When construction documents leave critical questions unanswered, work stops. In construction, an RFI (Request for Information) is a formal written process that bridges gaps when contract documents, drawings, or specifications lack clarity.
We use RFIs to formalize questions about unclear details and share decisions across the entire project team. Any project party—owner, general contractor, subcontractor, architect, engineer, or supplier—can submit an RFI, creating a documented trail that helps keep projects on schedule while managing risk and limiting legal exposure.
When Should You Issue An RFI On A Project?
We issue RFIs when critical information is missing and work cannot proceed safely or correctly without clarification. The decision to submit an RFI should be driven by a genuine need, not convenience or a cursory document review.
Valid triggers for issuing an RFI include missing, incomplete, or incorrect specifications that prevent accurate execution. Conflicts between construction drawings and specifications create confusion about which document takes precedence. Design clarifications become necessary when architectural or engineering intent isn’t clear from the existing documentation.
Material substitutions or availability issues often require formal clarification through RFIs. When the specified product isn’t available or a suitable alternative could improve performance or reduce costs, we document the request with an RFI. Differing or newly discovered site conditions that weren’t anticipated in the original contract documents also warrant an RFI.
Updates based on new site information discovered during construction require formal documentation. Code questions or contract-term clarifications that affect how we interpret the scope of work should be addressed via RFIs to avoid later disputes.
RFIs should be used as a last resort after thoroughly reviewing all contract documents. We first check drawings, specifications, addenda, and any prior clarifications to confirm the information truly isn’t available. This due diligence prevents unnecessary RFIs and demonstrates professional competence to project stakeholders.
When Not to Use RFIs
RFIs have specific boundaries that teams must respect. We do not use RFIs for routine communication with the design team or project owner. Daily coordination discussions, progress updates, and general project correspondence belong in meetings, emails, or project management platforms.
Means and methods questions fall outside the scope of RFIs, since contractors determine how to execute the work safely and efficiently. Submittals require their own approval process and shouldn’t be confused with information requests. Documenting progress or requesting approval for completed work doesn’t require an RFI.
Requests for scope, time, or cost changes require change orders rather than RFIs. When additional work is needed or project parameters shift, we follow the formal change order process outlined in the contract. Using RFIs to circumvent change order procedures creates confusion about project costs and scope boundaries.
How Does An RFI Differ From Other Request Documents In Construction?
Construction projects generate numerous documents that require information, approval, or action. While these documents may seem similar, each serves a distinct purpose and carries different legal implications. Understanding these differences helps project teams use the right tool at the right time and avoid costly misunderstandings.
RFI vs. RFP
An RFI clarifies details during active construction when questions arise about contract documents or site conditions. An RFP requests detailed proposals from potential contractors, typically during procurement before contracts are signed. RFIs occur post-award to resolve ambiguities, while RFPs occur pre-award to select the best approach and contractor for the work.
RFI vs. RFQ
An RFI seeks clarification on unclear specifications, conflicting drawings, or site conditions that prevent work from proceeding. An RFQ requests pricing for well-defined, standardized goods or services from qualified suppliers. RFIs ask “what does this mean?” while RFQs ask “how much does this cost?” RFIs generate answers and interpretations, while RFQs produce binding price commitments.
RFI vs. RFT
An RFT seeks binding offers through competitive bidding, typically in construction and civil engineering procurement. An RFI asks questions about existing contract documents and creates no contractual obligations. RFTs result in formal contracts with the lowest compliant bidder, while RFIs simply provide clarification to help execute existing contracts. Their legal weight differs significantly.
RFI vs. Submittal
An RFI poses a question requiring an answer from the design team or owner. A submittal provides specific products, shop drawings, or material data for review and approval before installation. RFIs request information to proceed with work, while submittals demonstrate how work will be executed. Both require approval, but submittals show compliance with specifications rather than seeking clarification about the specifications.
RFI vs. ASI
RFIs flow from contractor to architect with questions about unclear contract documents or site conditions. Architect’s Supplemental Instructions (ASI) flow from architect to contractor, providing direction, clarification, or minor changes to the work. RFIs ask for information, while ASIs give instructions. The direction of communication and decision-making authority distinguishes these documents in project workflows.
RFI vs. Change Order and CCD
RFIs request information and clarification but do not authorize changes to project scope, cost, or time. Change orders and Construction Change Directives (CCDs) modify contract terms, adjust pricing, and alter schedules through formal approval processes. RFIs maintain the existing contract scope, while change orders and CCDs expand or modify it. This distinction significantly affects project budgets, schedules, and legal obligations.
What Should A Construction RFI Include And How Does The Process Work?
We structure our RFIs to include specific elements that ensure clear communication and prompt responses. Each RFI must contain project and sender details, including the project name, address, and contact information for both the requester and recipient. A unique RFI number helps us track the request through to completion, while a single, clear question focuses the response on the exact issue at hand.
Precise location references are critical for effective RFIs. We include sheet numbers, detail references, and specification sections to help the reviewer locate the issue quickly. Context and impact details explain how the question affects our work sequence, schedule, or constructability. Setting a submission date and a reasonable response deadline creates accountability and helps maintain project momentum.
When drafting RFIs, we include relevant contract terms related to the question, along with attachments such as photos, sketches, or marked-up drawings to provide visual context. Proposing a reasonable solution demonstrates our expertise and often speeds the response. This approach shows we have analyzed the problem thoroughly rather than simply passing it along.
The Three-Step RFI Process
The RFI process follows a straightforward sequence we have refined over years of project experience. First, the executing party drafts and submits the RFI to the appropriate recipient. This step requires careful preparation to ensure all necessary information is included and the question is clearly stated.
Second, the recipient reviews the RFI and either provides an answer directly or routes it to the appropriate discipline for response. Architects handle design questions, engineers address technical issues, and project owners may need to weigh in on cost or schedule impacts. We coordinate with all parties to ensure the RFI reaches the person best equipped to provide an accurate answer.
Third, the requester evaluates the response to confirm it fully addresses the original question. If the answer lacks clarity or raises additional questions, we resubmit the RFI with specific requests for clarification. This feedback loop continues until we receive the information needed to proceed with confidence.
Best Practices For RFI Management
We follow proven best practices to streamline the RFI process and minimize delays. Simple formatting makes RFIs easier to read and respond to quickly. We address one issue per RFI to avoid confusion and ensure each question receives focused attention. Complete context helps reviewers understand the problem without additional back-and-forth communication.
A professional tone maintains positive working relationships even when addressing complex or potentially contentious issues. We set fair response times based on project schedules and the complexity of the question. When related issues arise, we group them strategically to provide comprehensive context while maintaining clarity.
Photos and visual aids significantly improve RFI effectiveness by showing exactly what we are questioning. We label urgency realistically, reserving urgent designations for situations that truly threaten the project schedule or safety. Maintaining an RFI log helps us track all requests, monitor response times, and preserve the project record for future reference. This documentation becomes invaluable during project closeout and for resolving any disputes that may arise.
What Pitfalls, Costs, And Timelines Should Teams Expect?
Response timelines set the baseline for RFI management. Research from the Navigant Construction Forum shows that average RFI response times range from 6.4 to 10 days, though timelines vary significantly with project complexity and contract requirements. Simple clarifications might be resolved within days, while technical coordination across multiple disciplines often extends well beyond standard expectations.
Contract terms often establish specific response deadlines, typically ranging from five to ten business days. We structure our project agreements with clear expectations because undefined timelines create unnecessary delays. When response requirements are documented up front, all parties understand their obligations and can plan accordingly.
Common RFI Pitfalls That Derail Projects
RFI backlogs develop when teams lack systematic tracking and accountability. Research indicates that nearly one in four RFIs go unanswered, creating significant risks to quality standards and project schedules. We see this pattern when responsibility shifts between parties without clear documentation requirements.
Unjustified RFIs represent another costly pitfall. Studies show that more than one in ten RFIs are considered unjustifiable, indicating that the requested information already exists in the contract documents. These unnecessary requests consume resources and create false urgency around legitimate clarifications.
Poor documentation practices compound these issues. When teams fail to maintain proper RFI logs or use inconsistent formatting, critical questions get lost in email chains or spreadsheets. This creates liability exposure and makes it difficult to track decisions affecting construction quality and safety.
Financial Impact and Cost Management
RFI costs add up quickly at project scale. The Navigant study found that reviewing and responding to a single RFI averages approximately $1,080 when accounting for administrative and technical time. With typical projects generating hundreds of RFIs, these costs can reach approximately $859,680 on an average project.
Unjustified RFIs alone can cost projects over $113,400 in wasted review time. We prevent this by requiring teams to confirm that answers do not already exist in the contract documents before submitting requests. This simple verification step reduces unnecessary costs and keeps the focus on legitimate clarifications.
The hidden costs extend beyond direct review time. Unanswered RFIs create work stoppages, rework scenarios, and potential litigation risk. When construction proceeds without proper clarification, quality issues emerge that require expensive corrective measures later in the project.
Safeguards Teams Can Implement
Establish clear RFI procedures before construction begins. Define what constitutes a valid RFI versus routine communication or change order requests. Document these procedures in the contract to prevent misuse and ensure all parties understand the process.
Implement documentation requirements that include project references, specific questions, and supporting evidence. We require photos or marked-up drawings when site conditions differ from documents. This reduces back-and-forth and speeds resolution.
Use real-time tracking systems to monitor RFI status and response deadlines. Electronic platforms create accountability by assigning responsibility and sending automatic reminders when deadlines approach. This prevents requests from falling through communication gaps.
Focus RFI submissions on clear, necessary questions supported by evidence rather than using them as tactical tools. Courts have consistently ruled that large numbers of RFIs alone do not prove defective design, emphasizing the importance of legitimate, well-documented requests that serve actual construction needs.
Conclusion And Next Steps
An RFI in construction is a formal tool to clarify contract documents and site conditions, helping work proceed safely, on time, and in line with project specifications. These requests should be used strategically when critical information is missing, rather than for routine communications or scope changes that require change orders.
Effective RFI management starts with establishing clear procedures at the project outset. Teams should define what constitutes a valid RFI compared with other communication methods, set realistic response timelines that account for review complexity, and require full context with supporting visuals in every submission. We maintain comprehensive RFI logs to track status and responses and use real-time tracking systems to route requests efficiently and archive decisions for future reference. These practices reduce project delays, control costs, and strengthen the official project record that protects all stakeholders throughout construction and beyond.
Ready to streamline your RFI process and improve project communication? Contact EB3 Construction to discuss how we manage construction documentation and coordination.
