Terminology

Terminology used in SOW shall not contain ambiguous, non-definitive, terms.

Terminology should be consistent throughout the document.

Use the most common spelling of a word when it can be spelled in different ways.

Word usage.

Use of the words "support" and "engineering and technical services".

• support is an ambiguous term. Specify the specific type of support needed;
• The terms "engineering and technical services" encompass a broad area of expertise. SOWs must state minimal needs even if it means widening the scope of the work tasks. Include examples of the work to be performed if necessary;
• Loop-holes are probably the most frustrating problems in contracting as suppliers or inspectors go by the letter of the SOW in a legal sense. The author and reviewers at all levels of review have a responsibility to ensure that loopholes do not exist in the SOW.

Language style.

SOW requirements should be written in a language understandable to all potential offerers. Work requirements should be stated explicitly in a logical, chronological order, avoid words which allow for multiple interpretations. Use technical language sparingly with simple words predominating in concise sentences. Use "shall" whenever a provision is mandatory. "Will" expresses a declaration of purpose or intent; for example, "The vehicle will provide the power for the system". Use an active rather than a passive voice; for example, "The supplier shall establish a program" not "A program shall be established by the supplier".

Use verbs that identify work and task requirements, for example, analyze, audit, attend, control, etc., and answer the explicit question: "What are the work requirements?" When selecting the appropriate work word which properly expresses the degree of supplier involvement, the SOW writer must explicitly define the total nature of the work requirement.

Avoid using "Any," "Either," "And/or," as these words imply that the supplier can make a choice which may not be in accordance with the intent of the SOW. Do not use pronouns. Repeat the noun to avoid any misinterpretation. Terminology should be consistent throughout the SOW. When referring to a particular item, use the same phrase or word, particularly when referring to technical terms and items. Where words can be spelled in different ways, employ the most common spelling (specify a good dictionary containing the latest technical terms). Make every effort to avoid ambiguity, for example, in accordance with best commercial practice, in strict accordance with, workmanship to the highest quality, etc.

Spell out acronyms and abbreviations the first time it is used and put the abbreviated version in parentheses after the spelled-out phrases. This will define them for each subsequent use. Acronyms and abbreviations may be defined in the last section of a document or glossary.

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