Construction project managers know all too well the headaches that come with submitting RFIs. From vague design details and missing specs to conflicting plans, RFIs are crucial for getting answers, but the process is often challenging.
Tracking down documents, managing countless back-and-forth exchanges, and waiting on clarifications can cause major delays, putting project timelines—and budgets—at risk.
Without a streamlined way to handle RFIs, projects can quickly spiral out of control. That’s why addressing these challenges head-on is essential for keeping everything on track and avoiding costly setbacks.
In this blog, we will talk about the essential steps to follow when successfully writing and submitting an RFI in construction.
Let's understand RFIs better first.
What is an RFI in construction?
In construction, an RFI (Request for Information) is a formal process used to clarify or gather additional details about any part of a project that may be unclear or require more information. It is a critical communication tool between project participants, such as contractors, subcontractors, architects, and engineers.
RFIs are typically submitted when there are ambiguities in construction documents like blueprints, specifications, or contracts, and they need to be resolved before work can proceed. Common reasons for submitting RFIs include:
- Unclear or incomplete design details
- Conflicting or missing information in plans
- Questions about material specifications
- Requests for clarification on building codes or regulations
By addressing these uncertainties, RFIs help ensure that the project can move forward without delays or costly mistakes due to miscommunication.
But before we dive into those steps, let's get a clearer understanding of the components of RFIs.
Key Components of an RFI
The key components of an RFI in construction typically include the following:
- RFI Number: A unique identifier assigned to each RFI for easy tracking and reference.
- Project Information: Includes the project name, location, and other essential details that identify the project.
- RFI Subject: A concise title that summarizes the issue or question being raised (e.g., "Clarification on Electrical Layout").
- RFI Description: A detailed explanation of the issue, question, or clarification being requested. This section should be clear and specific, including references to relevant drawings, specifications, or contract documents.
- Reference Documents: Any drawings, specifications, or contract documents that are relevant to the RFI. These references help locate the issue within the project’s plans or documents.
- Proposed Solution or Action (optional): Sometimes, the requester may suggest a possible solution or request a specific action to resolve the issue.
- Attachments: Any supporting documents, drawings, or photos that may help clarify the RFI or provide additional context.
- Requester Information: The contact details of the person or company submitting the RFI, including their name, role, and organization.
- Date Submitted: The date the RFI was created and sent to the appropriate party.
- Response Section: A space for the recipient (usually the architect, engineer, or project manager) to provide their response or clarification. This may include answers, additional documentation, or revised instructions.
- Due Date or Deadline: A specified date by which the response is needed to avoid project delays. This helps prioritize urgent issues.
- RFI Status: Tracking whether the RFI is open, resolved, or closed. This helps in managing communication and progress.
These components ensure that RFIs are clear, well-documented, and traceable, allowing for efficient resolution of issues. Lets jump to knowing the different types of RFIs for an enhanced understanding.
Different Types of RFI in Construction
There are various types of RFIs used depending on the nature of the inquiry. Below are the key types of RFIs commonly encountered in construction:`
1. Design Clarification RFI
- Purpose: To seek clarification on design specifications, drawings, or plans that are unclear or conflicting.
- When Used: When contractors, subcontractors, or engineers encounter discrepancies in blueprints, structural designs, or architectural plans.
- Example:
“Please clarify the dimensions and material specifications for the steel beams indicated on Sheet A3 of the architectural drawings, as they conflict with Sheet S2 of the structural drawings.”
2. Material Clarification RFI
- Purpose: To request more information about the materials specified in the contract documents, including alternatives or substitutes.
- When Used: When the exact type, grade, or finish of a material is not clearly defined, or when the specified materials are unavailable and alternatives need to be approved.
- Example:
“The specified tiles are unavailable from the listed supplier. Would it be acceptable to substitute with an equivalent tile from another manufacturer?”
3. Construction Coordination RFI
- Purpose: To resolve issues related to coordinating the work between different trades or subcontractors on-site.
- When Used: When there are potential conflicts or overlaps between the work of different teams, such as HVAC, electrical, plumbing, or structural teams, requiring detailed coordination.
- Example:
“Please confirm the installation sequence for the HVAC ducts and electrical wiring in the mechanical room to avoid conflicts during the installation phase.”
4. Code Compliance RFI
- Purpose: To clarify questions about building codes, safety standards, or legal compliance that may affect the project.
- When Used: When there is ambiguity regarding whether the design or construction methods comply with local or national building codes, fire safety standards, or other regulatory requirements.
- Example:
“Does the fire-rated partition in the stairwell need to be extended to the ceiling as per local fire code Section 707.3.10, or is the current design acceptable?”
5. Document Discrepancy RFI
- Purpose: To highlight and resolve inconsistencies between different project documents, such as contracts, drawings, and specifications.
- When Used: When two or more project documents contradict each other, making it unclear which instructions should be followed.
- Example:
“The contract specifies a concrete mix with 4000 psi strength, while the project specifications call for 5000 psi. Please confirm which requirement should be followed.”
6. Schedule Clarification RFI
- Purpose: To request clarification on the project schedule, including timelines, sequencing of activities, or deadlines.
- When Used: When there are uncertainties about the timing or order of specific tasks, or when delays impact the schedule and clarification is needed on how to adjust.
- Example:
“Please confirm if the framing phase can begin concurrently with the roofing installation or if we need to wait for the roof to be fully completed.”
7. Change Request RFI
- Purpose: To formally request changes to the scope, design, or materials used in the project, often leading to a change order.
- When Used: When unforeseen conditions or new client requests arise that necessitate modifications to the original project plan or scope.
- Example:
“We encountered underground utilities that were not shown on the site plan. Please advise if we should reroute the foundation or proceed with the original excavation plan.”
8. Substitution RFI
- Purpose: To propose the substitution of one material, product, or method for another, typically when the original specified option is unavailable or more costly.
- When Used: When the contractor wishes to use a more readily available or cost-effective alternative that still meets the project's performance standards.
- Example:
“We propose using XYZ brand windows as a substitute for the specified ABC brand, as it offers similar energy efficiency ratings and complies with project specifications.”
9. Value Engineering RFI
- Purpose: To propose design or material changes aimed at reducing costs without compromising functionality or quality.
- When Used: When the project team identifies opportunities for cost savings or efficiency improvements during construction without affecting the project’s objectives.
- Example:
“Would it be acceptable to switch to pre-engineered metal trusses for the roofing structure instead of traditional steel framing to reduce costs and speed up installation?”
10. Construction Method RFI
- Purpose: To request clarification or propose an alternative method for completing a construction task or installation.
- When Used: When there is ambiguity in the contract documents about how a certain task should be performed or when the contractor suggests a more efficient method.
- Example:
“The specification for installing the exterior cladding is unclear. Should the panels be mechanically fastened, or is adhesive bonding acceptable as per manufacturer guidelines?”
11. Site Condition RFI
- Purpose: To address unforeseen conditions encountered on the construction site that require clarification or a new plan of action.
- When Used: When unexpected site conditions, such as soil issues, underground utilities, or environmental hazards, are discovered that were not accounted for in the original design or plans.
- Example:
“We have encountered unstable soil conditions at the project site. Please provide guidance on soil stabilization methods or changes to the foundation design.”
12. Installation Procedure RFI
- Purpose: To clarify the steps or techniques required for installing specific components of the project.
- When Used: When installation instructions are unclear or when contractors need to ensure that installation meets the design’s functional or safety requirements.
- Example:
“Please confirm the required spacing and installation method for the wall-mounted HVAC units as per the manufacturer’s guidelines.”
Each type of RFI serves a unique purpose in construction projects, helping ensure that all stakeholders are on the same page, resolving ambiguities, and keeping the project moving forward efficiently.
Now that we know the different types of RFI, let’s dive into the best practices for writing one effectively.
How To Successfully Write An RFI?
To successfully write an RFI in construction, it's important to be clear, concise, and thorough. Here's a step-by-step guide to ensure your RFI is well-crafted and effective:
1. Identify the Issue Clearly
- Pinpoint the exact issue that requires clarification or more information.
- Be specific about the problem and provide enough context for the recipient to understand it without confusion.
Example: "The specifications on drawing A-101 for the window details are unclear. Please clarify the dimensions and materials to be used."
2. Reference Relevant Documents
- Include references to the specific drawings, contracts, or sections of the construction documents that relate to your question.
- Use drawing numbers, sheet numbers, or section titles to make it easy for the recipient to locate the issue.
Example: "In section 3.2 of the architectural plans (Drawing A-101), the window frame materials are not specified."
3. Describe the RFI in a Concise Manner
- Provide a brief but comprehensive description of the question or issue. Avoid lengthy, complex language. Be direct and to the point.
Example: "The type of window frame material is not provided in the plans. Should aluminum or vinyl frames be used?"
4. Propose a Solution (Optional)
- If possible, propose a solution or request a specific course of action. This can help the recipient respond more efficiently by narrowing down options.
Example: "We suggest using aluminum frames, as they are specified for similar openings elsewhere. Please confirm if this is acceptable."
5. Attach Supporting Documents
- Attach any documents, sketches, or images that can help clarify your question. This provides additional context and helps avoid back-and-forth communication.
Example: Attach the relevant section of the plans or a photo of the site if applicable.
6. Set a Clear Deadline
- Specify when you need the information by. If the issue is critical to the project timeline, indicate the urgency and explain any potential delays that could result if the issue isn’t resolved.
Example: "Please respond by Friday, September 15, to avoid delays in window installation scheduled for September 20."
7. Use a Professional Tone
- Maintain a respectful and professional tone throughout the RFI. Avoid placing blame or using confrontational language. The goal is to seek clarification, not assign fault.
Example: "We appreciate your prompt clarification on this matter to ensure that work proceeds as scheduled."
By following these steps, you’ll be able to craft an effective RFI that increases the likelihood of receiving a timely and accurate response, helping to avoid delays and miscommunication on the project.
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Even a well-written RFI needs to be submitted correctly, so let's walk through the steps to ensure it gets into the right hands promptly.
Essential read: Construction Document Management: Essential Project Tools!
Steps for Submitting a Request for Information
Submitting an RFI in construction requires careful attention to detail and adherence to established processes. Below are the key steps for properly submitting an RFI, ensuring it is clear, timely, and effective in resolving project uncertainties.
1. Identify the Issue Requiring Clarification
- Determine the Need: Before submitting an RFI, ensure that the issue genuinely requires additional information or clarification. Common reasons include conflicting plans, incomplete specifications, or a lack of details on certain materials or construction methods.
- Gather Background Information: Review the project’s documents, including drawings, specifications, contracts, and addenda, to ensure the information isn’t already provided elsewhere. Double-check with your team to avoid submitting unnecessary RFIs.
2. Prepare the RFI Document
- Use an RFI Template: Many companies have standardized RFI forms or software to ensure consistency in submissions. If using software, enter the information directly into the platform. Otherwise, download the template and fill it out.
3. Attach Supporting Documentation
- Include Relevant Documents: Attach any supporting documents, such as drawings, photos, sketches, or additional notes that help provide context to the RFI.
- Highlight Key Sections: If referring to a large document or drawing, mark up the key sections to make it easier for the recipient to identify the area in question.
4. Submit the RFI to the Appropriate Party
- Determine the Correct Recipient: RFIs are usually directed to the architect, engineer, or design consultant responsible for that part of the project. The general contractor typically reviews the RFI before submitting it to ensure the request is valid and complete.
- Submit via Official Channels: RFIs are often submitted through official project management platforms such as Procore, Autodesk BIM 360, or other construction management software. If no software is used, email the RFI directly to the relevant party.
- Document the Submission: Keep a copy of the submitted RFI for your records, including the date of submission and the recipient's details.
5. Track and Monitor the RFI
- Log the RFI: Enter the RFI details into a tracking log or the project management software. This log helps track the status of each RFI and its corresponding responses.
- Set Reminders for Follow-Up: If the RFI is critical to the project schedule, set reminders to follow up before the response deadline. Delays in responses can cause project slowdowns, so it’s important to monitor the process closely.
6. Receive and Review the Response
- Check for Completeness: Once a response is received, carefully review it to ensure the information provided fully addresses the original request. Verify that any drawings, specifications, or revised instructions are clear and actionable.
- Seek Clarifications (if needed): If the response is unclear or incomplete, you may need to submit a follow-up RFI or ask for additional clarification.
7. Distribute the Response to the Team
- Inform Key Stakeholders: Share the response with all relevant project team members, including subcontractors, foremen, or trades who are affected by the clarification.
- Update Project Documents: If necessary, update project documents, drawings, or schedules based on the new information provided in the RFI response.
8. Close the RFI
- Mark the RFI as Closed: Once the issue has been resolved and all necessary actions have been taken, mark the RFI as “closed” in the tracking log.
- Document for Future Reference: Store the RFI and its response in the project’s records for future reference. These documents can be critical for resolving disputes or clarifying issues later in the project.
RFI Workflow Process:
- The contractor identifies an issue with the foundation details in the architectural drawings.
- They prepare an RFI using the company’s template, noting the missing details and referencing the relevant drawing section.
- The contractor attaches a marked-up drawing showing the area of concern and submits the RFI through the project management software.
- The contractor logs the RFI and sets a reminder for follow-up in five days if no response is received.
- The architect responds with the required information and an updated drawing.
- The contractor reviews the response, finds it satisfactory, and shares it with the foundation subcontractor.
- The contractor marks the RFI as closed and updates the project’s records.
Understand document management better with Document Management In Construction: Benefits & Best Practices!
By following these detailed steps, you can ensure that RFIs are submitted effectively, with minimal delays and confusion, leading to smooth project communication and resolution. Let's now look at some best practices for writing RFIs.
Tips to Write the RFI Effectively: Best Practices
Writing a well-structured RFI is critical for gathering useful responses from potential contractors, suppliers, or service providers. A strong RFI streamlines your evaluation process and sets clear expectations. Here’s a detailed guide to writing an RFI effectively:
- Clearly Define Your Objectives:
- Start with a clear explanation of your project’s goals, scope, and requirements. The more specific you are, the better responses you'll receive from potential partners.
- Use Standardized Templates:
- Create a standardized RFI template for consistency. This makes it easier to compare responses and ensures that all vendors provide the same type of information.
- Ask Focused Questions:
- Avoid overwhelming vendors with too many questions. Focus on key areas such as experience, technology, resources, and project management methods to avoid diluting critical information.
- Be Transparent with Expectations:
- Specify deadlines for response submission and provide details on what you expect in terms of timelines, deliverables, and project outcomes. Transparency encourages thorough and accurate responses.
- Include Essential Background Information:
- Provide enough context about your organization, project, and industry. This helps vendors tailor their responses to your needs and makes for a smoother evaluation process.
- Prioritize Key Evaluation Criteria:
- Highlight the top criteria (e.g., cost, experience, innovation) you’ll use to evaluate vendors. This ensures suppliers focus their responses on what matters most to you.
- Request Specific Metrics and Case Studies:
- Ask for detailed, quantifiable information, such as performance metrics or relevant case studies. This enables you to assess the vendor’s proven ability to deliver on similar projects.
- Encourage Innovation:
- Allow vendors to propose innovative solutions or approaches. This gives you insight into their problem-solving abilities and willingness to go beyond standard practices.
- Ensure Clarity and Simplicity:
- Avoid using overly complex or technical jargon unless necessary. Keeping the language clear and simple makes it easier for vendors to provide accurate responses and avoids confusion.
- Outline the Next Steps:
- Let vendors know what will happen after the RFI phase, whether it’s a Request for Proposal (RFP) or vendor presentations. This gives them clarity on the process and how to proceed.
Following these best practices will help you craft an effective RFI, leading to more accurate and valuable vendor responses ultimately simplifying your decision-making process.
Conclusion
RFIs are a vital communication tool in construction that help bridge gaps in understanding and resolve ambiguities in project documentation. By clearly identifying issues and following a structured process for submitting and tracking RFIs, teams can avoid costly delays, ensure that all parties are on the same page, and keep the project moving forward smoothly.
However, managing RFIs can be time-consuming, especially on large-scale projects where multiple requests may be in progress simultaneously. This is where technology plays a critical role in streamlining the process. Sonar Labs offers a cutting-edge solution with its AI-powered RFI generator, which is designed to optimize the creation and management of RFIs. By leveraging AI, Sonar Labs provides centralized access to all project documents, enabling automated sorting and quick retrieval of information.
This not only simplifies the drafting of RFIs but also ensures that they are comprehensive and well-supported with relevant documentation. In turn, project teams can enjoy faster resolution times, reduced administrative overhead, and improved project outcomes. With tools like Sonar Labs, the RFI process becomes more efficient, ultimately helping construction teams maintain momentum and meet project deadlines.
Want to see how Sonar Labs can transform your RFI process? Book a demo now and experience the power of AI-driven document management firsthand!
