RFIs are a common type of documentation used by contractors. Learn how to write and submit an RFI in construction.
What is an RFI in Construction?
In construction an RFI, or request for information, is a documented request for additional data or clarification about any aspect of a project. If a contractor has a question about specifications, wants to clarify ambiguous terms in the contract, or is missing any other critical details, they may submit an RFI to the appropriate party for a prompt resolution.
RFIs ensure any inquiries contractors make (and the responses they receive) are formally documented.
While they may be submitted by any party involved in the project, general contractors use RFIs most frequently. They are often utilized in a project’s early stages, when the construction plan is being finalized.
Types of construction RFIs
There are many different types of RFIs. These are some of the most common:
General issues - This is a broad category for RFIs that are made in relation to general concerns about the project.
Design - Many RFIs deal with the project's design, asking for more information about the design plan, drawings, or specifications.
Scheduling and resources - Contractors can submit RFIs related to the coordination of time, labor, equipment, and materials.
Scope deletion - Some RFIs deal with the removal of specific tasks or objectives from the scope of the project.
Value engineering - Contractors may propose ideas to reduce overall costs or enhance productivity.
Specifications - RFIs may be created to request a change in specifications or fill in the gaps when plans or documents contain missing or incomplete information.
These are not the only reasons to use an RFI. RFIs may be created any time a contractor or another party needs more information to proceed with project tasks as planned.
The construction RFI process
The process to create an RFI in construction follows three basic steps.
Step 1: The RFI is created
When there is a need for an RFI, the party that is seeking additional information or clarification must first create a document. They’ll record the request in a standardized format, add any relevant details or attachments, then submit the RFI to the appropriate stakeholder with a reasonable deadline for a response.
For example, if the contractor has found a measurement error within a design drawing and needs corrections, they will create an RFI explaining the issue, attach the drawing in question, set a deadline of a few business days, then deliver the RFI to the design team.
Step 2: A response is drafted
The party responsible for responding to the RFI will review it, draft their answer, and submit their response to the requestors, making an effort to do so by the deadline to avoid any interruptions to the project’s schedule.
Step 3: The response is evaluated
The initiators of the RFI will review the response to make sure their request has been resolved satisfactorily. If not, additional communication between the two parties is needed.
How to write a construction RFI
Construction companies should establish a standardized format for writing RFIs. When you write an RFI the same way every time, you’ll consistently include all the relevant information you need to clearly communicate your request and improve your chances of getting a complete response as soon as possible.
Create an RFI template and use a number system to label each RFI for easy reference.
These are the details you should include in your RFI:
Project name
Project address
RFI number
RFI title
Date of creation
Deadline for response
Your contact details
Description of the request
An outline of any changes proposed to the project contract
Any supporting attachments (and a description of the attachments)
Space for the response and date of response
When describing your request, be as specific and detailed as possible. The more information you can include, the easier it will be for the responding party to interpret.
Construction RFI best practices
Now that you know how to write an RFI, you’ll need to learn best practices for using them.
Use RFIs when necessary
When should you use an RFI instead of making a phone call or sending a quick email? In general, if the request and the response are important to the overall success of the project, it’s a good idea to follow the RFI process. Whenever you have received incorrect data or are missing critical information from another party, submit an RFI.
It can be tempting to avoid taking the time to formally compose the RFI, but in construction, documentation is necessary. Having a record of all the times you needed to seek out additional information can protect your business if any disputes or legal issues arise.
If you find you’re creating an overabundance of RFIs because of missing or incorrect information from a single party, you may need to address the issue on a larger scale.
Be proactive
Don’t wait until the last minute to submit an RFI. When you receive information, plans, or drawings from another party, have internal stakeholders review them immediately to identify any issues before the plans get to the field. Make sure your own processes for planning and scheduling are well organized, so you can easily identify when you’re missing important details.
You can also group similar RFIs together to submit at once. If you know you will have several requests for a single party, take the time to organize them all into a comprehensive report, so that they can address them systematically.
Suggest a solution
In some cases, you may already have determined an appropriate solution for the issues identified in your RFI. Share any ideas for resolution with the responding party.
Providing a clear solution can make it easier for them to respond and resolve the RFI quickly.
Add attachments
Attachments like drawings, photos, and videos are often more effective than written descriptions. Don’t be afraid to add these documents to RFIs for clarification.
However, don’t simply attach a large document or photo that will require interpretation without any guidance. Be specific about what the other party should be looking for, and where they’ll find it. Describe each attachment within the RFI and specify page numbers when needed. Add markup to photos and drawings that highlight missing or incorrect details, and be sure to name each file clearly.
Set realistic deadlines
Your tasks may be delayed as you wait for a response to an RFI, but that doesn’t mean you can expect the other party to respond in an unreasonable time frame.
Base deadlines on the complexity of the request. Respect the responding party’s time and understand your request may need to go through multiple rounds of review and approval.
If you set a realistic deadline and the responding party still fails to meet it, you’ll have better grounds to take corrective action.
How Raken helps with RFIs
Keep RFIs and other critical documentation organized with our easy-to-use construction document management app. Get secure access to the plans, forms, and drawings you need to identify potential issues and stay on top of progress from the field or office.
We also offer digital daily reports, time tracking, production tracking, and safety and quality management tools. Quickly capture and share field data on mobile, then track performance with automated insights.