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❓ RFI Management Guide

How to write effective RFIs, track responses, and protect your project from delays and disputes.

The RFI lifecycle
1
Identify the issue
Find a conflict, ambiguity, or missing information in the contract documents that requires clarification before work can proceed.
2
Draft the RFI
Write a clear, specific question referencing the exact drawing sheets, specification sections, and detail numbers involved.
3
Submit through proper channels
Log in your tracking system, assign a number, and submit per the contract-required process — typically through the GC to the architect.
4
Track and follow up
Monitor response times against contractual deadlines. Escalate overdue RFIs. Document schedule impact of delayed responses.
5
Incorporate the response
Distribute the answer to the field. If the response changes scope or cost, issue a change order request immediately.

What is an RFI?​

A Request for Information is a formal question seeking clarification on design documents, specifications, or scope of work. RFI responses become part of the contract documents.

When to Submit an RFI​

  • Conflicting information between drawings
  • Missing dimensions or details
  • Unclear specifications
  • Ambiguous scope
  • Field conditions that don't match plans
Don't Use RFIs For
  • Requesting scope changes (use PCO/COR)
  • Documenting delays (use daily reports)
  • General communication (use email)

Writing Effective RFIs​

Good RFI Structure​

  1. Clear subject line — Specific and searchable
  2. Reference documents — Drawing numbers, spec sections
  3. Specific question — One issue per RFI
  4. Suggested solution — If you have one
  5. Impact statement — Schedule or cost if applicable

Example: Good vs Bad RFI​

❌ Bad: "The plumbing doesn't fit. What do we do?"

✅ Good: "Per sheet P-201, the 4" waste line at grid B-3 conflicts with the beam shown on S-102. Please confirm which routing is preferred: (A) offset line 6" north, or (B) provide beam penetration detail."

RFI Tracking​

Essential Fields to Track​

FieldPurpose
RFI NumberUnique identifier
Date SubmittedStarts response clock
Date DuePer contract (usually 7-10 days)
Date ReceivedWhen response came
Days OpenTracks delays
SubjectQuick reference
StatusOpen/Pending/Closed

Response Time Analysis​

Track average response times by:

  • Architect vs Engineer
  • RFI complexity
  • Project phase

Use this data for delay claims if needed.

When Responses Are Late​

  1. Send follow-up at 7 days
  2. Escalate at 14 days
  3. Document impact daily
  4. Reference in daily reports
  5. Include in monthly delay logs

Best Practices​

  1. One question per RFI — Don't bundle issues
  2. Reference in change orders — Link COs to triggering RFIs
  3. Include photos — Visual context helps
  4. Suggest solutions — Shows good faith
  5. Track everything — Your RFI log is evidence

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