RFI (Request for Information) Process
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Project Engineers, Superintendents
Purpose
Establish a consistent process for preparing, submitting, tracking, and resolving RFIs to clarify contract documents and avoid delays.
What is an RFI?
A Request for Information (RFI) is a formal written request from the contractor to the architect/engineer or owner to clarify information in the contract documents (drawings, specifications, or other documents).
When to Submit an RFI
Submit RFI When:
- Drawings conflict with specifications
- Drawings conflict with each other
- Information is missing or unclear
- Field conditions differ from documents
- Details are not provided
- Dimensions don't work
- Clarification needed for code compliance
Do NOT Use RFI For:
- Change order requests (use PCO)
- Schedule information (use correspondence)
- Submittal approvals (use submittal process)
- Simple questions answerable by phone
RFI Process Overview
Identify Issue → Draft RFI → PM Review → Submit →
Track → Receive Response → Distribute → Implement
Step-by-Step RFI Process
Step 1: Identify the Issue
Who Identifies:
- Superintendent
- Foreman
- Subcontractor
- Project Engineer
- Anyone reviewing documents
Document:
- Specific location (drawing, spec section)
- Clear description of conflict/question
- Reference documents
- Photos if helpful
Step 2: Draft the RFI
RFI Must Include:
- RFI Number (sequential)
- Date
- Project Name/Number
- Subject Line (clear and specific)
- Referenced Documents
- Drawing number(s)
- Specification section(s)
- Detail references
- Question/Request
- Clear, specific question
- One topic per RFI
- Contractor's Suggested Resolution (recommended)
- Schedule Impact Statement
- Response Needed By Date
Writing Effective RFIs
DO:
- Be specific and concise
- Reference exact locations
- Attach relevant excerpts
- Suggest solution when possible
- State impact of non-response
DON'T:
- Combine multiple topics
- Be vague or general
- Submit without review
- Use RFI to document disputes
Step 3: PM Review
Before Submission, PM Verifies:
- Question is legitimate
- Answer not available in documents
- Clear and well-written
- Proper references included
- Suggested solution (if applicable)
- Response date reasonable
- Impact accurately stated
Step 4: Submit RFI
Submit To:
- Architect (typically)
- Owner's Representative (if required)
- Per contract requirements
Submission Methods:
- Project management system (preferred)
- Email with read receipt
- Hard copy (if required)
Keep Record Of:
- Date submitted
- Method of submission
- Proof of receipt
Step 5: Track RFIs
RFI Log Information:
| Field | Description |
|---|---|
| RFI # | Sequential number |
| Date Submitted | When sent |
| Subject | Brief description |
| Spec/Drawing Ref | Document reference |
| Response Required | Date needed |
| Date Received | When response received |
| Days Outstanding | Calculated |
| Status | Open/Closed |
| Cost Impact | Y/N/TBD |
| Schedule Impact | Y/N/TBD |
Review Weekly:
- Outstanding RFIs by age
- Past-due responses
- Escalation needs
Step 6: Follow Up
Standard Response Time:
- Per contract (often 7-14 days)
- Track against required date
If Response Delayed:
- Day 7: Email reminder
- Day 10: Phone call to architect
- Day 14: Escalate to owner
- Document all follow-up
Document Impact: If delay impacts schedule, document:
- Date response was due
- Actual receipt date
- Work delayed
- Impact to schedule
Step 7: Receive and Review Response
Upon Receipt:
- Log response date
- Review answer for completeness
- Verify it addresses the question
- Check for cost/schedule impact
- Identify if further clarification needed
If Response Incomplete:
- Note deficiency in log
- Submit clarifying RFI or follow-up
- Document continued need
If Response Creates Change:
- Issue PCO (Potential Change Order)
- Do not proceed as changed work without authorization
Step 8: Distribute Response
Distribute To:
- Superintendent
- Affected subcontractors
- Project files
- Anyone who needs to know
Methods:
- Post to project management system
- Physical distribution (if on-site)
Step 9: Implement
Field Actions:
- Review response with affected parties
- Clarify implementation questions
- Incorporate into work
- Note any impacts discovered
RFI Template
================================================================
REQUEST FOR INFORMATION (RFI)
================================================================
RFI Number: ____________ Date: ____________
Project: _______________________ Project #: ____________
From: [Your Company]
To: [Architect/Engineer]
================================================================
SUBJECT: [Clear, specific subject line]
SPECIFICATION REFERENCE: [Section number and title]
DRAWING REFERENCE: [Drawing number(s), detail reference]
================================================================
QUESTION/REQUEST FOR CLARIFICATION:
[State the question clearly. Be specific about what
information is needed and why the current documents are
unclear, conflicting, or incomplete.]
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
CONTRACTOR'S SUGGESTED RESOLUTION:
[If applicable, provide your suggested solution. This can
speed response time.]
________________________________________________________________
________________________________________________________________
================================================================
ATTACHMENTS:
☐ Drawing excerpt (marked up)
☐ Specification excerpt
☐ Photos
☐ Sketches
☐ Other: _________________
IMPACT ASSESSMENT:
Schedule Impact: ☐ None ☐ Potential ☐ Confirmed
Cost Impact: ☐ None ☐ Potential ☐ Confirmed
If impact exists, describe:
________________________________________________________________
RESPONSE REQUIRED BY: ____________ (Date)
[Note: Delayed response beyond this date may impact
project schedule.]
================================================================
Submitted By: _________________________ Date: ____________
Title: _________________________
================================================================
FOR ARCHITECT/ENGINEER USE:
Date Received: ____________
Response:
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
☐ Proceed as noted
☐ See attached sketch
☐ No change to contract documents
☐ Change to contract documents (ASI to follow)
☐ Other: _________________
Responded By: _________________________ Date: ____________
Title: _________________________
================================================================
RFI Log Template
| RFI # | Date Sent | Subject | Spec/Dwg | Due | Rec'd | Days | Status | Cost | Sched |
|---|---|---|---|---|---|---|---|---|---|
| 001 | 1/15 | Footing size at Col B3 | S-101 | 1/22 | 1/20 | 5 | Closed | N | N |
| 002 | 1/18 | Window head height | A-301 | 1/25 | 14 | Open | TBD | Y | |
| 003 | 1/20 | Roof drain location | P-201 | 1/27 | 12 | Open | N | N |
RFI Metrics
Track Monthly:
- Total RFIs submitted
- RFIs closed/open
- Average response time
- RFIs past due
- RFIs resulting in change orders
Targets:
- Average response: < 7 days
- Past due: < 10%
- Response rate: 100%
Common RFI Mistakes
❌ Avoid:
- Vague questions ("Please clarify the drawings")
- Multiple topics in one RFI
- Submitting without reviewing documents first
- Not providing suggested solution
- Failing to track and follow up
- Not documenting schedule impact
✅ Best Practices:
- One topic per RFI
- Specific references
- Clear, answerable question
- Provide suggested solution
- State impact of delay
- Track religiously
Related Documents
- Submittal Process
- Change Order Management
- Document Control Procedure
- Meeting Minutes Template
Software Integration
BLDR Pro Features:
- RFI creation and submission
- Automatic numbering
- Response tracking
- Deadline alerts
- Log generation
- Drawing markup attachment
Template provided by support.construction. Customize with your company information.