ESSENCE2 — Use Present Tense

Justification

Writing specifications in the present tense is a best practice in technical documentation and requirements management for several compelling reasons:
1. Clarity and Immediacy - Writing in the present tense gives specifications a sense of immediacy and relevance. It makes the instructions and descriptions clearer and more direct as if they are universally and continually applicable. This helps to reduce confusion about when a specification or requirement should be implemented or is valid.
2. Standardization and Consistency - Using the present tense helps maintain consistency throughout a document or set of documents. Consistency in tense is crucial in specifications because it prevents the reader from having to interpret the temporal context of a requirement or instruction. This uniformity makes the documents easier to read and understand, reducing the risk of misinterpretation.
3. Future Proofing - Specifications often describe systems and processes intended to be used repeatedly over time. Using the present tense ensures that the document remains relevant and applicable regardless of when it is read. It avoids the need for future modifications to keep the language timely.
4. Simplicity and Efficiencym- Present tense is typically more straightforward and concise than other tenses. It eliminates the need for complex verb structures that can make documents more difficult to read and comprehend, particularly for non-native English speakers or technical staff without advanced linguistic training.
5. Authoritative and Definitive - The present tense can convey authority and definitiveness. It states that something is an ongoing fact, rule, or standard that adds weight to the requirements or guidelines provided in the specifications. This authoritative tone is essential for ensuring compliance and adherence to the criteria.

Example:

Past Tense: "The system was designed to handle up to 10,000 concurrent users."
Present Tense: "The system handles up to 10,000 concurrent users."

The present tense version clearly communicates an ongoing capability of the system, making it applicable at any time the specification is referenced.

In summary, using the present tense in specifications is not just a stylistic choice but a functional approach that enhances clarity, consistency, and authority of the documentation. It helps ensure that the specifications are easily understood and remain applicable over time, facilitating effective communication and implementation of requirements.