What Is an RFI?

An RFI — Request for Information — is a formal written communication used in construction when a contractor, subcontractor, or supplier encounters a gap, conflict, or ambiguity in the contract documents (drawings, specifications, or geotechnical reports) and needs clarification from the design team before proceeding with work.

RFIs are a standard part of every construction project. A large commercial project may generate hundreds or even thousands of RFIs over its life. Managing them efficiently is critical to keeping the project on schedule and preventing disputes.

When Should You Submit an RFI?

  • Drawings and specifications conflict with each other
  • A dimension is missing or does not add up
  • A detail is unclear or shows two interpretations
  • Field conditions differ from what the drawings show
  • A specified product is unavailable and a substitution is needed
  • You need to confirm the design intent before fabricating or ordering materials

Do NOT submit an RFI to get a change order for work that is clearly shown in the drawings. Misuse of RFIs creates adversarial relationships with the design team and buries legitimate requests in noise.

The RFI Process

The contractor submits the RFI to the architect or engineer of record. The design professional has a contractually specified response time (typically 5–14 business days). The design team's response may clarify the existing design (no cost impact) or require a design change (which leads to a Change Order). All RFIs and responses become part of the project record.

How to Write a Good RFI

A clear, well-written RFI gets answered faster and more accurately. Include:

1. RFI Number and Date — sequential numbers for tracking (RFI-001, RFI-002...)

2. Project Information — project name, number, contractor, and subcontractor if applicable

3. Reference Documents — cite the specific drawing number, sheet, detail, and specification section where the issue occurs (e.g., "Drawing E-201, Detail 4/E-201, Specification Section 16010")

4. Description of the Issue — state factually what the conflict or gap is. Keep it neutral and factual, not accusatory. One or two clear sentences.

5. Your Proposed Solution — if you have a suggested answer, state it. This speeds up the response significantly and shows you've thought through the issue.

6. Required Response Date — state when you need the answer to avoid delay. This creates urgency and documents that you gave adequate notice.

7. Cost and Schedule Impact — note if work is currently delayed pending this response.

RFI Example

RFI-047 | Date: April 15, 2025
Reference: Drawing E-301, Panel Schedule LP-2B
Issue: Panel LP-2B shows a 60A, 2-pole breaker for Circuit #14 serving AHU-3. Mechanical Drawing M-101 shows AHU-3 with a nameplate of 24A at 480V, requiring only a 30A breaker per NEC 440.22. Please confirm correct breaker size.
Proposed Response: Change Panel LP-2B Circuit #14 breaker from 60A to 30A, 2-pole, 480V.
Response Required By: April 25, 2025 — conduit for this circuit is currently being roughed in.

Tracking RFIs

Keep a log of all open RFIs with submission date, required response date, and actual response date. Unanswered RFIs that delay work are documented proof for schedule extension claims. Most construction management software (Procore, Autodesk Construction Cloud, Viewpoint) includes built-in RFI tracking with automated reminders.