❓ RFI Log Tracker
Track all RFIs (Requests for Information) to ensure timely responses and document project communication.
Why Track RFIs?
RFI tracking helps you:
- Follow up - Know which RFIs need responses
- Document delays - Prove when responses were late
- Identify patterns - See recurring issues
- Support claims - Document delays for change orders
Tracker Template
Basic Information
Project: _________________________
Project Number: __________________
Prepared By: _____________________
Last Updated: ____________________
Tracking Columns
| RFI # | Date Submitted | Question/Issue | Spec/Drawing | Response Required By | Date Responded | Response Time | Status | Cost Impact | Schedule Impact | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| 001 | 1/10/26 | Concrete PSI for foundation | S-101 | 1/17/26 | 1/15/26 | 5 days | ✅ Answered | None | None | |
| 002 | 1/12/26 | Electrical panel location | E-205 | 1/19/26 | 📤 Pending | TBD | TBD | Urgent | ||
| 003 | 1/15/26 | Paint color approval | A-301 | 1/22/26 | 📤 Pending | None | None |
Status Definitions
| Status | Meaning | Action |
|---|---|---|
| 📤 Pending | Awaiting response | Follow up if overdue |
| ✅ Answered | Response received | Review and act |
| 🔄 Clarification Needed | Response unclear | Submit follow-up RFI |
| ⏸️ On Hold | Waiting for owner/designer | Document delay |
Key Dates
Date Submitted
When you sent the RFI to the architect/engineer.
Response Required By
Contract-specified response time (usually 7-14 days).
Date Responded
When you received the response.
Response Time
Actual time taken to respond.
Impact Tracking
Cost Impact
- None - No cost impact
- TBD - To be determined
- $ Amount - Specific cost impact
Schedule Impact
- None - No schedule impact
- TBD - To be determined
- Days - Number of days delay
Calculations
Days Until Response Due
Days Until Due = Response Required By - Today
Days Overdue
Days Overdue = Today - Response Required By (if negative, show 0)
Response Time
Response Time = Date Responded - Date Submitted
Color Coding
- Red - Overdue or has cost/schedule impact
- Yellow - Due within 2 days
- Green - Answered on time
- Blue - Pending, within response time
- Gray - On hold
Best Practices
- Number sequentially - RFI-001, RFI-002, etc.
- Be specific - Clear questions get better answers
- Reference documents - Include spec section, drawing number
- Track impacts - Note cost/schedule implications
- Follow up - Escalate if response is late
Common RFI Types
| Type | Example |
|---|---|
| Clarification | "What PSI concrete for foundation?" |
| Conflict | "Electrical conduit conflicts with plumbing" |
| Missing Info | "Paint color not specified" |
| Substitution | "Can we use equivalent product?" |
| Field Condition | "Existing condition differs from plans" |
Related Resources
- RFI Generator - Create professional RFIs
- RFI Management Guide - Best practices
Document Everything
RFIs are legal documents. Track them carefully - they can support delay claims and change orders.