RFI Log Template

Full Description

This RFI log template is a simple tracker for every request for information on your construction project. List each RFI, see what is due and what is overdue, and make sure responses come back on time so questions do not turn into delays.

What is an RFI log?

An RFI log, or RFI tracker, is a list of every request for information issued on a project, with its number, title, dates, who it is assigned to and its current status. While each RFI form records a single question and answer, the log gives the project team one place to see all open and closed RFIs. It is used in project meetings to chase overdue responses and to show how RFIs affected the schedule or cost.

When to use it

• From the first RFI on a project through to closeout
• Weekly project or coordination meetings with the design team
• Chasing overdue answers from the architect or engineers
• Reviewing RFIs that may lead to change orders or delay claims
• Handing a project over to a new project manager or engineer

What’s included

• RFI log spreadsheet (.xlsx) for Microsoft Excel or another spreadsheet program
• RFI number
• RFI title
• RFI issued date
• RFI due date
• RFI returned date
• Assigned to
• Comments and issues
• RFI status

How to fill it out

1. Enter the project name and number at the top of the log.
2. Add a line for each RFI as soon as it is issued, using the same number as the RFI form.
3. Fill in the title, issued date, due date and who it is assigned to.
4. When a response comes back, enter the returned date and update the status.
5. Use the comments column for follow-ups and any potential cost or schedule impact.
6. Review open and overdue RFIs at every project meeting and send reminders.

Tips

• Use a consistent numbering system and never reuse a number.
• Sort or filter by status before each meeting to focus on what is open.
• Flag RFIs that may affect cost or schedule so they can be followed up as changes.
• Keep the log with your RFI forms and responses for closeout.

Related templates and guides

• Request for information (RFI) Excel template – the RFI form
• Construction RFI workflow template
• Change order log
• Construction administration templates
• RFI in construction: what it is and how to write one

Frequently asked questions

What is the purpose of an RFI in construction?

An RFI gets a written answer from the design team when the drawings or specifications are unclear, conflict or are missing information. It keeps work moving with the right information and creates a record of the question and answer if cost or schedule is affected.

What should an RFI log include?

At minimum: RFI number, title, date issued, date due, date returned, who it is assigned to, status and comments. Many teams also note the drawing or specification reference and whether the response may affect cost or schedule.

Who maintains the RFI log?

Usually the general contractor’s project engineer, project coordinator or project manager. The design team or construction manager may keep their own log too. Whoever owns it should update it as soon as an RFI is issued or answered.

How do you respond to an RFI?

The reviewer, usually the architect or engineer, answers the question in writing, references any revised drawings or sketches, and notes if the answer changes scope. The contractor records the response in the RFI log and shares it with the affected trades.

What is the difference between an RFI and an RFP?

An RFI is a request for information, usually a question about the design during construction. An RFP is a request for proposal or pricing, asking firms to submit a price for a scope of work before it is awarded.