What is an RFI
Summary: An RFI (Request for Information) is a formal written request from a contractor to a designer or owner seeking clarification on construction documents. RFIs are used when drawings are unclear, information is conflicting, or details are missing. The RFI process is critical for documentation and often leads to drawing revisions that must be tracked for scope changes.
Definition
An RFI (Request for Information) is the formal mechanism contractors use to request clarification when construction documents don’t provide enough information to proceed with work. Rather than making assumptions that could lead to costly rework, contractors submit RFIs to get official answers from the design team.
RFIs create a documented paper trail that:
- Clarifies design intent before work begins
- Protects all parties by recording questions and responses
- Identifies gaps or conflicts in construction documents
- Often triggers drawing revisions or change orders
When to Submit an RFI
| Situation | Example |
|---|---|
| Unclear drawings | Dimension missing from a detail, unclear material specification |
| Conflicting information | Architectural drawings show one thing, structural drawings show another |
| Missing details | Reference to a detail that doesn’t exist in the drawing set |
| Ambiguous specifications | Spec says “or equal” without defining acceptable alternatives |
| Coordination conflicts | MEP routing conflicts with structural elements |
| Code compliance questions | Design appears to conflict with local building codes |
| Constructability issues | Design cannot be built as shown in the field |
When NOT to Submit an RFI
- Questions answered elsewhere in the documents (search first)
- Requests for design changes (use substitution request or change order request)
- Pricing questions (use bid clarification during bidding phase)
- Information already provided but misplaced by the contractor
The RFI Process
Standard RFI Workflow
- Contractor identifies issue - Field team or project engineer discovers unclear or conflicting information
- RFI drafted - Formal document prepared with specific question, relevant drawing references, and suggested resolution if applicable
- RFI submitted - Sent to general contractor (if subcontractor) or directly to design team
- RFI logged - Tracked in project management system with unique number and timestamp
- Designer reviews - Architect or engineer evaluates the question
- Response issued - Written response provided, often with sketches or revised details
- Response distributed - Answer shared with relevant parties
- Work proceeds - Construction continues based on clarified information
Typical RFI Timeline
| Phase | Typical Duration |
|---|---|
| Contractor drafts RFI | 1-2 days |
| GC review and forwarding | 1-3 days |
| Design team response | 3-10 days (contract-dependent) |
| Distribution and implementation | 1-2 days |
| Total cycle time | 1-3 weeks |
Contract documents typically specify required response times, often 7-14 days for standard RFIs.
RFI Impact on Projects
Industry Statistics
| Metric | Impact |
|---|---|
| Average RFIs per project | 800+ on large commercial projects |
| Cost per RFI | $1,000-$2,000 to process (labor for all parties) |
| RFI-related delays | Leading cause of schedule claims |
| Response time | 40% of RFIs exceed contractual response deadlines |
Schedule Impact
RFIs affect project schedule in multiple ways:
- Direct delays - Work cannot proceed until answer received
- Out-of-sequence work - Crews moved to other areas while waiting
- Cascade effects - Delayed trades impact subsequent work
- Acceleration costs - Overtime to recover lost time
Cost Impact
| Cost Category | Description |
|---|---|
| Processing cost | Labor to draft, review, log, and respond |
| Delay costs | Standby labor, equipment, extended overhead |
| Redesign costs | Design team hours to resolve complex issues |
| Change order costs | When RFI response changes scope |
RFIs and Drawing Revisions
A significant percentage of RFI responses result in revised drawings. This connection is critical:
The RFI-to-Drawing-Revision Pipeline
- RFI submitted - Contractor identifies document issue
- Designer investigates - Design team reviews the question
- Revision required - Many RFIs reveal design issues requiring formal drawing updates
- Revised drawings issued - New revision of affected sheets distributed
- Changes must be tracked - Contractor needs to identify all changes in new revision
Why This Matters
When a revised drawing is issued in response to an RFI:
- The revision may contain only the RFI-related change
- The revision may contain additional changes beyond the RFI
- Other unrelated changes may have been incorporated
- The contractor must review the entire sheet for all modifications
This is where drawing comparison becomes essential. The RFI response tells you what the designer intended to change. Drawing comparison shows you what actually changed.
| What You Know | What You Need |
|---|---|
| RFI response describes intended clarification | Full list of all changes on revised sheet |
| Designer’s verbal/written explanation | Visual documentation of every modification |
| Expected change based on your question | Unexpected changes that affect scope |
RFI Documentation Requirements
Essential RFI Components
| Element | Purpose |
|---|---|
| Unique RFI number | Tracking and reference |
| Date submitted | Timeline documentation |
| Drawing/spec reference | Specific location of issue |
| Clear question | Precise description of what needs clarification |
| Impact description | How lack of information affects work |
| Suggested resolution | Contractor’s proposed interpretation (optional but helpful) |
| Response required by | Deadline based on schedule impact |
Response Documentation
RFI responses should include:
- Clear written answer to the question
- Reference to any revised drawings being issued
- Confirmation of cost/schedule impact (or lack thereof)
- Signatures from authorized design team members
Best Practices for RFI Management
| Practice | Benefit |
|---|---|
| Submit early | Avoid delays when work reaches that phase |
| Be specific | Vague questions get vague answers |
| Include graphics | Mark up drawings to show exact location of concern |
| Suggest solutions | Speeds response when you offer reasonable options |
| Track response times | Document delays for potential claims |
| Compare revised drawings | Verify response and identify other changes |
| Link RFIs to changes | Connect responses to change orders when scope is affected |
RFI Connection to Change Orders
Many RFIs reveal scope issues that warrant change orders:
| RFI Outcome | Change Order Implication |
|---|---|
| Clarification only | No change order needed |
| Added scope | Change order for additional work |
| Reduced scope | Credit change order may apply |
| Different materials | Cost adjustment if price differs |
| Design error | Potential change order depending on contract |
The documentation from RFIs and subsequent drawing comparisons provides the evidence needed to support change order requests.
How Drawing Comparison Supports RFI Workflows
After receiving RFI responses with revised drawings:
| Without Drawing Comparison | With Drawing Comparison |
|---|---|
| Trust that only RFI-related changes were made | Verify all changes on revised sheets |
| May miss undocumented modifications | Capture every change regardless of RFI scope |
| No visual record of what changed | Clear documentation for change orders |
| Rely on revision clouds (often incomplete) | Detect changes whether clouded or not |
Drawing comparison answers: “What else changed besides the RFI response?”
FAQ
What’s the difference between an RFI and a submittal?
An RFI asks for clarification on existing design documents. A submittal provides product-specific information for designer approval before procurement or installation. RFIs are questions; submittals are answers to specification requirements.
Who can submit an RFI?
Typically the general contractor or construction manager submits RFIs to the design team. Subcontractors usually route RFIs through the GC rather than directly to designers, though this varies by contract.
What happens if the designer doesn’t respond in time?
Contract documents typically specify consequences for late responses, which may include schedule relief for the contractor. Persistent delays become documentation for delay claims.
Can an RFI be verbal?
No. RFIs must be written and formally logged to create proper documentation. Verbal clarifications should be confirmed in writing, often as an RFI to memorialize the response.
How many RFIs is normal?
RFI volume varies by project complexity. Large commercial projects commonly generate 800+ RFIs. High RFI counts may indicate incomplete design documents or scope definition issues.
Key Takeaways
- An RFI is a formal request for clarification when construction documents are unclear, conflicting, or incomplete
- The average large project generates 800+ RFIs, each costing $1,000-$2,000 to process
- RFI responses frequently result in revised drawings that must be reviewed for all changes
- Drawing comparison ensures you catch every change in a revision, not just the RFI-related modifications
- Proper RFI documentation supports change order requests and protects against disputes
- Early RFI submission and thorough tracking are essential for project success
Last updated: 2026-02-04