❓ RFI Process Playbook
Get design clarifications documented and answered promptly. An unanswered RFI is a ticking time bomb — it either delays work or forces you to guess, both of which cost money.
Why the RFI Process Matters
| Scenario | Without RFI Process | With RFI Process |
|---|---|---|
| Conflicting details on drawings | Guess and hope you're right | Document the conflict, get a definitive answer |
| Missing information | Proceed with assumptions | Assumptions documented, answer recorded |
| Design error discovered | Build it wrong, then rework | Catch it before construction, architect issues fix |
| Dispute over direction | "We told you verbally" | Written record of question and answer |
| Schedule delay from late answer | No documentation of impact | RFI log proves delay was caused by late response |
Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Field Personnel | Identify conflicts, missing info, or questions — report to project engineer |
| Project Engineer | Draft RFI, review with PM, submit, track, distribute response |
| Project Manager | Review RFIs before submission, escalate overdue responses, assess cost/schedule impact |
| Architect / Engineer | Respond within contract timeframe, issue revised drawings if needed |
| Subcontractors | Submit questions through GC (not directly to architect), implement responses |
Step-by-Step Process
Step 1: Identify the Issue
Valid reasons for an RFI:
- Conflicting information between drawings, specs, or details
- Missing dimensions, details, or specifications
- Ambiguous language in specifications
- Field conditions that differ from drawings
- Constructability concerns
- Substitution requests (sometimes handled separately)
NOT valid RFI topics (handle differently):
- Requests for additional work → Change Order
- Claims for extra cost → Change Order Request
- Schedule changes → Schedule revision
- Safety concerns → Safety report
- "Can we do it this way instead?" without a design issue → Proposal
Step 2: Draft the RFI
Every RFI must include:
| Element | Details | Example |
|---|---|---|
| RFI number | Sequential project number | RFI-042 |
| Date submitted | Date sent to reviewer | 02/12/2026 |
| Subject line | Clear, specific subject | "Conflict — Structural beam depth at Grid C/3 (S-201 vs. S-301)" |
| Reference | Drawing/spec/detail number | Drawing S-201, Detail 3; Drawing S-301, Section A |
| Question | Clear, specific question | "S-201 shows W12x26 beam at Grid C/3. S-301 shows W14x30 at same location. Which is correct?" |
| Suggested resolution | Your proposed answer | "We recommend W14x30 per S-301 as it appears to be the latest design intent" |
| Impact | Schedule/cost impact if not answered | "This beam is scheduled for fabrication 03/01. Late response may delay steel erection by 2 weeks." |
| Required response date | When you need the answer | 02/26/2026 (14 calendar days per contract) |
Always Suggest a Resolution
Including a suggested answer accomplishes two things: (1) it shows you've thought about it, and (2) it gives the architect an easy path to a quick response — they can simply agree or provide an alternative.
Step 3: Internal Review
Before submitting:
- PM reviews — Is the question clear? Is it actually an RFI or should it be a different document?
- Check for duplicates — Has this been asked before? Check the RFI log.
- Combine related questions — If you have 3 questions about the same detail, combine them into one RFI with sub-questions.
- Verify references — Are the drawing/spec references correct?
Step 4: Submit the RFI
- Log in the RFI tracking system
- Submit per contract requirements (email, project management platform, or hard copy)
- Confirm receipt (request read receipt or acknowledgment)
- Note the contract review period (typically 7–14 calendar days)
- Set follow-up reminder
Step 5: Track the Response
| Day | Action |
|---|---|
| Day 0 | Submitted — confirm receipt |
| Day 5 | If no acknowledgment, follow up |
| Day 10 | If nearing deadline, send reminder with impact statement |
| Day 14 | If overdue, formal written notice — "RFI-042 is past the X-day response period per Section Y of the contract" |
| Day 21+ | Escalate to owner, document schedule impact |
Step 6: Process the Response
When the response arrives:
- Log the response — Date received, from whom
- Review for completeness — Does it actually answer the question?
- Check for cost/schedule impact — Does the answer change scope, cost, or schedule?
- Distribute to affected parties — Foreman, superintendent, subcontractors
- Update drawings — Mark up field set of drawings with the response
- If incomplete or unclear — Follow up or submit a new RFI referencing the original
If the response changes scope or adds cost:
- Do NOT proceed without a change order
- Issue a COR (Change Order Request) referencing the RFI
- Document the cost and schedule impact
Writing Better RFIs
Good vs. Bad Examples
Bad RFI:
"The beam doesn't work. What should we do?"
Good RFI:
"RFI-042: Conflict — Beam Size at Grid C/3
Drawing S-201, Detail 3 shows a W12x26 beam at Grid C/3. Drawing S-301, Section A shows a W14x30 at the same location. Structural calculations (if available) should clarify the design intent.
Suggested Resolution: Install W14x30 per S-301, which appears to reflect the latest design revision.
Impact: Steel fabrication for this area is scheduled to begin 03/01/2026. Response needed by 02/26/2026 to avoid a 2-week delay to steel erection."
RFI Writing Checklist
- Subject line is specific (not "Question about structural")
- Drawing and spec references are correct
- Question is clear — a yes/no or specific answer is possible
- Only ONE topic per RFI (don't bundle unrelated questions)
- Suggested resolution is included
- Impact (cost/schedule) is noted
- Response deadline is stated
Common Mistakes
| Mistake | Consequence | Fix |
|---|---|---|
| Vague questions | Vague answers — another round trip | Be specific: reference exact drawings, locations, dimensions |
| Too many RFIs | Architect gets overwhelmed, responses slow down | Combine related questions, resolve simple issues in meetings |
| Not tracking responses | Overdue answers go unnoticed | Log every RFI, set reminders, follow up proactively |
| No impact statement | Architect doesn't prioritize urgent RFIs | Always state the schedule and cost impact of a late response |
| Proceeding without an answer | Build it wrong, then rework | Stop work or build to your suggested resolution (document the assumption) |
| Verbal answers not documented | "We never said that" | If architect answers verbally, send written confirmation: "Per our conversation on 02/12, we understand the answer is..." |
Metrics
| Metric | Target | Frequency |
|---|---|---|
| RFI response time (average) | Within contract period | Monthly |
| Overdue RFIs | Zero overdue over 7 days past contract period | Weekly |
| RFIs per month | Track trend — increasing may signal drawing quality issues | Monthly |
| Impact RFIs (cost/schedule) | Tracked and linked to CORs | Per occurrence |
Related Resources
| Resource | Link |
|---|---|
| RFI Generator | Generate RFI |
| RFI Log Tracker | RFI Log |
| RFI Management Guide | Full Guide |
| Change Order Playbook | Change Order Workflow |