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:

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:

Email
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

Submittal Process
Change Order Management
Document Control Procedure
Meeting Minutes Template

Template provided by support.construction. Customize with your company information.

Purpose​

What is an RFI?​

When to Submit an RFI​

RFI Process Overview​

Step-by-Step RFI Process​

Step 1: Identify the Issue​

Step 2: Draft the RFI​

Writing Effective RFIs​

Step 3: PM Review​

Step 4: Submit RFI​

Step 5: Track RFIs​

Step 6: Follow Up​

Step 7: Receive and Review Response​

Step 8: Distribute Response​

Step 9: Implement​

RFI Template​

RFI Log Template​

RFI Metrics​

Track Monthly:​

Targets:​

Common RFI Mistakes​

Related Documents​