RFIs in Construction: What They Are and How to Manage Them
In construction, unanswered questions equal delays. That’s where RFIs — Requests for Information — come in. Understanding how to use RFIs effectively keeps projects moving and prevents costly errors.
What is an RFI?
In construction, a Request for Information (RFI) is a formal communication tool used to clarify, confirm, or obtain additional details about the project’s plans, specifications, or contract documents when something is unclear, missing, or conflicting. RFIs often originate in the field when a superintendent, foreman, or subcontractor encounters an issue—such as a dimension that doesn’t match between drawings, a missing detail for a connection, or unclear material specifications—that prevents work from progressing. Once identified, the RFI is documented and submitted—usually through project management software like Procore, PlanGrid, or via email—by the contractor or construction manager to the appropriate party, most often the architect, engineer of record, or design consultant responsible for that portion of the work. The design team reviews the RFI, may consult with other disciplines if the question impacts multiple trades, and issues a written response that clarifies intent, provides revised drawings, or gives instructions to proceed. That answer then makes its way back through the project communication chain—first to the general contractor’s office, then to the superintendent or field manager, and finally to the foreman or crew who will implement the resolution. The process is designed to ensure every clarification is documented, traceable, and aligned with the contract documents so that work is completed accurately, safely, and in compliance with the project’s requirements. In practice, RFIs act as a bridge between the design intent and field execution, helping prevent costly mistakes, delays, and disputes by making sure that the right answer is not only found, but also reaches the right hands in time to keep the project moving.
When to Use an RFI
Missing dimensions or conflicting details
Unclear material specifications
Coordination issues between trades
Code compliance questions
How to Write a Good RFI
Be specific — reference sheet numbers and detail callouts.
Include a marked-up excerpt of the drawing if possible.
Propose a suggested solution to speed the response.
Managing RFIs Effectively
Log every RFI in a tracking sheet.
Assign a due date for responses.
Follow up before the delay impacts the schedule.
Keep responses filed for future reference.
Why RFIs Matter
Handled well, RFIs are far more than just pieces of project paperwork, they are a critical safeguard for communication, coordination, and accountability on a construction site. When used effectively, they prevent miscommunication by ensuring every party is working from the same, clarified instructions rather than making assumptions that could lead to costly rework. They keep subcontractors aligned by distributing the same documented answer to all affected trades, reducing the risk of one crew proceeding based on outdated or incomplete information. Just as importantly, RFIs create a written record that can protect you from liability if disputes arise later, whether the issue is about scope, responsibility, or design intent. In the event of a claim or conflict, a well-documented RFI trail can demonstrate that you sought clarification promptly, received an official response, and followed the direction provided—shifting potential blame away from your team. Beyond protecting your position, efficient RFI management also improves workflow by resolving questions quickly, which in turn keeps crews productive and schedules on track. In short, properly handled RFIs are both a communication tool and a form of insurance, guarding against errors, misunderstandings, and unnecessary risk.
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