What Is a Request for Information (RFI)?
In construction, RFI is an abbreviation for Request for Information. It refers to a solicitation of details or additional information about an aspect of the project that needs clarification. RFIs may be sent to or from anyone involved in the construction project, including the owner, construction manager, general contractor, architect, designer, suppliers, and subcontractors.
Usually, an RFI is sent when one party needs critical information to proceed or make a decision. Some common reasons that someone would send an RFI include:
- Missing, incomplete, or incorrect information exists on project specifications and documents.
- Plan details must be changed because of design flaws, material availability, costs, or other reasons.
- Updates must be made to plans based on new or previously unavailable information about the project site.
- Changes requested by owners, designers, or contractors need to be documented to initiate a formal review process.
- A detail within the plan specifications could be incorrect and needs to be reviewed.
- A designer, engineer, or contractor requires technical clarification regarding materials or equipment specifications.
An RFI may be created for an endless number of reasons, and the process of creating and sending the request accomplishes multiple goals:
- Formalizes the request for additional information or technical clarification
- Documents important technical details concerning materials or installation methods
- Shares information and highlights clarifications to all critical players in the project
All of this helps the project progress smoothly and limits legal and financial liability for groups that stick to the process of using formal requests for information.
The RFI Process
A Request for Information is a key component of the standard construction management process. The workflow diagram below illustrates the typical lifecycle of an RFI in greater detail.
The Construction RFI Process
A step-by-step guide illustrating where Requests for Information (RFIs) fit into the standard construction management workflow, from identification to resolution.
Standard RFI Workflow
1. Issue Identification
Contractor or subcontractor identifies missing information, a conflict in the contract documents, or an unforeseen site condition.
2. Internal Review & Drafting
The GC reviews the issue to ensure the answer isn’t already in the plans. An RFI is drafted, ideally including a proposed solution.
3. Submission to Design Team
The formal RFI is logged in the project management system and sent to the Architect, Engineer, or relevant design consultant.
4. Review & Response
The design team analyzes the request, coordinates with the client/owner if necessary, and issues an official written response.
Option A: No Impact
The clarification does not affect the budget or timeline. Construction proceeds as instructed.
Option B: Scope Impact
The required change impacts time or cost, triggering a formal Change Order process.
RFI Best Practices
For Contractors (Submitters)
- Propose a solution: Don’t just point out a problem. Suggesting a viable fix speeds up the approval process significantly.
- Keep it specific: Address only one issue per RFI. Combining multiple unrelated questions causes delays.
- Include attachments: Always reference specific plan sheets, specification sections, and include annotated photos or sketches.
- Filter internally: The GC should review all Subcontractor RFIs to ensure the answer doesn’t already exist in the documents.
Common RFI Triggers
- Material substitutions due to supply chain issues.
- Clashes between structural and MEP (Mechanical, Electrical, Plumbing) plans.
- Unforeseen existing site conditions (especially in renovations).
- Incomplete or contradictory architectural details.
RELATED
How to Write an RFI for Construction
For organizations or projects that do not have a formalized template, software, or guidelines for creating and submitting a new request for information, individuals might be hung up on exactly how to formulate an effective RFI. Here are some best practices, drawn from experienced construction professionals, on how to put together an effective request:
- Use clean/simple formatting
- Follow a consistent format and naming convention
- Ask one question or request very specific information
- Be specific
- Provide complete and accurate context of the situation or question, including specific references to drawing numbers, specification sections, or other relevant contract documents
- Maintain a professional, considerate tone
- Include attached documents, images, or videos when necessary
- Suggest a solution or possible explanation to the question or issue
- Provide a specific, yet fair, amount of time to respond to the request
Individuals should consider that any RFI they create will be a record of the project’s progress and may be referenced if any legal, financial, or insurance-related issues arise. Sticking to a professional RFI process and using it appropriately is an excellent way to maintain a clear paper trail, provided you remember that an RFI is not a substitute for a Change Order and does not itself authorize changes to the project cost or schedule.
Construction RFI Example
This example uses a simple RFI template and shows a general contractor requesting information from the architect or design professional because the plan specs were not precise. There are many ways to structure this type of request, but most professionals agree that being clear and comprehensive is better for avoiding project delays.
Free Construction RFI Template
Many organizations now utilize digital systems or Common Data Environments (CDE) for managing the RFI process, which is often required for modern compliance standards. For those who don’t have such resources, we’ve provided an RFI template to help you get started. Download or copy this template and adjust it to fit the specifics of your organization:
Construction RFI Template: Google Drive, Microsoft Word
Managing RFIs with Software
For larger projects (exceeding $10M), hundreds of RFIs will likely be sent between the contractor and the design team, which can create a document management problem for project managers and the rest of the stakeholders. Even on a typical $1M project, which averages about 10 RFIs, the need for formal tracking is essential to avoid delays.
To streamline the RFI process and overall project execution, construction professionals can leverage modern project management tools. The best platforms will integrate seamlessly with your construction estimating and construction accounting software, ensuring that when an RFI impacts the budget, that data flows automatically from the field to the back office.
| Company | Best For | Pricing | Get Started |
|---|---|---|---|
Procore
|
Best overall construction management software; fully cloud-based and accessible on any device | $$$$ | |
Buildertrend
|
Home builders and remodelers; residential-focused features with pricing based on annual construction volume | $$$ | |
Contractor Foreman
|
Small to midsize contractors; affordable project management software with broad features for office and field teams | $ |
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