Construction RFI Guide: How to Write and Track RFIs

What a construction RFI is—and is not

A construction request for information is a controlled question used when the contract documents are missing, unclear, or inconsistent and the contractor needs an authorized interpretation before proceeding. A useful RFI identifies the exact issue, references the controlling documents, supplies enough context for review, and records the official answer.

An RFI is not routine correspondence, a product submittal, a substitution request when the contract has a separate process, a schedule update, or automatic authorization for extra work. It should not shift the contractor’s means-and-methods responsibility to the designer. Follow the actual agreement because project delivery methods and public-owner procedures differ.

Construction RFI template fields

Use the owner’s or prime contractor’s required form when one exists. For a small private project without a prescribed template, these fields create a reviewable record.

Project and contract

Project name, number, location, contract or package, and responsible contractor.

RFI identity

Unique sequential number, clear subject, discipline or category, author, and date submitted.

Exact references

Current drawing/detail, specification section, schedule, addendum, submittal, prior RFI, and revision date.

Question

One concise issue, its location, the conflict or missing information, and the specific decision requested.

Evidence

Marked-up sheet, field photo, sketch, dimensions, product data, or other focused attachment.

Proposed solution

An optional contractor proposal with its assumptions, clearly identified as awaiting review.

Required-by and impact

Realistic response date tied to the work, plus known potential cost, schedule, safety, quality, procurement, or coordination impact.

Routing and response

Official recipient, reviewers, final response, response attachments, responder, and response date.

Worked RFI example: flooring finish conflict

This example shows the level of detail that makes a question answerable. It is not a direction to install either finish and does not establish entitlement to extra cost or time.

RFI log fields

The log is the index, not a replacement for the complete request and official response. Keep it current, make the owner of the next action visible, and retain closed and voided history.

• RFI number, subject, project area, discipline, and current revision
• Submitted date, requested response date, actual response date, and days open
• Originator, responsible responder, reviewers, and current ball in court
• Status such as Draft, Open, Pending information, Answered, Closed, or Void
• Drawing/spec references and links to the request, attachments, and official response
• Potential cost, schedule, procurement, safety, quality, and as-built impacts
• Related change event, change order, submittal, schedule activity, or notice record
• Distribution, field acknowledgment, implementation note, and close date

RFI response review checklist

• The response comes from the party authorized by the contract or project procedure.
• Every question is answered; “see drawings” points to a specific current sheet, detail, or attachment.
• The answer does not conflict with another drawing, specification, approved submittal, or prior response.
• Any revised sketch or attachment is included, dated, legible, and distributed with the response.
• Cost, time, procurement, inspection, and trade-coordination consequences have been reviewed.
• A formal change or notice process has started when the answer affects contractual scope, price, or time.
• The superintendent and affected trades received the official answer and stopped using superseded information.
• The log links the final response, related records, acknowledgment, and close date.

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