In construction, an RFI, also known as a request for information, is typically sent by a contractor or a subcontractor when information from another partner, such as a designer or engineer, is required. This additional information is needed because it either wasn’t included or was unclear when work was scoped in the initial construction contract.
This article fully defines an RFI and provides a construction RFI template to help you keep track of the RFIs you send out and the information you receive. The template can be used for digital record-keeping and as a cover sheet for responses filed.
What is RFI in construction?
An RFI, also known as a request for information, is a very common official request for clarification about an aspect of a construction project. These requests may concern drawings and documents, construction specifications, or other project conditions. RFIs can be sent at any time but are usually submitted during bidding or active construction.
RFIs are chiefly used to fill information gaps that become apparent throughout a construction project. Because these RFIs and the responses to them are official and written, they help document changes and communication efficiently. RFIs are widely considered necessary for a project’s positive outcome, and they are not truly “requests,” either. The information requested in construction RFIs is essential, and responses are required.
Typically, a general contractor or subcontractor submits a written request for information to a vendor or contractor, such as a designer or engineer. The primary goals of an RFI are to clarify ambiguities that arise during construction and were not initially addressed in the contract and to reduce the need for labor-intensive and potentially costly corrective work later in the project.
What information should be on an RFI?
Since a construction RFI is an official request, an RFI must be as clear and specific about the information your team needs as possible. You’ll also want to ensure the RFI articulates by when this information must be provided. Since all parties will be working together to ensure the best possible outcome of the construction project, feel free to ask for exactly what you need. This includes drawings, cost estimates, and whatever else will help clarify any ambiguities or solve concerns.
When preparing an RFI, ensure it is appropriately categorized. Determine whether the information you require concerns design clarification, a request for a design change or substitution, constructibility issues, or unexpected site conditions.
Keep in mind that not all requests for information require an official RFI. RFIs are not a form of routine communication. While they are certainly expected during the construction process, they should not be used for every bit of information your team requires. Additionally, RFIs should never replace the traditional verbal communication between different teams, contractors, and subcontractors to ensure the best project outcome.
By creating a list of potential categories under which an RFI falls, it can be easier to understand which requests for information merit an official RFI and which could be addressed in a phone call. While every business is different, a good rule of thumb is that an RFI should address information that should have been crystal clear on the initial contract or during the bidding process but is now ambiguous, different from what was expected, or a cause for concern.
Best Practices for Construction RFIs
Whether your business is new to sending RFIs or has been sending them for decades, several best practices can ensure your RFIs are as detailed and appropriate as possible and that the system you use to document RFIs and responses is efficient and organized.
Here are a few best practices to consider:
- Develop an official and written procedure for writing and sending RFIs.
- Determine the criteria for what requires an official RFI and what does not. Writing down examples of both can help your team learn to independently discern the difference.
- Outline the documentation required for an RFI and what an RFI response should look like. Again, providing examples of past RFIs and responses to them can help train team members.
- Never send out an RFI that doesn’t clarify exactly what information is needed or by when a response is required. There should be no ambiguity about the request or what information and other assets are expected in the response.
- Ensure that the recipient of the RFI understands the request entirely and will be able to provide the response you expect within the time frame you’ve provided.
- Use a standardized template to document the broad strokes of an RFI. This document should include an RFI number, critical details about the RFI, to whom it was sent, and when a response was received. The document should also summarize the response. It can be saved digitally along with responses to improve documentation and expedite future searches for information. It can also be attached to the official RFI or used as an internal cover sheet.
Construction RFI Template
This template is a customizable summary sheet for the RFIs your business sends out. Using it to organize top-level information about the RFIs you send out and the responses you receive creates a highly searchable and standardized database.
Download: Request for Information
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