{"id":14777,"date":"2021-02-27T16:41:24","date_gmt":"2021-02-28T00:41:24","guid":{"rendered":"https:\/\/essential.construction\/academy\/?p=14777"},"modified":"2026-10-29T05:00:53","modified_gmt":"2026-10-29T12:00:53","slug":"ultimate-guide-to-the-construction-rfi","status":"publish","type":"post","link":"https:\/\/essential.construction\/academy\/tutorials\/ultimate-guide-to-the-construction-rfi\/","title":{"rendered":"RFI in Construction: What It Is, How to Write One (+ Examples)"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><strong>An RFI (request for information) is a formal, written question a contractor sends to the architect, engineer or owner when the drawings, specifications or site conditions don&#8217;t give enough information to build the work.<\/strong> The design team answers in writing, and the RFI and its response become part of the permanent project record.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This guide covers the full RFI process: who sends and answers RFIs, how to write one using a field-by-field template, three filled-in example RFIs with sample responses, how to run an RFI log, typical turnaround times and contract language, and how an RFI differs from a submittal, change order or site instruction.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key takeaways<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li>An RFI asks a question. It doesn&#8217;t change the contract; if the answer changes cost, time or scope, that goes through a change order or change directive.<\/li><li>Check the drawings, specs, addenda and past RFIs first. RFIs that ask for information already in the documents slow everyone down.<\/li><li>A good RFI has one question, a specific title, exact references (sheet, detail, grid, spec section), attachments and a proposed solution.<\/li><li>Track every RFI in a log with its number, date sent, date required and who has the &#8220;ball in court.&#8221;<\/li><li>Your contract and Division 01 specs set the procedure and response time, typically 5 to 10 working days.<\/li><li>If a response adds cost or time, give written notice promptly. Under AIA A201, RFI answers don&#8217;t automatically entitle you to a change.<\/li><\/ul>\n\n\n\n<div class=\"wp-block-group ec-cta ec-cta--template has-background\" style=\"border-radius:6px;background-color:var(--grey100);margin-top:32px;margin-bottom:32px;padding-top:20px;padding-right:20px;padding-bottom:20px;padding-left:20px\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"ec-cta__eyebrow has-text-color wp-block-paragraph\" style=\"color:var(--grey600);font-size:14px;font-weight:500\">Editable template<\/p>\n\n\n<h3 class=\"wp-block-heading\">Get the Request For Information (RFI) Template<\/h3>\n\n\n<p class=\"wp-block-paragraph\">An editable RFI form with every field covered in this guide, from references and proposed solution to cost and schedule impact, so you can send a complete RFI in minutes instead of building one from scratch.<\/p>\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\" style=\"margin-top:16px\">\n<div class=\"wp-block-button ec-cta__btn\"><a class=\"wp-block-button__link has-text-color has-background wp-element-button\" href=\"https:\/\/essential.construction\/files\/construction\/administration\/request-for-information-rfi\/?utm_source=academy&amp;utm_medium=cta-template&amp;utm_content=ultimate-guide-to-the-construction-rfi\" style=\"border-radius:6px;color:#ffffff;background-color:var(--primary);font-weight:500\">Download the template \u2192<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">What is an RFI in construction?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">RFI stands for request for information. It&#8217;s the standard way to ask a question on a construction project and get a documented answer. The RFI goes on a standard form or into a project platform and asks for information that can&#8217;t be found in the contract documents: the agreement, general conditions, drawings, specifications and addenda.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Most RFIs are raised by the general contractor (often for a subcontractor) and answered by the architect or engineer. Because the answer is in writing, the trade knows what to build, the designer has a record of what they directed, and the owner has a trail if the answer later turns into a cost.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The five common types of RFI<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">RFIs aren&#8217;t only for &#8220;what do I do here?&#8221; questions. On a typical job you&#8217;ll see five types:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Type of RFI<\/th><th>What it does<\/th><th>Example question<\/th><\/tr><\/thead><tbody><tr><td>Ask a question<\/td><td>Fills a gap where information is missing<\/td><td>&#8220;No ceiling height is given for Corridor 104 on reflected ceiling plan A-221. What height is required?&#8221;<\/td><\/tr><tr><td>Clarify a conflict<\/td><td>Asks which of two conflicting documents governs<\/td><td>&#8220;Section 09 91 23 calls for eggshell paint in Rooms 201 to 210, but the finish schedule on A-601 says semi-gloss. Which governs?&#8221;<\/td><\/tr><tr><td>Report a field condition<\/td><td>Flags a site condition that differs from the drawings<\/td><td>&#8220;The existing stair is 3&#8242;-8&#8243; wide, not 4&#8242;-0&#8243; as shown on A-301. Please advise.&#8221;<\/td><\/tr><tr><td>Request a decision<\/td><td>Asks the owner or designer to make a choice by a date<\/td><td>&#8220;Please confirm the countertop colour by May 15 to hold the fabrication slot.&#8221;<\/td><\/tr><tr><td>Confirm a direction<\/td><td>Puts a verbal or site-walk direction in writing (a &#8220;confirming RFI&#8221;)<\/td><td>&#8220;Per the site walk on March 4, bulkheads are to be added at light fixtures in Rooms 110 to 114. Please confirm.&#8221;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">What an RFI is not<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Using the RFI process for the wrong thing is one of the fastest ways to annoy a design team. An RFI is <strong>not<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>A change order.<\/strong> An RFI can lead to a change, but the RFI itself doesn&#8217;t authorize extra money or time. Changes are made by a <a href=\"https:\/\/essential.construction\/academy\/glossary\/change-order\/\">change order<\/a> or a change directive.<\/li><li><strong>A submittal.<\/strong> Shop drawings, product data and samples go through the submittal process for review against the design intent. Don&#8217;t ask &#8220;is this product acceptable?&#8221; in an RFI. Submit it. See our guide to <a href=\"https:\/\/essential.construction\/academy\/tutorials\/managing-construction-submittals\/\">managing construction submittals<\/a>.<\/li><li><strong>A substitution request.<\/strong> Most specifications require substitutions to go through a separate procedure, usually in Division 01 (MasterFormat Section 01 25 00, Substitution Procedures).<\/li><li><strong>A pricing request.<\/strong> If you need the owner to approve a cost, send a change order request or proposal with backup.<\/li><li><strong>A claim or a notice.<\/strong> An RFI is a question. If you believe you&#8217;re owed time or money, follow the notice and claim provisions in your contract, in writing, within the stated time limit.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">RFI vs RFP vs RFQ, and &#8220;request for inspection&#8221;<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">RFI also appears in procurement, which is why &#8220;RFI vs RFP&#8221; is a common search. When an owner is buying services, it may send a request for information first to learn what the market can offer, then a request for qualifications (RFQ) to shortlist firms, then a request for proposal (RFP) to get priced proposals. During bidding, contractors send pre-bid RFIs (bidder&#8217;s questions) about the tender documents, and the answers usually go to every bidder as an addendum. See our guide to <a href=\"https:\/\/essential.construction\/academy\/tutorials\/construction-tendering-the-basics\/\">construction tendering<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On some international projects, especially in the Middle East and South Asia, &#8220;RFI&#8221; can also mean <strong>request for inspection<\/strong>: the contractor&#8217;s notice that work is ready for the consultant to inspect before it&#8217;s covered up. Check which one your contract means. This guide covers the request for information used during construction.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who sends and who answers an RFI?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The flow of RFIs follows the contract chain. A subcontractor usually has no contract with the architect, so its questions go through the general contractor.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Party<\/th><th>Typical role in the RFI process<\/th><\/tr><\/thead><tbody><tr><td>Subcontractor or trade<\/td><td>Spots the issue in the field or during shop drawing prep, drafts the RFI and sends it to the GC.<\/td><\/tr><tr><td>General contractor or construction manager<\/td><td>Reviews each RFI, rejects ones already answered in the documents, combines duplicates, numbers and logs it, issues it to the design team, chases the answer and distributes it.<\/td><\/tr><tr><td>Architect (prime consultant)<\/td><td>Receives RFIs, routes them to the right engineer or subconsultant, coordinates the answer and issues the official response.<\/td><\/tr><tr><td>Engineers (structural, mechanical, electrical, civil)<\/td><td>Answer RFIs in their discipline, usually through the architect.<\/td><\/tr><tr><td>Owner or owner&#8217;s representative<\/td><td>Answers questions that need an owner decision (selections, program, budget) and approves any change that results.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">On a design-bid-build job, this is the standard path. On design-build, the designer works for the contractor, so many RFIs are internal, but they should still be written and logged. In Canada, the architect or engineer is usually called the &#8220;consultant,&#8221; which is the term used in CCDC contracts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When should you issue an RFI?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Issue an RFI whenever you need information to build the work and the contract documents don&#8217;t give it to you clearly. Common triggers:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>A dimension is missing, or the dimensions don&#8217;t add up to the overall.<\/li><li>A material, wall type, detail or finish isn&#8217;t shown.<\/li><li>Two drawings disagree, within one discipline or between disciplines (a duct through a beam, a sprinkler main below the ceiling).<\/li><li>The specification is missing a section or doesn&#8217;t match the drawings.<\/li><li>Uncovered site conditions don&#8217;t match the drawings, which is common in renovation work.<\/li><li>You need an owner or designer decision by a date, or a verbal site direction confirmed in writing.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The rule of thumb from the field: if you need to record a decision on the jobsite, an RFI is a good way to do it. But do your homework first. Search the drawings, details, schedules, specifications, addenda, approved submittals and previous RFI responses before you write a word.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The RFI process step by step<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Most projects follow some version of the workflow below. Your contract or Division 01 specifications may change the details, so read them at the start of the job and set up your workflow to match.<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><strong>Identify the issue.<\/strong> A foreman, superintendent, project engineer or trade finds a gap, conflict or field condition.<\/li><li><strong>Research the documents.<\/strong> Confirm the answer isn&#8217;t already in the drawings, specs, addenda, approved submittals or earlier RFIs.<\/li><li><strong>Draft the RFI.<\/strong> The person closest to the problem writes the question, references and proposed solution. Subcontractors send drafts to the GC.<\/li><li><strong>GC review, numbering and logging.<\/strong> The GC&#8217;s PM or project engineer checks quality, assigns the next number and logs it.<\/li><li><strong>Issue to the design team<\/strong> by the method the contract requires, copying the trades and consultants it affects. The &#8220;ball in court&#8221; (the party who has to act next) is now the design team.<\/li><li><strong>Routing and response.<\/strong> The architect routes it to the right consultant, coordinates their input and issues one written answer, often with a sketch or revised detail.<\/li><li><strong>GC review of the response.<\/strong> Does it answer the question? Create new conflicts? Change cost or time? If so, issue a change order request or notice right away.<\/li><li><strong>Distribute and update the drawings.<\/strong> Send the answer to every affected trade, and cloud the area on the current set with &#8220;See RFI-027&#8221; so nobody builds from old information.<\/li><li><strong>Close it in the log,<\/strong> with the response date, status and any linked change order or follow-up RFI.<\/li><\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-868x1024.webp 868w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-254x300.webp 254w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-768x906.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-1303x1536.webp 1303w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2.webp 1417w\" sizes=\"auto, (max-width: 868px) 100vw, 868px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"868\" height=\"1024\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-868x1024.jpeg\" alt=\"Sample construction RFI workflow flowchart\" class=\"wp-image-14795 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-868x1024.jpeg 868w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-254x300.jpeg 254w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-768x906.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2-1303x1536.jpeg 1303w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/458F280F-D9C8-4C98-914A-1BD9A7CC1BF2.jpeg 1417w\" sizes=\"auto, (max-width: 868px) 100vw, 868px\"><\/picture><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">A written workflow avoids arguments about who sends what to whom. Agree on it at the preconstruction meeting and put it in the project directory. Our <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/construction-rfi-workflow-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">Construction RFI Workflow Template<\/a> gives you a ready-made flowchart you can edit to match your contract.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to write a good RFI<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The quality of your question decides how fast you get an answer. A vague RFI gets a vague response, or a request for more information, which restarts the clock.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Understand the problem first<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Know what you&#8217;re asking and why. Walk the area, look at the conflict in plan, section and detail, and talk to the trade. If you&#8217;re not sure, call the architect first; a two-minute call can save a formal RFI.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Write a specific title<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Titles get scanned in logs, meetings and search bars. Make the title say what the RFI is about and where.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Weak title<\/th><th>Better title<\/th><\/tr><\/thead><tbody><tr><td>Plumbing riser<\/td><td>Plumbing riser size confirmation at grids A\/5<\/td><\/tr><tr><td>Beam repair<\/td><td>Extent of beam repair required, Level 3, grids D to F<\/td><\/tr><tr><td>Paint colour<\/td><td>Paint type PT-7: confirm colour for Rooms 201 to 210<\/td><\/tr><tr><td>Ceiling<\/td><td>Ceiling height conflict with existing duct, Corridor 210<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">3. Send it to the right people<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Address the RFI to the person who can answer it, usually the architect, and copy everyone affected. A structural question that could move conduit or light fixtures should copy the electrical engineer and the electrical trade. A mechanical RFI sent only to the structural engineer will sit.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. Ask one clear, concise question<\/h3>\n\n\n\n<ul class=\"wp-block-list\"><li>Ask one question per RFI. Three questions in one RFI get answered at the speed of the slowest one.<\/li><li>Reference the exact drawing sheet, detail number, grid lines, room number and level.<\/li><li>Reference the spec section and paragraph, related submittals and earlier RFIs.<\/li><li>Use plain language. Skip the jargon and the attitude. Frustration in an RFI never speeds up the answer.<\/li><li>Write it so someone who has never seen the site can understand the problem.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">5. Propose a solution<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You know the site, the sequence and the cost. Tell the designer what you&#8217;d suggest: &#8220;Proposed solution: lower the ceiling to 8&#8242;-4&#8243; AFF in Corridor 210 only.&#8221; A proposed solution often turns a one-week response into a one-day &#8220;Proceed as proposed.&#8221;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6. Attach drawings, sketches and photos<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A picture answers half the question. Attach:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Marked-up drawings with the problem area clouded and highlighted (often called an RFI drawing or RFI markup)<\/li><li>Site photos with a tape measure or reference in the frame<\/li><li>Hand sketches or a quick CAD sketch of your proposed solution<\/li><li>Existing building drawings, survey data or scan results<\/li><li>Relevant shop drawings, cut sheets or product data<\/li><li>Emails or meeting minutes where the issue was discussed<\/li><\/ul>\n\n\n\n<figure class=\"wp-block-image alignfull size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited.webp 1850w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-300x169.webp 300w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-1024x576.webp 1024w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-768x432.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-1536x863.webp 1536w\" sizes=\"auto, (max-width: 1850px) 100vw, 1850px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1850\" height=\"1040\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited.jpeg\" alt=\"RFI markup on construction drawings\" class=\"wp-image-14804 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited.jpeg 1850w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-300x169.jpeg 300w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-1024x576.jpeg 1024w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-768x432.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C24D30A6-74AF-48BF-B4BB-69C541A2E912-edited-1536x863.jpeg 1536w\" sizes=\"auto, (max-width: 1850px) 100vw, 1850px\"><\/picture><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">7. Set a realistic required-by date<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Each RFI has its own urgency, and the construction schedule should drive it. Work back from the date the work starts, allowing for procurement and fabrication. If it isn&#8217;t urgent, give the design team the full contract response time. If it is urgent, say why (&#8220;steel fabrication release on hold&#8221;), and call the architect to let them know it&#8217;s coming. Don&#8217;t mark everything urgent; designers stop believing it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">RFI template: the fields to include<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Whether you use a form, a spreadsheet or software, a complete RFI captures these fields:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Field<\/th><th>What to enter<\/th><\/tr><\/thead><tbody><tr><td>Project name and number<\/td><td>As shown on the contract<\/td><\/tr><tr><td>RFI number<\/td><td>Sequential and never reused (RFI-001, RFI-002). Note the subcontractor&#8217;s own number if they have one.<\/td><\/tr><tr><td>Date issued<\/td><td>The date it was sent to the design team<\/td><\/tr><tr><td>Title<\/td><td>Specific subject and location<\/td><\/tr><tr><td>From<\/td><td>Name, company and contact details of the person asking<\/td><\/tr><tr><td>To and copy list<\/td><td>The person responsible for the answer, plus everyone affected<\/td><\/tr><tr><td>Discipline and spec section<\/td><td>For example Structural, 05 12 00<\/td><\/tr><tr><td>References<\/td><td>Drawing sheets, details, grid lines, rooms, levels, submittals, previous RFIs<\/td><\/tr><tr><td>Question<\/td><td>One clear question<\/td><\/tr><tr><td>Proposed solution<\/td><td>Your suggested answer<\/td><\/tr><tr><td>Potential impact<\/td><td>Cost: yes, no or unknown. Schedule: yes, no or unknown. Brief explanation.<\/td><\/tr><tr><td>Response required by<\/td><td>Date, with the reason if it&#8217;s urgent<\/td><\/tr><tr><td>Attachments<\/td><td>List each one<\/td><\/tr><tr><td>Response<\/td><td>Written answer, name of the responder, date<\/td><\/tr><tr><td>Follow-up<\/td><td>Change order request needed? Drawings to update? Trades to notify?<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Our <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/request-for-information-rfi\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">Request For Information (RFI) template<\/a> includes all of these fields. If you&#8217;d rather work in a spreadsheet, there&#8217;s also an <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/request-for-information-rfi-excel-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">RFI Excel template<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Construction RFI examples<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The three examples below are illustrative. They&#8217;re based on the kinds of questions that come up on real jobs, with made-up project details. Each one shows the RFI as sent and a sample response.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Example 1: Dimension conflict between architectural and structural drawings<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Field<\/th><th>Entry<\/th><\/tr><\/thead><tbody><tr><td>Project<\/td><td>Sample Office Building, Job 2318<\/td><\/tr><tr><td>RFI number<\/td><td>RFI-014<\/td><\/tr><tr><td>Title<\/td><td>Stair 2 intermediate landing elevation conflict, Level 1 to Level 2 (A-301 vs S-201)<\/td><\/tr><tr><td>To<\/td><td>Project architect; copy structural engineer, steel fabricator, stair subcontractor<\/td><\/tr><tr><td>References<\/td><td>Section 3\/A-301; framing plan S-201; detail 5\/S-501; spec Section 05 51 00 Metal Stairs<\/td><\/tr><tr><td>Question<\/td><td>Section 3\/A-301 shows the Stair 2 intermediate landing at finished elevation 106&#8242;-8&#8243;. S-201 and detail 5\/S-501 show top of steel for landing beams B12 and B13 at 105&#8242;-11 1\/2&#8243;. With the 3 1\/2&#8243; concrete-filled pan landing, the structural elevation puts the finished landing at about 106&#8242;-3&#8243;, 5&#8243; lower than the architectural. This would give unequal risers. Which elevation governs?<\/td><\/tr><tr><td>Proposed solution<\/td><td>Hold the architectural finished elevation of 106&#8242;-8&#8243; and raise top of steel of B12 and B13 to 106&#8242;-4 1\/2&#8243;. No change to connections.<\/td><\/tr><tr><td>Potential impact<\/td><td>Cost: none expected if resolved before fabrication. Schedule: steel shop drawings for Stair 2 are on hold.<\/td><\/tr><tr><td>Required by<\/td><td>5 working days. Fabrication release is scheduled for the following week.<\/td><\/tr><tr><td>Attachments<\/td><td>Clouded A-301 and S-201; stair shop drawing sheet SD-07 with conflict marked<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Sample response:<\/strong> &#8220;Architectural elevation governs. Finished landing elevation 106&#8242;-8&#8243;. Raise top of steel of beams B12 and B13 to 106&#8242;-4 1\/2&#8243; as proposed. Connections per 5\/S-501 remain unchanged. See attached sketch SK-S-014. Revise and resubmit stair shop drawings accordingly.&#8221;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Example 2: Unforeseen field condition in a renovation<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Field<\/th><th>Entry<\/th><\/tr><\/thead><tbody><tr><td>Project<\/td><td>Sample School Renovation, Job 2402<\/td><\/tr><tr><td>RFI number<\/td><td>RFI-027<\/td><\/tr><tr><td>Title<\/td><td>Ceiling height conflict with existing supply duct, Corridor 210, grids C\/4 to C\/9<\/td><\/tr><tr><td>To<\/td><td>Project architect; copy mechanical engineer, ceiling and sprinkler subcontractors<\/td><\/tr><tr><td>References<\/td><td>Reflected ceiling plan A-221; existing conditions M-001; spec Section 09 51 13 Acoustical Panel Ceilings<\/td><\/tr><tr><td>Question<\/td><td>Demolition has exposed an existing 24&#8243; x 16&#8243; supply duct along Corridor 210 from grid C\/4 to C\/9, with the bottom of the duct at 8&#8242;-10&#8243; AFF (above finished floor). The duct is not shown on M-001. A-221 calls for an acoustic ceiling at 9&#8242;-0&#8243; AFF. Is the duct to remain, be relocated, or should the ceiling be lowered?<\/td><\/tr><tr><td>Proposed solution<\/td><td>Lower the ceiling in Corridor 210 only to 8&#8242;-4&#8243; AFF, which leaves 6&#8243; below the duct for the grid and recessed light fixtures.<\/td><\/tr><tr><td>Potential impact<\/td><td>Cost: lowering the ceiling, minor (sprinkler head and light adjustments). Relocating the duct: significant. Schedule: ceiling framing in Corridor 210 starts in 8 working days.<\/td><\/tr><tr><td>Required by<\/td><td>6 working days<\/td><\/tr><tr><td>Attachments<\/td><td>Four site photos with tape measure; marked-up A-221 and M-001<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Sample response:<\/strong> &#8220;Mechanical engineer confirms the duct is active and is to remain. Lower the ceiling in Corridor 210 to 8&#8242;-4&#8243; AFF as proposed. Adjust sprinkler heads and light fixtures to suit. See revised reflected ceiling plan sketch SK-A-027. If the Contractor believes this response involves a change in Contract Sum or Contract Time, submit a change proposal within the time required by the Contract.&#8221;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Notice the last line of that response. Lowering the ceiling means moving sprinkler heads, which costs money. The GC should log that RFI-027 has a cost impact and send a change order request to the owner with the sprinkler subcontractor&#8217;s price, not just quietly absorb it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Example 3: Specification conflicts with the finish schedule<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Field<\/th><th>Entry<\/th><\/tr><\/thead><tbody><tr><td>Project<\/td><td>Sample Warehouse and Office, Job 2355<\/td><\/tr><tr><td>RFI number<\/td><td>RFI-033<\/td><\/tr><tr><td>Title<\/td><td>Floor finish conflict, Storage Rooms 115 to 118: sealer (03 35 00) vs epoxy EP-1 (finish schedule)<\/td><\/tr><tr><td>To<\/td><td>Project architect; copy owner&#8217;s representative, concrete and flooring subcontractors<\/td><\/tr><tr><td>References<\/td><td>Room Finish Schedule A-601; Section 03 35 00 Concrete Finishing, paragraph 3.4; Section 09 67 23 Resinous Flooring<\/td><\/tr><tr><td>Question<\/td><td>Section 03 35 00 paragraph 3.4 calls for a clear penetrating sealer in Storage Rooms 115 to 118. The Room Finish Schedule on A-601 calls for epoxy flooring EP-1 in the same rooms. Which finish is required?<\/td><\/tr><tr><td>Proposed solution<\/td><td>Please confirm. The rooms are labelled &#8220;wet storage,&#8221; so EP-1 appears to be the design intent.<\/td><\/tr><tr><td>Potential impact<\/td><td>Cost: possible, depending on which finish governs. Schedule: concrete pour for this area is in 3 weeks, and the finish affects curing method.<\/td><\/tr><tr><td>Required by<\/td><td>10 working days<\/td><\/tr><tr><td>Attachments<\/td><td>Clouded A-601; excerpt of 03 35 00<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Sample response:<\/strong> &#8220;Owner confirms epoxy flooring EP-1 in Rooms 115 to 118 per the Room Finish Schedule. Delete the penetrating sealer in these rooms from Section 03 35 00. Concrete in these rooms is to be cured and prepared as required by Section 09 67 23. Revised specification page to follow in the next ASI.&#8221;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Whether that answer costs extra depends on what was bid and on your contract&#8217;s order-of-precedence clause (the clause that says which document wins when two conflict). Check it before you price.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">A quick confirming RFI example<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>RFI-041, Confirmation of site direction: bulkheads at light fixtures, Rooms 110 to 114.<\/strong> &#8220;During the site walk on March 4, the architect directed the drywall contractor to build bulkheads around the recessed light fixtures in Rooms 110 to 114, where the ceiling height conflicts with existing beams. Please confirm this direction in writing. Sketch of the bulkhead layout attached.&#8221; Confirming RFIs take two minutes to write and settle a lot of arguments at close-out.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to respond to an RFI<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you&#8217;re the architect, engineer or a GC answering a subcontractor&#8217;s question, a fast, complete answer keeps the job moving. Here&#8217;s a simple five-step approach.<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><strong>Check the urgency.<\/strong> If the required-by date isn&#8217;t realistic, call the contractor now, not the day before it&#8217;s due.<\/li><li><strong>Route it.<\/strong> Send it to each consultant whose work it touches and say what you need from each.<\/li><li><strong>Understand the question.<\/strong> If it&#8217;s unclear, pick up the phone: why was it issued, is there a preferred solution, what else does it affect?<\/li><li><strong>Coordinate the input,<\/strong> so the structural, mechanical and architectural answers agree before anything goes out.<\/li><li><strong>Issue one formal response<\/strong> on the form or platform, with any sketches, and return the ball to the contractor.<\/li><\/ol>\n\n\n\n<figure class=\"wp-block-image alignfull size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited.webp 1920w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-300x169.webp 300w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-1024x576.webp 1024w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-768x432.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-1536x864.webp 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1920\" height=\"1080\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited.jpeg\" alt=\"Responding to a construction RFI\" class=\"wp-image-14794 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited.jpeg 1920w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-300x169.jpeg 300w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-1024x576.jpeg 1024w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-768x432.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/6AE35C70-0FC5-4421-B338-C3C248AB1BF8-edited-1536x864.jpeg 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\"><\/picture><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">What a good RFI response includes<\/h3>\n\n\n\n<ul class=\"wp-block-list\"><li>A direct answer to the question asked, in the first sentence<\/li><li>Specific references: the sheet, detail or spec section that governs, or a new sketch number (SK-A-027)<\/li><li>Any related work the answer affects (sprinkler heads, light fixtures, finishes)<\/li><li>Whether supplemental drawings or a revised spec page will follow<\/li><li>The responder&#8217;s name and date<\/li><li>No surprises: if the answer changes scope, the response should say so, so it can move into the change process<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">RFI response examples: weak vs strong<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>RFI question<\/th><th>Weak response<\/th><th>Strong response<\/th><\/tr><\/thead><tbody><tr><td>Which landing elevation governs, A-301 or S-201?<\/td><td>&#8220;See drawings.&#8221;<\/td><td>&#8220;Architectural governs. Finished landing 106&#8242;-8&#8243;. Raise TOS of B12 and B13 to 106&#8242;-4 1\/2&#8243;. See SK-S-014.&#8221;<\/td><\/tr><tr><td>Duct conflicts with 9&#8242;-0&#8243; ceiling in Corridor 210. Advise.<\/td><td>&#8220;Coordinate in field.&#8221;<\/td><td>&#8220;Duct to remain. Lower ceiling in Corridor 210 to 8&#8242;-4&#8243; AFF. Adjust sprinkler heads and lights to suit. See SK-A-027.&#8221;<\/td><\/tr><tr><td>Please confirm paint colour for PT-7.<\/td><td>&#8220;As specified.&#8221;<\/td><td>&#8220;PT-7 is the colour listed in the Finish Legend on A-600. Sheen: eggshell, per Section 09 91 23.&#8221;<\/td><\/tr><tr><td>Is the attached demolition sequence acceptable?<\/td><td>&#8220;Acceptable.&#8221;<\/td><td>&#8220;Demolition means and methods are the Contractor&#8217;s responsibility. The sequence does not conflict with the structural notes on S-001; maintain temporary shoring as shown on S-002 until new beams are installed.&#8221;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">&#8220;See drawings&#8221; and &#8220;coordinate in field&#8221; are the two most hated RFI responses in construction. If the answer really is on the drawings, give the exact sheet and detail so the RFI can be closed in one step.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Useful RFI response phrases<\/h3>\n\n\n\n<ul class=\"wp-block-list\"><li>&#8220;Proceed as proposed.&#8221;<\/li><li>&#8220;Proceed as proposed, with the following modification: &#8230;&#8221;<\/li><li>&#8220;Refer to detail 5\/A-501, which governs.&#8221;<\/li><li>&#8220;See attached sketch SK-A-012. Revised drawings will be issued in ASI-006.&#8221;<\/li><li>&#8220;This item requires an owner decision. Owner response expected by [date].&#8221;<\/li><li>&#8220;Information is insufficient to respond. Please provide [field measurements, photos] and resubmit.&#8221;<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">When you&#8217;re the GC passing a design team response to a subcontractor, don&#8217;t just forward it. Read it, confirm it answers the question, and add any coordination notes for the other trades.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The RFI log: how to track and manage RFIs<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">RFIs add up fast. On a large project they can run into the hundreds, and every open one is a potential delay. The RFI log is the single list of every RFI on the job and where it stands.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What to track in your RFI log<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Column<\/th><th>Why it matters<\/th><\/tr><\/thead><tbody><tr><td>RFI number<\/td><td>Unique ID for every reference, meeting and change order<\/td><\/tr><tr><td>Title<\/td><td>Lets people find RFIs without opening each one<\/td><\/tr><tr><td>Discipline \/ spec section<\/td><td>Sort and filter by consultant or trade<\/td><\/tr><tr><td>Location (level, area, grid)<\/td><td>Spot problem areas on the job<\/td><\/tr><tr><td>Originator<\/td><td>Who asked, so you know who to send the answer to<\/td><\/tr><tr><td>Date sent<\/td><td>Starts the response clock<\/td><\/tr><tr><td>Date required<\/td><td>Drives the follow-up<\/td><\/tr><tr><td>Ball in court<\/td><td>Who has to act next<\/td><\/tr><tr><td>Days open<\/td><td>Flags overdue RFIs<\/td><\/tr><tr><td>Date answered and status<\/td><td>Open, answered, closed, or void<\/td><\/tr><tr><td>Cost \/ schedule impact<\/td><td>Yes, no or TBD, and the related change order number<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Sample RFI log entries<\/h3>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>RFI #<\/th><th>Title<\/th><th>Sent<\/th><th>Required<\/th><th>Ball in court<\/th><th>Status<\/th><th>Impact<\/th><\/tr><\/thead><tbody><tr><td>014<\/td><td>Stair 2 landing elevation conflict<\/td><td>Apr 2<\/td><td>Apr 9<\/td><td>Structural engineer<\/td><td>Open<\/td><td>Schedule risk<\/td><\/tr><tr><td>027<\/td><td>Ceiling height vs existing duct, Corridor 210<\/td><td>Apr 5<\/td><td>Apr 13<\/td><td>GC (pricing)<\/td><td>Answered<\/td><td>COR-009<\/td><\/tr><tr><td>033<\/td><td>Floor finish conflict, Rooms 115 to 118<\/td><td>Apr 8<\/td><td>Apr 22<\/td><td>Owner<\/td><td>Open<\/td><td>TBD<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">How to keep RFIs moving<\/h3>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Number every RFI<\/strong> sequentially and never reuse a number, even if the RFI is voided.<\/li><li><strong>Sort by ball in court and days open<\/strong> before every meeting so you know exactly who to chase.<\/li><li><strong>Distribute the log weekly<\/strong> to the design team and owner. A list of their overdue items, in front of them every week, gets results.<\/li><li><strong>Review open RFIs at every construction meeting<\/strong> and record the expected answer date in the minutes.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you don&#8217;t use a project management platform, a spreadsheet works fine. Our <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/rfi-log-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">RFI Log Template<\/a> has the columns above ready to go.<\/p>\n\n\n\n<div class=\"wp-block-group ec-cta ec-cta--template has-background\" style=\"border-radius:6px;background-color:var(--grey100);margin-top:32px;margin-bottom:32px;padding-top:20px;padding-right:20px;padding-bottom:20px;padding-left:20px\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"ec-cta__eyebrow has-text-color wp-block-paragraph\" style=\"color:var(--grey600);font-size:14px;font-weight:500\">Editable template<\/p>\n\n\n<h3 class=\"wp-block-heading\">Get the RFI Log Template<\/h3>\n\n\n<p class=\"wp-block-paragraph\">A ready-made RFI tracking log with columns for numbers, dates, ball in court, status and cost impact, so you can see every open RFI at a glance and send the weekly log in minutes.<\/p>\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\" style=\"margin-top:16px\">\n<div class=\"wp-block-button ec-cta__btn\"><a class=\"wp-block-button__link has-text-color has-background wp-element-button\" href=\"https:\/\/essential.construction\/files\/construction\/administration\/rfi-log-template\/?utm_source=academy&amp;utm_medium=cta-template&amp;utm_content=ultimate-guide-to-the-construction-rfi\" style=\"border-radius:6px;color:#ffffff;background-color:var(--primary);font-weight:500\">Download the template \u2192<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<figure class=\"wp-block-image alignfull size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited.webp 1920w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-300x169.webp 300w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-1024x576.webp 1024w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-768x432.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-1536x864.webp 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1920\" height=\"1080\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited.jpeg\" alt=\"Tracking RFIs on a construction project\" class=\"wp-image-14797 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited.jpeg 1920w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-300x169.jpeg 300w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-1024x576.jpeg 1024w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-768x432.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/58013032-07BE-497C-B875-C450C5A0430F-edited-1536x864.jpeg 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\"><\/picture><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">RFI turnaround times and contract basics<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">How long does an RFI response take?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The response time is set by your contract or Division 01 specifications, not by custom. Read the RFI section of the specs (often Section 01 31 00, Project Management and Coordination, or Section 01 26 13, Requests for Interpretation, in CSI MasterFormat) and the general conditions at the start of the job.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Typical ranges:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Standard RFIs:<\/strong> commonly 5 to 10 working days from receipt<\/li><li><strong>Urgent RFIs<\/strong> affecting work in progress: often 24 to 72 hours, by agreement<\/li><li><strong>RFIs needing owner decisions or major redesign:<\/strong> can take longer; the designer should tell you when to expect an answer<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Note that the response time is usually for the whole design team. If the architect has 10 days, the engineers don&#8217;t each get 10 days.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These two pages show a typical RFI procedure from a project specification, including how RFIs must be submitted, what they must include, what they can&#8217;t be used for, and the response time.<\/p>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-792x1024.webp 792w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-232x300.webp 232w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-768x993.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-1189x1536.webp 1189w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491.webp 1505w\" sizes=\"auto, (max-width: 792px) 100vw, 792px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"792\" height=\"1024\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-792x1024.jpeg\" alt=\"Sample specification section for RFI procedures, page 1\" class=\"wp-image-14786 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-792x1024.jpeg 792w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-232x300.jpeg 232w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-768x993.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491-1189x1536.jpeg 1189w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/C39EF2E0-FD17-42D2-A405-93A523E72491.jpeg 1505w\" sizes=\"auto, (max-width: 792px) 100vw, 792px\"><\/picture><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-large\"><picture><source srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-797x1024.webp 797w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-234x300.webp 234w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-768x987.webp 768w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-1196x1536.webp 1196w,https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85.webp 1514w\" sizes=\"auto, (max-width: 797px) 100vw, 797px\" type=\"image\/webp\"><img loading=\"lazy\" decoding=\"async\" width=\"797\" height=\"1024\" src=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-797x1024.jpeg\" alt=\"Sample specification section for RFI procedures, page 2\" class=\"wp-image-14787 sp-no-webp\" srcset=\"https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-797x1024.jpeg 797w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-234x300.jpeg 234w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-768x987.jpeg 768w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85-1196x1536.jpeg 1196w, https:\/\/essential.construction\/academy\/wp-content\/uploads\/sites\/22\/2021\/02\/EC079427-55BB-4D3C-A547-E7B11C54FE85.jpeg 1514w\" sizes=\"auto, (max-width: 797px) 100vw, 797px\"><\/picture><\/figure>\n<\/div>\n<\/div>\n\n\n\n<h3 class=\"wp-block-heading\">What AIA A201 says about requests for information<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">On US projects using the <a href=\"https:\/\/www.aiacontracts.com\/\" rel=\"noopener\">AIA<\/a> A201 General Conditions of the Contract for Construction (2017 edition), RFIs are built into the contractor&#8217;s and architect&#8217;s duties. In general terms:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Contractor&#8217;s review (Section 3.2).<\/strong> Before starting each portion of the work, the contractor compares the contract documents and field measurements and reports errors, inconsistencies, omissions and differing field conditions to the architect as an RFI. The review is for construction and coordination, not as a licensed design professional.<\/li><li><strong>Cost or time from a response (Section 3.2.4).<\/strong> If the contractor believes an RFI response involves extra cost or time, it must make a claim under the contract. An answer doesn&#8217;t automatically entitle you to a change.<\/li><li><strong>Liability.<\/strong> The contractor generally isn&#8217;t liable for design errors it didn&#8217;t discover, but it can be responsible for costs if it fails to report problems it does recognize.<\/li><li><strong>Architect&#8217;s response (Section 4.2.14).<\/strong> The architect responds in writing, within agreed time limits or otherwise with reasonable promptness, issuing supplemental drawings and specs where needed.<\/li><li><strong>Changes (Article 7).<\/strong> Real changes are made by change order, construction change directive or, for minor changes with no cost or time impact, an architect&#8217;s order (often an ASI, architect&#8217;s supplemental instruction).<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Always read your actual contract. Owners often modify the standard forms, and the modified response times and notice periods are what count.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In Canada, the <a href=\"https:\/\/www.ccdc.org\/\" rel=\"noopener\">CCDC<\/a> standard contracts (such as CCDC 2) use change orders, change directives and supplemental instructions issued by the consultant, and RFI procedures are typically spelled out in Division 01. Requirements vary by province and by contract, so check yours.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">RFI vs submittal vs change order vs site instruction<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">These documents get mixed up all the time, especially by new project engineers. Here&#8217;s how they compare.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Document<\/th><th>Purpose<\/th><th>Usually issued by<\/th><th>Changes cost or time?<\/th><\/tr><\/thead><tbody><tr><td>RFI (request for information)<\/td><td>Asks a question about the documents or site conditions<\/td><td>Contractor<\/td><td>No, but the answer can lead to a change<\/td><\/tr><tr><td>Submittal (shop drawings, product data, samples)<\/td><td>Shows how the contractor will meet the design intent, for review<\/td><td>Contractor<\/td><td>No; review doesn&#8217;t authorize changes<\/td><\/tr><tr><td>ASI \/ supplemental instruction<\/td><td>Gives additional instructions or minor changes with no cost or time impact<\/td><td>Architect \/ consultant<\/td><td>No, by definition (contractor should flag if it disagrees)<\/td><\/tr><tr><td><a href=\"https:\/\/essential.construction\/academy\/glossary\/site-instruction\/\">Site instruction<\/a> (common in Canada)<\/td><td>Written direction from the consultant to carry out work or clarify the documents<\/td><td>Consultant<\/td><td>Sometimes; may be issued as no-cost or for pricing<\/td><\/tr><tr><td><a href=\"https:\/\/essential.construction\/academy\/glossary\/change-directive\/\">Change directive<\/a> \/ CCD<\/td><td>Directs a change before price or time is agreed<\/td><td>Owner and architect \/ consultant<\/td><td>Yes; adjustment settled later<\/td><\/tr><tr><td>Change order<\/td><td>Formal agreement changing scope, contract sum and\/or time<\/td><td>Owner, contractor and architect sign<\/td><td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">A common sequence: an RFI exposes a problem, the architect answers with a sketch, the contractor prices the extra work, and the owner approves a change order. Keep all of those linked by number in your logs. Our <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/change-order-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">Change Order Template<\/a> and <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/submittal-form-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">Submittal Form Template<\/a> are built to sit alongside the RFI form, and the <a href=\"https:\/\/essential.construction\/files\/construction\/administration\/site-instruction-template\/?utm_source=academy&amp;utm_medium=inline&amp;utm_content=ultimate-guide-to-the-construction-rfi\">Site Instruction Template<\/a> covers Canadian-style site directions.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Cost and schedule impact of RFIs<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The RFI itself costs nothing to issue. The cost is in the time to write and answer it, the work that waits on the answer (a late answer on the critical path delays the job), the extra work many answers create, and rework when an answer never reaches the field. To protect yourself:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Tie every required-by date to a schedule activity, and note it in the RFI.<\/li><li>Record cost and schedule impact on every RFI, even if it&#8217;s &#8220;none.&#8221;<\/li><li>When a response affects cost or time, send written notice and a change order request within the contract&#8217;s time limit. Under the standard A201, claims must be initiated within 21 days of the event or of first recognizing the condition, but your contract may differ.<\/li><li>Chase overdue RFIs in meetings and in writing. A paper trail of follow-ups supports a delay claim if you need one.<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to reduce the number of RFIs<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You can&#8217;t eliminate RFIs, and you shouldn&#8217;t try to. A question that needs asking is cheaper than a guess. But you can cut the ones caused by poor coordination and late review:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Review the documents before you mobilize.<\/strong> Run a constructability review during <a href=\"https:\/\/essential.construction\/academy\/tutorials\/the-ultimate-guide-to-preconstruction-planning\/\">preconstruction<\/a>: compare plans, sections, details and schedules across disciplines, and send the conflicts you find as early RFIs while the work is still on paper.<\/li><li><strong>Hold pre-installation meetings<\/strong> with each major trade before it starts. Interfaces, blocking, embeds and sequencing questions come out around the table instead of in the field.<\/li><li><strong>Coordinate in a model on MEP-heavy jobs.<\/strong> Clash detection between structure, ductwork, piping and sprinklers catches the conflicts that generate the most RFIs on dense ceilings and shafts.<\/li><li><strong>Screen RFIs at the GC.<\/strong> Send back any RFI that is already answered in the documents, duplicates an open one or is really a submittal or substitution.<\/li><li><strong>Track the causes.<\/strong> Tag each RFI as missing information, conflict, field condition or owner decision. Share the trend with the design team, and review past RFI logs on similar jobs during preconstruction so the same details don&#8217;t come up again.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Common RFI mistakes<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Asking questions already answered<\/strong> in the drawings, specs, addenda or earlier RFIs.<\/li><li><strong>Several questions in one RFI,<\/strong> or a vague title and no references.<\/li><li><strong>No proposed solution,<\/strong> so you get the design team&#8217;s preferred answer, not yours.<\/li><li><strong>Marking everything urgent,<\/strong> until nobody believes the dates.<\/li><li><strong>Using RFIs for substitutions, pricing or claims<\/strong> instead of the proper procedures.<\/li><li><strong>Not distributing the answer,<\/strong> so the field builds from the old drawings.<\/li><li><strong>Building without an answer.<\/strong> If you proceed on an assumption and it&#8217;s wrong, the rework is usually yours.<\/li><li><strong>Not tracking cost impact,<\/strong> then trying to price dozens of RFIs at close-out.<\/li><li><strong>Unprofessional tone.<\/strong> The RFI will be read by the owner, and maybe a lawyer.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Is an RFI legally binding?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The RFI itself is a question, so it doesn&#8217;t bind anyone. The response is different. On most contracts the architect&#8217;s written answer is an interpretation of the contract documents that the contractor is expected to follow, and it becomes part of the project record. A response doesn&#8217;t change the contract sum or time on its own; that takes a change order or change directive. If you disagree with a response, or think it changes your cost or time, give written notice within the period your contract allows before you proceed. For a dispute, get advice on your specific contract.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How much does an RFI cost?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Nothing to send, but every RFI uses paid time: the person writing it, the GC&#8217;s review, and the design team&#8217;s research and response. Some owner\u2013architect agreements let the architect charge extra for answering RFIs whose answers were already in the documents. The bigger costs are usually indirect: work waiting on an answer, resequencing, and rework when an answer doesn&#8217;t reach the field. An RFI response that adds work is priced through a change order, not the RFI.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What is the difference between an RFI and a submittal?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">An RFI asks the design team for information. A submittal (shop drawings, product data, samples, mockups) shows the design team what the contractor plans to supply or build so they can review it against the design intent. If you want approval of a product, submit it; don&#8217;t ask about it in an RFI.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How long does the RFI process take?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">As long as your contract and Division 01 specifications allow the design team, commonly 5 to 10 working days, plus a day or two for the GC to review and forward the question and distribute the answer. Urgent RFIs can be turned around in 24 to 72 hours by agreement, and RFIs that need an owner decision or redesign take longer. Under the standard AIA A201, the architect responds within agreed time limits, or otherwise with reasonable promptness.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What is an RFI drawing?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">An RFI drawing (or RFI sketch) is a drawing attached to an RFI or its response. From the contractor, it&#8217;s usually a clouded markup of the existing drawings showing the problem, or a sketch of a proposed solution. From the design team, it&#8217;s often a numbered sketch (such as SK-S-014) or a revised detail that becomes part of the record. Note the RFI number on the current drawing set so the field builds from the answer.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What is a confirming RFI?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A confirming RFI documents a direction that was already given verbally, for example during a site walk or phone call. It asks the designer to confirm the direction in writing so there&#8217;s a record if questions come up later, especially about cost.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What comes first: RFI, RFQ or RFP?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In procurement, the RFI usually comes first. The owner gathers information about the market, issues an RFQ to shortlist qualified firms, then an RFP to get priced proposals. On an active construction project, an RFI is something else: a question about the contract documents or site conditions, sent by the contractor to the design team.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How many RFIs is normal on a project?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">There&#8217;s no fixed number. It depends on the size, complexity and type of project, the quality and completeness of the design, and the delivery method. Renovations and fast-tracked projects usually generate more. A rising count of RFIs in one discipline or area is a signal to get the designer and the trades in a room together.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Summary<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An RFI is a written question with a written answer. Do your homework first, ask one specific question with references and a proposed solution, set a realistic due date and track every RFI in a log until it&#8217;s closed. If you&#8217;re answering, be direct, specific and fast. When an answer changes cost or time, move it into the change order process right away.<\/p>\n\n\n\n<div class=\"wp-block-group ec-cta ec-cta--membership has-background\" style=\"border-radius:6px;background-color:var(--grey100);margin-top:40px;margin-bottom:16px;padding-top:20px;padding-right:20px;padding-bottom:20px;padding-left:20px\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Every template you need for this, in one membership<\/h3>\n\n\n<p class=\"wp-block-paragraph\">Run RFIs, submittals and changes on every job with forms and logs that are ready to fill in. Get unlimited access to 1,200+ editable construction templates, forms and checklists.<\/p>\n\n\n<ul class=\"ec-cta__list wp-block-list\"><li>Request For Information (RFI) form<\/li><li>RFI Log Template<\/li><li>Change Order Template<\/li><\/ul>\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\" style=\"margin-top:16px\">\n<div class=\"wp-block-button ec-cta__btn\"><a class=\"wp-block-button__link has-text-color has-background wp-element-button\" href=\"https:\/\/essential.construction\/files\/membership-default-internal\/?utm_source=academy&amp;utm_medium=cta-membership&amp;utm_content=ultimate-guide-to-the-construction-rfi\" style=\"border-radius:6px;color:#ffffff;background-color:var(--primary);font-weight:500\">Get unlimited access: $96\/yr or $12.50\/mo \u2192<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>How to issue a question the right way on your construction project.<\/p>\n","protected":false},"author":1,"featured_media":14805,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3,27,31,19],"tags":[4,52,2228,55,71,2227,277,299,122,302],"class_list":["post-14777","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-all-posts","category-division-01-general-requirements","category-featured-articles","category-general-construction-knowledge","tag-construction","tag-construction-management-1","tag-construction-project","tag-project-management","tag-quality","tag-questions","tag-request-for-information-1","tag-rfi-1","tag-schedule","tag-submittals","generate-columns","tablet-grid-50","mobile-grid-100","grid-parent","grid-33"],"_links":{"self":[{"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/posts\/14777","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/comments?post=14777"}],"version-history":[{"count":2,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/posts\/14777\/revisions"}],"predecessor-version":[{"id":20270,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/posts\/14777\/revisions\/20270"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/media\/14805"}],"wp:attachment":[{"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/media?parent=14777"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/categories?post=14777"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/essential.construction\/academy\/wp-json\/wp\/v2\/tags?post=14777"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}