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The more technical a document is, the more accurate it can be. The more accurate a document is, the less chance for ambiguity and the less chance for misunderstandings.
I have a general contract I use which includes all of the usual boilerplate and as far as the general legal and liability mumbo jumbo is concerned, it serves that purpose. But when it comes to job specs, what I do is write up an estimate detailing all of the work which will be done. This document is assigned a number and when the contract is written (actually it's just filled out like a form), I refer to this estimate by its number.
For example, the portion of the contract that includes this contains generic, standardized wording such as:
The Contractor shall furnish all of the materials and perform all of the work shown on the Drawings/Images and/or described in the specifications entitled________________________________or as annexed hereto as it pertains to work to be performed on property at:etc, etc ...
In the blank space, I write in
"Job Estimate #06-033-07" (or whatever the actual number is) and I include it along with all of the other documents relevant to the job.
BTW, I make up that number based on month, estimate number and year. 06, is June, 033 is the 33rd estimate for that month and 07 is the year. I always make the middle number high even if I have had nowhere near that many estimates to write. That's because if someone figures out my shorthand, they'll think I'm busier than a one-armed paperhanger.
(perception is reality!
)
In the estimate itself, I describe the work to be done in as much detail as I can so that the job can be envisioned even without benefit of a drawing. Here is a portion of an actual estimate / job description from a job we did a while back:
...Install an interlocking concrete paver patio and walkway, (“tumbled” pavers, specific style and color to be determined), in rear yard. Patio and walk shall be approx. 1,500 sq. ft. in total surface area and shall exist in the rear yard, adjacent to the residence extending outward from residence approx. 30-35 feet in a generally semi-circular fashion. Patio shall extend from approx. 8-feet beyond the Southeast corner of the residence and shall extend westward, adjacent to the residence following its contours approx. 40-feet to a point which intersects an oil tank enclosure. Patio shall continue Westward beyond and away from this enclosure and form a 4-foot wide curving walkway which will then continue westward and then turn northward to access a future asphalt drive approx. 35-feet away...
Now this may seem to some as overkill, but it's accurate, it decribes all the relevant procedures, distances, materials and the overall scope of the work.
This way, if in the future any issues arise concerning what was or wasn't promised, I can refer to this document and point out what was written and how it applies to the actual job.
As far as things like describing how a paver patio will be installed, you can write up something like this:
...Install a tumbled concrete paver patio and walk as per design submitted. Patio shall consist of Unilock Brussels Block, (color to be determined), set in a random pattern with a soldier course. Patio to be constructed in accordance with ICPI guidelines, i.e.: ground shall be excavated to stable soil, that soil shall be mechanically compacted and a geotextile fabric laid over it onto which a 4” to 5” base of graded aggregate shall be applied and mechanically compacted. A bedding layer of washed sand shall be applied over the graded aggregate and the pavers shall be applied to the bedding layer. A plastic edge restraint shall be used on all perimeters and the entire surface of the patio and walk shall be mechanically compacted to permanently set the pavers into the bedding sand.
Again, this is basically boilerplate and it applies to any paver patio installation. This can be changed to suit any particular situation wherein something has to be installed differently or to reflect specific materials and dimensions. As for what "ICPI" standards are, most manufacturer's brochures have a section which details a typical installation as per such standards and that can be incuded with the contract as well.
Naturally, you'd have to tailor things to suit your particular company, but I think this gives you an idea of how to go about such things.
Just remember to print up basic specs for common construction procedures and have your contract include basic legal wording. Then, any specific things can be written for that job and simply included as an annex to the basic contract. This eliminates having to write everything up from scratch every time you submit a bid or draw up a contract.
Hope this helps!
-JP