word and or or as appropriate. 
CHAPTER 5 – LISTS AND TABLES 

16

Example:

Within 24 hours, furnish inspection reports to the CO that include all of the following: 

(a) Summary of the inspection; 

(b) Names of personnel making the inspection; 

(c) Date and time of inspection; 

(d) Observations made; and 

(e) Corrective action necessary, action taken, and date and time of action. 

If the list items are complete sentences, punctuate each item with a period. 

Example:

(b) Tabulated schedule. All of the following apply to the tabulated schedule: 

(1) For arrow diagrams, show activity beginning and ending node numbers. For precedence 

diagrams, list activities and show lead or lag times. 

(2) Show activity durations. 

(3) Show activity descriptions. 

(4) Show early start and finish dates. 

(5) Show late start and finish dates. 

(6) Show status (critical or not). 

(7) Show total float. 

5.2 TABLES 

Tables are an effective method of summarizing and communicating requirements. General 

conventions regarding tables are provided below. 

Table Numbers and Titles 

Each table should have a unique number. Precede the number with the word Table. Begin the 

number with the Standard Specification section number in which the table appears, followed by a 

dash and the sequential number of the table within the section, starting with the numeral 1. 

Begin renumbering with each new section. 

On the line following the table number, provide a distinct table title that conveys the contents 

included in the table. Capitalize the first letter of significant words in the title. Do not place a 

period at the end of the title. 

Use bold typeface and center alignment for table numbers and titles. The table number and title 

should precede the table itself. 
CHAPTER 5 – LISTS AND TABLES 

17

Referencing Tables 

In text, introduce tables by referring to their number. Introductory phrases such as “the 

following table” or similar terms are not necessary. 

Example:

Provide the minimum compressive strengths shown in Table 213-1. 

Table Layout 

Center the table, number, and title horizontally on the page. Do not allow tables to exceed the 

margins of the paper. Note that tables containing sampling and testing requirements (see, for 

example, Table 204-1) are typically rotated 90 degrees to allow them to fit on a page that has 

portrait orientation. 

Table Notes 

Place notes to a table immediately after the table to which they belong. Align notes flush with 

the table’s left edge. Notes are in 10-pt Times Roman font. 

General notes apply to the table as a whole. Introduce general notes with the word Note set in 

bold and followed by a colon. 

Example:

Table 259-2 

Proof Test Load Schedule 

Test Load Increment Hold Time 

(minutes) 

AL (0.05DTL max.) Until stable 

0.25DTL Until stable 

0.50DTL Until stable 

0.75DTL Until stable 

1.00DTL Until stable 

1.25DTL Until stable 

1.50DTL (maximum load) See below 

Note: AL = Alignment load; DTL = Design test load. 

Notes on specific parts of the table are introduced by a number, placed within parentheses, that 

refers to a numeric superscript within parentheses placed in the table. 
CHAPTER 5 – LISTS AND TABLES 

18

Example:

Table 213-1 

Subgrade Stabilization Strengths 

Stabilization 

Mixture

Test

Procedure

Minimum

Compressive Strength 

Lime/Soil ASTM D 5102 100 pounds / square inch (1)

Lime/Fly ash/Soil ASTM C 593 400 pounds / square inch (2)

Cement/Soil ASTM D 1633 400 pounds / square inch (2)

(1) 28-day cure. 

(2) 7-day cure followed by vacuum saturation. 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

19

CHAPTER 6  ADDITIONAL DRAFTING CONVENTIONS 

6.1 SHORTENED FORMS: ABBREVIATIONS, ACRONYMS, AND SYMBOLS 

Definitions

Abbreviations, acronyms, and symbols are shortened forms of longer words, names, or 

expressions. Each of these short forms differs from the others in formation and usage. 

Abbreviations. Shortened forms of a single word or phrase, usually followed by a period and 

often including lowercase letters. 

Examples:

etc., min., max. 

Acronyms. Shortened forms, often initialisms, that can be pronounced as a word. Do not use 

periods in an acronym. 

Examples:

AASHTO and OSHA 

Symbols. Free-standing characters, letters, or signs with unique agreed-on meanings. Do not 

treat or punctuate symbols as if they were abbreviations. Use a space before and after a 

symbol; do not precede a symbol with a hyphen or follow with a period. 

Example:

kg, m3

General Guidelines for Shortened Forms 

As a general principle, shortened forms should be used as much for the convenience of the reader 

as of the writer. Adherence to the guidelines presented below will help prevent shortened forms 

from burdening the reader. 

1. Be consistent in the use of short forms. Distinct short forms used repeatedly in FLH 

specifications are listed in Section 101.03 of the Standard Specifications. The accepted 

forms of more widely used abbreviations can be found in Chapter 14, “Abbreviations,” of 

The Chicago Manual of Style or Chapters 9 and 10, “Abbreviations and Letter Symbols” 

and “Signs and Symbols,” of the United States Government Printing Office Style Manual, 

2000.

 If a shortened form is defined in Section 101.03, such as PVC for polyvinyl chloride, it is 

not necessary to precede the shortened form with the complete name in the specifications. 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

20

2. Before introducing a shortened form not listed in Section 101.03 of the FP, write out the 

complete name or phrase at the first usage, followed immediately with the shortened form 

in parentheses. When the word or phrase contains common nouns and adjectives, use 

lowercase letters in the full words and capital letters in the short form. 

3. Do not introduce a shortened form that will not be reused in the same section; instead, 

simply write the words out. When reintroducing a short form in another section, write 

out the complete name or meaning, followed by the short form in parentheses, at the first 

usage.

4. Do not put an abbreviation or acronym in a title unless it is a well known, universally 

familiar form. 

5. Use the indefinite article an before abbreviations and acronyms that are pronounced as if 

they begin with a vowel. If the short form begins as though pronounced with a 

consonant, use a.

6. Form plural short forms by adding the lowercase letter s. Do not use an apostrophe. For 

example, the plural for the abbreviation for number, No., is Nos. not No’s. 

6.2 STYLE FOR MEASUREMENTS 

Measurements describe quantities and consist of a numeric value and a unit of measure. General 

conventions regarding the use of measurements in the Standard Specifications are provided 

below.

1. Use numerals for the value of measurement. Provide a hard space, as described in 

Section 8.2, between the numeral and measurement unit. A hard space prevents the 

number and symbol from becoming separated across lines of text. 

Example:

Correct Incorrect 

Cover the top layer of buried 

debris with at least 1 foot of 

compacted earth. 

Cover the top layer of buried 

debris with at least one foot of 

compacted earth. 

2. For units of measure provided in text (as opposed to tables), write the full word instead of 

using symbols or abbreviations (with the exception of temperature measurement). In 

tables, symbols may be used. 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

21

Example:

Correct Incorrect 

Construct at intervals not 

exceeding 20 feet. 

Construct at intervals not 

exceeding 20 ft.

Apply the asphalt sealant to 

the pavement surface at a rate 

of 0.20 to 0.30 gallons per 

square yard. 

Apply the asphalt sealant to 

the pavement surface at a 

rate of 0.20 to 0.30 gal/yd2

.

3. For temperature, use the degree symbol and the abbreviation for Fahrenheit and Celsius. 

Provide a hard (nonbreaking) space between the numeral and symbol. Provide no space 

between the degree symbol and the temperature abbreviation (for example, 7 °C, 100 °F). 

Example:

Apply asphalt at a temperature between 150 and 175 °C. 

4. For angular measurement, write out the word degree (for example, 90-degree angle to the 

vertical).

Example:

Place elongated pipes with major axis within 5 degrees of vertical. 

5. Names of basic and derived units of measurement are always lowercased even it they are 

derived from a personal name (for example, newton, hertz, pascal). 

Example:

Four roller passes of a vibratory roller having a minimum dynamic force of 

180 kilonewtons impact per vibration and a minimum frequency of 16 hertz. 

6. Use plural forms as necessary (for example, 1 foot vs. 2 feet; 1 meter vs. 2 meters). 

Examples:

Place bed course material in layers not exceeding 4 inches in compacted thickness. 

7. To indicate dimensionality, use the word by not the multiplication cross symbol (x). 

Example:

Limit drawings to a maximum size of 610 by 920 millimeters. 

8. When measurements are used as adjectives, connect the numeric value and the unit of 

measure with a hyphen (see Section 7.7). 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

22

6.3 MEASUREMENT SYMBOLS 

Measurement symbols (for example, ft, lb, in, min) are to be used in tables and figures only. To 

use measurement symbols properly in tables: 

1. Do not follow measurement symbols with a period unless dictated by placement at the 

end of a sentence. Measurement symbols are not abbreviations. 

2. Do not add an s to form a plural. The symbol remains the same whether the quantity is 

one or many. 

Examples:

Correct Incorrect 

2 lb 2 lbs 

24 h 24 hrs 

3. Type a space between the quantity and the symbol. 

Examples:

1 lb, 2 ft, 60 °F 

4. Precede symbols only with numerals, never words. 

Example:

Correct Incorrect 

2 ft two ft 

5. Do not mix symbols and names in the same expression. 

Example:

Correct Incorrect 

ft/s feet/s 

feet per second feet/second 

6. Print symbols and quantities in normal, upright (roman) type regardless of surrounding 

text.

Example:

Correct Incorrect 

2 ft 2 ft 

7. Do not use symbolic representations. 

Example:

Correct Incorrect 

2 ft 2' 

6 in 6" 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

23

6.4 MATHEMATICAL AND OTHER SIGNS AND SYMBOLS 

Use signs and symbols as shown in Table 6-1: 

Table 6-1 

Signs and Symbols 

Use in ...

Sign or 

symbol Meaning Tables only

Text and 

tables

 Plus 9

 Minus 9

r plus or minus 9

 equal to 9

 less than 9

d less than or equal to 9

! greater than 9

t greater than or equal to 9

u multiplied by; dimensional indicator 9

P 10–6 ("micro") 9

q degree (for temperature) 9

§ Section 9

— em dash 9

– en dash 9

: ratio; proportionality 9

$ U.S. dollar 9

/ Per 9

% Percent 9

Note: When using mathematical and other signs and symbols in text (as opposed to in tables or 

table footnotes), use words for the quantitative relationships indicated in Table 6-1. 

Example:

Correct Incorrect 

When installing culvert pipe 

less than or equal to 48 inches 

in diameter... 

When installing culvert pipe 

< 48 inches in diameter... 

When the centerline curve 

radius is greater than 500 

feet...

When the centerline curve 

radius is > 500 feet... 

Use a colon for slope notation (vertical : horizontal). For slopes flatter than 1V:1H, express the 

slope as the ratio of one unit vertical to a number of units horizontal. For slopes steeper than 

1V:1H, express the slope as the ratio of a number of units vertical to one unit horizontal. 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

24

6.5 RANGES 

A range is defined by two endpoints. The endpoints may be inside and part of the range, or 

outside and excluded from the range. 

Whether in text or in tables, when defining a series of related ranges that together describe a 

complete set of possibilities, ensure that no number or measurement can fall in more than one 

range. That is, make the ranges mutually exclusive. 

Example: One large range (0 to 750 millimeters) is divided into three mutually exclusive 

ranges by two internal endpoints (250 and 500 millimeters) that fall into the first and 

second ranges, respectively, and cannot fall elsewhere. 

Correct: From 0 to 250 millimeters; over 250 to 500 millimeters; and over 500 to 

750 millimeters. 

Incorrect: From 0 to 250 millimeters; 250 to 500 millimeters; and 500 to 

750 millimeters. 

Ranges in Text 

In text, indicate a range that includes the endpoints by using the words from and to. The words 

inclusive or minimum and maximum may be added as appropriate to enhance clarity. Do not use 

a dash to indicate a range ( – ), as this can too easily be confused with a minus sign. 

Indicate a range from which the endpoints are to be excluded by using the words between and 

and. Most such ranges will be defined by discrete physical objects or boundaries, rather than by 

numeric measurements. 

Avoid using between and and with measurements because this wording leads to uncertainty over 

how close the range should approach the endpoints. Between 25 qC and 30 qC, for example, 

could mean from 26 qC to 29 qC, or it could mean from 25.1 qC to 29.9 qC — the wording is 

uncertain.

Examples:

Provide an accurate and calibrated thermometer having a range from 200 to 600°F in 5 °F 

graduations.

Limit joint widths from 1 inch minimum to 2 inches maximum. 

Take roadway cross-section data between the centerline and the new slope stake location. 
CHAPTER 6 – ADDITIONAL DRAFTING CONVENTIONS 

25

Ranges in Tables 

As best warranted to ensure clarity, ranges may be described in tables using symbols only, words 

only, or with both words and symbols. However defined, do not create adjoining ranges with 

shared endpoints. 

Table 6-2 compares the use of these three methods to divide a range from 0 to 100, inclusive, 

into four contiguous smaller ranges. 

Table 6-2 

Displaying Ranges in Tables 

Symbols only 

Symbols and words 

combined Words only 

d 25 d 25 25 or less 

!25 – 50 !25 to 50 over 25 to 50

!50 – 75 !50 to 75 over 50 to 75 

!75 – 100 !75 to 100 over 75 to 100 

6.6 MINIMUM, MAXIMUM, MINUTES 

In text, spell out the words minimum and maximum in full or use alternatives such as at least or 

no more than.

Examples:

The minimum number required to perform a statistical evaluation is 3. 

The maximum obtainable pay factor with 3, 4, or 5 samples is 1.01. 

In tables or lists, minimum and maximum values may be indicated by using their abbreviated 

forms (min. and max.). In some cases, the better alternative would be to use the symbol (>) to 

indicate a minimum and (<) to indicate a maximum. This would help prevent confusion between 

the abbreviation for a minimum value (min.) from the measurement symbol for minutes (min). 

Example:

Ductility, 25 oC, 50 mm/min, AASHTO T 51 40 mm min. 

Or better:

Ductility, 25 oC, 50 mm/min, AASHTO T 51 > 40 mm 
26
CHAPTER 7 – NUMERICAL INFORMATION 

27

CHAPTER 7  NUMERICAL INFORMATION 

7.1 NUMERALS VS. WORDS 

1. Use numerals for measurements, sizes, and critical or precise quantities. 

Example:

Correct Incorrect 

a depth of 5 meters a depth of five meters 

at least 10 days at least ten days 

wrapped 11⁄2 turns wrapped one and one-half turns 

2. Use numerals when cross-referencing sections and other parts of the specifications or 

similar sources. 

Example:

Federal Acquisition Regulation (FAR), Title 48, Code of Federal Regulations, Chapter 15 

3. Use words for quantities or values equal to or less than ten that do not modify 

measurements, sizes, or other critical or precise quantities. 

Examples:

A divided highway has two or more roadways. 

Where there are more than five thicknesses... 

4. Use numerals for values greater than ten. 

5. Use words for numbers at the beginning of a sentence; if a number greater than ten 

appears at the beginning of a sentence, reorder the sentence if possible. 

Examples:

Eight hours of labor constitutes a full day of work. 

Thirty minutes before installation, begin preparing the material. 

Or:

Begin preparing the material 30 minutes before installation. 

6. When quantity and size are expressed together, always use words for the quantity and 

numerals for the size. 

Example:

Prepare ten 150-millimeter by 300-millimeter concrete cylinders... 
CHAPTER 7 – NUMERICAL INFORMATION 

28

7. Be consistent. Within the same context, treat similarly all numbers that refer to the same 

category of things. 

Example:

Thirty minutes before starting, and again sixty minutes later ... 

7.2 TIME AND DATE 

1. Use the words noon and midnight to indicate twelve o’clock. Do not use the numeral 12 

followed by a word or abbreviation. 

Example:

Day — Each and every day shown on the calendar, beginning and ending at midnight. 

2. Use numerals for clock times. Keep zeros when describing times “on the hour.” Use the 

standard 12-hour system, with all numerals accompanied by the appropriate a.m. or p.m. 

designation (using lower-case letters, followed by periods); leave a space between the 

numeral and abbreviation but no spaces inside the abbreviation. Do not use the 

abbreviation o’clock.

Examples:

9:00 a.m., 10:30 p.m 

3. Use words (written in full) for the names of months and numerals for days of the month 

and years. Do not use ordinal designators (for example, th and rd) in dates. 

Examples:

on June 15 

from May 1 to September 30 

4. Use numerals with an ordinal designator to specify a fixed number of days from an event 

or starting point. 

Examples:

on the 15th day following receipt 

the 21st day of the month 

7.3 MONEY 

Use numerals for monetary amounts. Use commas according to Subsection 7.8. Do not include 

the decimal and zeros for cents when amounts are in whole dollars; do not leave a space between 

the dollar sign ($) and the numeric value. 

Examples:

The Government’s share will not exceed $5,000. 
CHAPTER 7 – NUMERICAL INFORMATION 

29

No progress payment will be made in a month in which the work accomplished results in 

a net payment of less than $1,000. 

7.4 DECIMALS 

1. Express decimals in numerals, not words. 

Example:

Correct Incorrect 

0.1 one-tenth 

2. A decimal should always have numerals on both sides. 

Example:

Correct Incorrect 

0.1 .1 

3. Use decimals, not fractions, in metric expressions. 

Example:

Correct Incorrect 

8.5 kg 81⁄2 kg 

7.5 FRACTIONS 

1. Use numerals for mixed numbers; do not leave a space between the whole number and 

fraction.

Example:

Over 1 to 11⁄2 

Some fractions are available through word processing software. Format other fractions 

by using the superscript/subscript commands and the fraction slash.. 

Examples:

7

/11, 13/22, 11/33

2. Use words for simple fractions that do not describe a measurement or a precise quantity, 

for fractions that stand alone, and for fractions that come before the words of a or of an.

Connect the numerator and denominator with a hyphen. 

Examples:

Replace the pile cushion if it is compressed more than one-half of its original thickness or 

it begins to burn. 

Do not remove mortar beyond one-third the diameter of the coarse aggregate. 
CHAPTER 7 – NUMERICAL INFORMATION 

30

7.6 DECIMALS VS. FRACTIONS 

1. Use decimals, not fractions, in metric expressions. 

2. Follow industry convention to choose between decimals or fractions in U.S. customary 

units.

Example:

Correct Incorrect 

Leave the cut end at least 1/8 inch above 

the base. 

Leave the cut end at least 0.125 inch 

above the base. 

7.7 HYPHENS AND UNIT MODIFIERS 

When a numeral and measurement unit work together to describe something else (usually an 

object or material, like a pipe, bolt, or board), they are acting as a single word, or adjective, 

called a unit modifier.

Examples:

Scarify to a 6-inch depth. 

Use a 10-foot metal straight edge... 

Use the same structure in more complex unit modifiers (that is, in phrasings with multiple 

adjectives working together to describe a single object). 

Examples:

25-millimeter-diameter rod 

2-meter-long plank 

7.8 COMMAS VS. SPACES 

In dollar figures, use commas in expressions with four or more digits (that is, amounts greater 

than $999). 

Examples:

$800; $1,000; $10,000; $2,000,000. 

In measurements, use commas in numeric values with five or more digits (that is, quantities 

greater than 9999). 

Examples:

temperature of 2000 °F 

10,000 pounds per square inch 

1000-volt megger 
CHAPTER 8 – CAPITALIZATION AND PUNCTUATION 

31

CHAPTER 8  CAPITALIZATION AND PUNCTUATION 

8.1 CAPITALIZATION 

Capitalize the following words or categories of specific names and things: 

1. ACRONYMS (see Section 6.1); 

2. Titles of documents and forms; 

Examples:

Inspector’s Daily Record of Construction Operations (Form FHWA 1413) 

OSHA Form 300 

3. Laws and legislative acts; 

Example:

Clean Air Act 

4. References to divisions, sections, subsections, tables, and figures in the Standard 

Specifications; 

Examples:

... as provided in Subsection 106.07 

... as shown in Tables 401-1 and 703-12 

5. Proper nouns; and the 

6. Common nouns identified below: 

x Contractor;

x Government; 

x Contracting Officer or CO; and 

x Division, Section, Subsection (when referring to a numbered portion of the Standard 

Specifications). 

Do not capitalize the following terms unless required by sentence structure or formatting 

conventions (for example, the first word in a sentence, first item in a list, subsection header): 

x contract;

x inspector; 

x state;

x agency;

x fabricator; and 

x manufacturer. 
CHAPTER 8 – CAPITALIZATION AND PUNCTUATION 

32

8.2 PUNCTUATION 

Serial Commas 

In a series of three or more elements, separate the elements with a comma. Use a comma before 

the conjunction (and or or) joining the last two elements of the series. 

Examples:

Shoring, bracing, and cofferdams will be evaluated under Subsections 106.02 and 106.04. 

This work consists of processing and incorporating lime, lime/fly ash, or hydraulic 

cement into the upper layer of a subgrade. 

Closing Quotation Marks 

Place periods and commas required by a sentence inside closing quotation marks, regardless of 

whether the period or comma is part of the quoted matter. 

Examples:

Use strands having similar properties, from the same source, and having the same “twist” 

or “lay.” 

Carefully pack and adequately ventilate plants to prevent “sweating.” 

The measured torque at a tension “P,” after exceeding the turn test tension required in....... 

Letters as Shapes 

Type letters used as shapes in regular Times New Roman font. Do not use quotes around the 

letter. Link the letter and following word with a non-breaking hyphen. 

Examples:

H-pile, O-ring, U-bolts, U-shaped staples 

Parentheses 

Use parentheses to insert and set off additional information relevant to the sentence. 

Examples:

Any material misstatement by the surety, overstatement of assets (either as to ownership 

or value) or understatement of liabilities is cause for rejection of the surety. 

A lot containing an unsatisfactory percentage of non-specification material (less than 1.00 

pay factor) is accepted provided the lowest single pay factor has not fallen into the reject 

portion of Table 106-2. 
CHAPTER 8 – CAPITALIZATION AND PUNCTUATION 

33

Parentheses can be particularly useful to show related information in long or complicated 

sentences, or in sentences with many commas or other punctuation. 

Example:

Drawings include, but are not limited to, layouts that show the relative position (vertical 

and horizontal as appropriate) of work to be performed, fabrication details for 

manufactured items and assemblies, installation and erection procedures... 

Place commas, semicolons, periods, or other punctuation that the main sentence might need after

the closing parenthesis mark. Do not use brackets — [ ] — or french brackets — { } — in place 

of parentheses; reserve brackets for mathematical formulas and equations. 

Hyphens and Dashes 

Although they appear relatively similar, the following are four distinct typographic characters, 

each with its own uses: 

hyphen: - en dash: – em dash: — minus sign: 

Hyphen

The shortest of the four characters is the hyphen, which is produced directly from the keyboard. 

Use the hyphen to hyphenate two words in a compound adjective or words with a hyphenated 

prefix. Do not use a hyphen to indicate a numeric range, to connect a measurement symbol with 

a numeral, or as a minus sign. 

Examples:

two-way 

pneumatic-tired rollers 

12-inch layer 

En Dash 

Use the en dash in tables to indicate a numeric range (in MSWord select Insert, Symbol, Special 

Characters). 

Em Dash 

Use the em dash in section headers, in definitions, and in tables to designate empty cells (in 

MSWord select Insert, Symbol, Special Characters). 

Examples:

Section 101. — TERMS, FORMAT, AND DEFINITIONS 

Award — The written acceptance of a bid by the CO. 
CHAPTER 8 – CAPITALIZATION AND PUNCTUATION 

34

Minus Sign 

Use the minus sign in mathematical formulas and with numerals to show negative values. 

Example:

temperature range of from 40 to 74 °C 

Hard Spaces 

Use a nonbreaking (hard) space to hold together parts of a measurement, dimension, or phrase 

that could cause confusion if allowed to separate at a line break (in MSWord select Insert, 

Symbol, Special Characters). 

Use a hard space: 

x between a numeral and an accompanying word (for example, July 4); 

x between numerals and units (for example, 5 meters); 

x between numerals and the word percent (for example, 90 percent) 

x between the words Section and Subsection and an accompanying number (for 

example, Section 201); and 

x between the letter and the number of an ASTM and similar specifications (for example,

ASTM C 595).

Example:

Remove structures and obstructions in the roadbed to 3 feet 

below subgrade elevation. 

Not:

Remove structures and obstructions in the roadbed to 3 

feet below subgrade elevation. 

A hard space between 

numerals and symbols 

keeps the elements of a 

measurement from 

separating. 
CHAPTER 8 – CAPITALIZATION AND PUNCTUATION 

35

8.3 ITALICS 

Use italics (characters set in type that slants to the right like this) as opposed to roman type in the 

following circumstances: 

1. Use italics to denote certain hierarchal levels in specifications as identified in Table 3-1. 

2. Use italics to cite complete titles of books, forms, standards, and similar documents as 

discussed in Section 4.6. Note that italics do not include punctuation marks (end marks 

or parentheses, for instance) next to the words being italicized unless those punctuation 

marks are meant to be considered as part of what is being italicized. 

3. Use italics, as opposed to quotation marks, to refer to words that are being talked about. 

Example:

Wherever directed, required, prescribed, or other similar words are used, the direction,

requirement, or order of the CO is intended. 

4. Use italics to identify mathematical symbols used in equations. 

Example:

Calculate the upper quality index (QU): QU = s

USL - X

where: USL = upper specification limit 

5. Although not a common application of italics in specifications, italics may also be used 

for emphasis or contrast, that is, to distinguish certain words from others within the text. 

Example:

Wherever "directed," "required," "prescribed," or other similar words are used, the "direction,"

"requirement," or "order" of the Contracting Officer is intended. Similarly, wherever "approved,"

"acceptable," "suitable," "satisfactory," or similar words are used, the words mean "approved by,"

"acceptable to," or "satisfactory to" the Contracting Officer. 
36
APPENDIX A – SUBMITTAL EXAMPLE FOR PROPOSED SUPPLEMENTAL SPECIFICATION 

37

APPENDIX A 

A.1 SUBMITTAL EXAMPLE FOR PROPOSED SUPPLEMENTAL SPECIFICATION 

When slurry seals or micro-surfacing is required, include the following: (6/4/07) 

Delete the first paragraph of Subsection 410.03 and substitute the following: 

410.03 Composition of Mix (Job-Mix Formula). Furnish a slurry seal or micro-surfacing 

mixture of aggregate, water, emulsified asphalt, or polymer modified asphalt and additives 

according to ASTM D 3910, ISSA A 105, and ISSA A 143. Conform to the applicable 

aggregate gradation in Table 703-8 and the residual asphalt contents in Subsection 410.01. 

{REASON: In response to an 4/6/06 format question from Wade Johnson, Brad Neitzke 

reviewed the specification references in Subsection 410.03 and determined that the reference 

to ISSA T 114 should be changed to ISSA A 105 and A 143 as described in his 4/10/06 e-mail. 

This change implements Brad’s recommendation.}

 (FP-03 Metric version, p. 277) 
38