RFIs (Requests for Information) are how contractors get answers when plans are unclear. Managed well, they prevent costly rework. Managed poorly, they become project delays and disputes.
What is an RFI?
An RFI is a formal request to the architect, engineer, or client for clarification about the construction documents. It is used when plans are ambiguous, conflicting, or missing information needed to proceed with work.
When to submit an RFI
Submit an RFI when:
- Plans contain conflicting information
- Details are missing or incomplete
- A substitution is proposed
- A field condition differs from the plans
- You need clarification on a specification
Do not submit an RFI for things you can determine yourself. RFIs should be reserved for genuine design or specification questions.
Writing effective RFIs
A good RFI is clear, specific, and actionable:
- Reference the exact plan detail — "Sheet A-101, detail 4, north elevation"
- State the conflict or missing information — "The elevation shows 8 windows but the floor plan shows 6"
- Propose a solution — "We recommend 6 windows as shown on the floor plan"
- State the impact — "Resolution needed within 5 days to avoid schedule delay"
This gets faster responses than a vague "Please advise."
Tracking and closing RFIs
RFIs that sit unanswered become delays. Track every RFI with:
- A unique number and date submitted
- The assigned responder
- The due date
- The status (open, answered, closed)
- The answer and its impact on scope, schedule, and budget
Construction management software tracks RFIs automatically and flags overdue ones. This prevents the "we forgot about that RFI" scenario that causes rework.
RFIs often relate to change orders—track the connection between them.