RFI – Request for Information

What is an 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 made official.
• A detail within the plan specifications could be incorrect and needs to be reviewed.
• A designer, engineer, or contractor needs details about possible materials or equipment from a supplier.

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 changes to plans
• Documents important details concerning materials or cost estimates
• Shares information and highlights changes 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.

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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
• 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 stay on the right side of any potential legal disputes.

Construction RFI Example

This example uses a simple RFI template and shows a general contractor requesting information from the project engineer because the plan specs were not precise. There are many ways to structure this type of request, but most professionals agree that simpler is better.

RFI Example Doc

Free Construction RFI Template

Many organizations will already have a process, template, or digital system for managing the RFI process. For those who don’t have such resources at their fingertips, we’ve created a simple RFI template to help get started. Download or copy this template and adjust it to fit the specifics of your organization or project:

Construction RFI Template: Google Drive, Microsoft Word (.docx)

Managing RFIs with Software

For large projects (over $1M), dozens, if not hundreds, of RFIs will likely be sent between the project’s key managers and team members, which can create a document management problem for project managers and the rest of the team.

Construction professionals can turn to modern technology, particularly construction project management and RFI management tools, like Procore and Buildertrend, to help manage the RFI process and other parts of the project.