By Stephen St Amour, AHC, QDOC, QFDI
As an architect or facility professional, developing clear and accurate project specifications is essential. You’ll often find yourself choosing between three viable options: Manufacturer Specification Writers (MSWs), Independent Specification Writers (ISWs), and Distribution Specification Writers (DSWs). All three bring valuable strengths to the table, and understanding those differences can make it easier to decide which option best supports your project.
Manufacturer Specification Writers (MSWs)
Pros
Strong Product Expertise
MSWs work directly for manufacturers, which may include a single product line or a family of related brands under one parent organization. This structure allows them to offer deep product insights while still focusing on a cohesive product portfolio. MSWs work directly for manufacturers, so they live and breathe the products they support. They can offer detailed technical insights, performance data, and the most current compliance information.
Consistency Across Projects
Because MSWs focus on a specific product line, their specifications naturally promote consistency, an advantage for projects where uniformity is important.
Quick Access to Updates and Support
If you need clarification or the latest product information, MSWs can typically provide it right away since they’re closely connected to the manufacturer.
Budget-Friendly Option
Many manufacturers offer this service at little or no cost, which can be appealing when managing tight project budgets.
Cons
Potential for Product Bias
Since MSWs represent one manufacturer, their specifications may lean heavily toward those products, even when other options might better match your project needs.
Limited Range of Solutions
Their focus is naturally limited to their company's offerings, which means you may miss out on alternative solutions available elsewhere in the industry.
Possible Overreliance on One Manufacturer
Depending solely on MSWs can create a long-term dependence that may limit flexibility on future projects.
Independent Specification Writers (ISWs)
Pros
Objective, Unbiased Perspective
ISWs aren’t tied to any particular manufacturer. Their recommendations are based on what's best for the project, not a specific product line.
Wide Industry Knowledge
Because they work across manufacturers and product categories, ISWs bring a broader understanding of market options, trends, and innovative approaches.
Flexible, Customized Specifications
ISWs can tailor specifications to your project’s unique goals and constraints, adapting quickly when changes arise or new technologies emerge.
Clear Project Alignment
By working closely with all stakeholders, ISWs ensure the specification aligns with the project’s intent, budget, and timeline.
Cons
Higher Upfront Cost
Hiring an ISW typically involves a fee, reflecting their independence and technical expertise.
Finding the Right Match
Not all ISWs work the same way. It may take some effort to find someone whose experience and style align with your project’s needs.
Variability in Deliverables
Quality can vary from one ISW to another, so reviewing credentials, references, and past work is important.
Distribution Specification Writers (DSWs)
Pros
Multi‑Brand Product Knowledge
DSWs work for distributors who carry several manufacturers' lines. This gives them experience with a broad range of products and solutions, often across multiple price points and performance categories.
Application-Focused Expertise
Because distributors frequently support contractors, installers, and end users, DSWs tend to be highly attuned to real-world application, installation challenges, and compatibility considerations.
Local Market Awareness
Many distributors operate regionally, giving DSWs a strong understanding of local building preferences, code enforcement trends, and market dynamics that may differ from national norms.
Established Relationships
If a distributor has supplied materials for previous projects, DSWs may have an existing relationship with the building owner or facility team—helping ensure continuity, trust, and familiarity with long-term needs.
Cons
Product Availability Limitations
While DSWs offer broader options than MSWs, they are still limited to the brands their company distributes, which may not represent every viable solution in the market.
Variability in Expertise
Some DSWs are deeply experienced in specification writing, while others focus primarily on sales support. Their comfort level with technical specifications can vary.
Potential for Sales Influence
Although not as narrow in focus as MSWs, DSWs may still lean toward products that are readily available, stocked, or strategically promoted by their employer.
Considerations for Architects and Facility Professionals
When selecting a specification writer, architects and facility leaders should consider not only technical expertise but also familiarity with building operations, long-term maintenance needs, and the project’s broader objectives. A strong relationship, built on trust, communication, and past successful outcomes, often plays a major role in determining who is chosen for a project.
About the Writer
Stephen St Amour brings a unique and comprehensive perspective to this 
topic, having served in all three roles throughout his career, within distribution, as an independent consultant, and as part of a manufacturer’s specification team. His experience across these environments offers valuable insight into how specification practices differ depending on the role and the organization supporting it.
It’s not uncommon for seasoned specification writers to have worked in multiple capacities over the years. Those who have spent significant time in the industry often accumulate a broad and well‑rounded understanding of products, applications, and stakeholder needs. This depth of experience makes them especially effective in navigating complex project requirements.
Regardless of the type of specification writer you choose, the relationship you build with them, and the trust you place in their judgment—plays a major role in whether they are selected for a project. Familiarity, reliability, and past positive outcomes often influence decision‑making just as much as technical expertise.
Final Thoughts
MSWs, ISWs, and DSWs all play meaningful roles in creating effective project specifications. MSWs offer deep product knowledge and can be a cost‑saving resource, ISWs provide broad-based expertise and objective recommendations tailored to project needs, and DSWs contribute practical application insight, multi-brand familiarity, and valuable local market awareness.
In most cases, the architect or building owner will choose one primary resource to develop the specification, whether that’s an MSW, ISW, or DSW, based on the project’s priorities, level of independence needed, and the type of expertise they value most. Each option offers its own advantages, and selecting the right fit ensures the final specification is accurate, aligned with project goals, and supportive of long‑term performance.
