Requests for Information (RFIs) are among the most critical communication tools in construction, yet they are often poorly managed. A well-handled RFI process keeps projects moving. A poorly managed one creates delays, disputes, and costly rework. This guide covers everything you need to know to master the RFI process.
What Triggers an RFI?
RFIs are generated when the construction documents contain ambiguities, conflicts, or omissions that prevent a trade from executing their work. Common triggers include conflicting dimensions between architectural and structural drawings, missing specifications for specific conditions, unclear sequencing requirements, and design details that do not account for field conditions.
Anatomy of a Good RFI
An effective RFI has five elements: a clear reference to the specific document, drawing, and detail in question; a precise description of the conflict or missing information; a proposed solution from the contractor (this dramatically speeds resolution); the schedule impact if the answer is delayed; and supporting photos or sketches when relevant.
- Reference the exact drawing, spec section, and detail number
- Describe the specific conflict or missing information clearly
- Include a contractor-proposed solution to speed resolution
- Quantify the schedule impact of delayed response
- Attach photos, sketches, or markups as supporting context
Managing the RFI Lifecycle
Track every RFI from creation through response to incorporation into the work. Set clear response time expectations (7-10 business days is standard for design teams). Escalate overdue RFIs proactively -- do not wait for them to become critical path items. And always log RFIs against the schedule so their cumulative impact on the timeline is visible.
Common RFI Pitfalls
Avoid using RFIs as change order vehicles, submitting overly vague questions that get bounced back, or batching non-urgent RFIs with urgent ones (which buries the critical items). Each RFI should address one specific issue. Quality over quantity is the rule.
A well-managed RFI process is not just about getting answers -- it is about maintaining project momentum while preserving everyone's rights and responsibilities.
