In the world of construction, clear communication is the foundation of a successful project. When uncertainties arise—whether due to unclear plans, missing information, or scope gaps—the Request for Information (RFI) process becomes essential. A well-written RFI ensures that every stakeholder is on the same page, minimizing delays, reducing risk, and maintaining quality throughout the project lifecycle.
In this guide, we’ll walk you through how to write an RFI in construction effectively, covering best practices, formatting, and common mistakes to avoid.
What is an RFI in Construction?
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An RFI (Request for Information) is a formal document used in the construction industry to request clarification or additional information about plans, specifications, drawings, or other contract documents.
RFIs are typically sent by contractors, subcontractors, or suppliers to architects, engineers, or project owners when something in the construction documents is unclear or contradictory.
Why Is a Construction RFI Important?
RFIs are critical because they:
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Clarify unclear specifications
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Prevent construction errors
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Avoid costly delays and rework
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Document all project communication
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Help manage project risks
Without RFIs, assumptions could lead to mistakes, miscommunication, and legal disputes.
When Should You Send an RFI?
You should send an RFI whenever you encounter:
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Incomplete drawings or plans
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Conflicting information between documents
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Missing material specifications
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Unclear scope of work
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Safety or code compliance questions
The earlier you submit an RFI, the more time you give stakeholders to respond and keep the project on track.
How to Write an RFI in Construction Effectively
Here are the most important tips for writing clear, effective RFIs:
1. Be Clear and Concise
Avoid long, vague descriptions. Clearly state what is unclear or missing and what specific information is needed. Make it easy for the recipient to understand the issue.
Example:
❌ “Need more info on concrete.”
✅ “The type of concrete specified for the third-floor slab is not listed in the plan set. Please confirm the mix design and compressive strength.”
2. Use a Standardized Format
Stick to a professional, structured format to ensure consistency across all RFIs. A typical RFI includes:
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RFI Number
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Date of Submission
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Project Name
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Sender’s Information
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Subject or Title
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Detailed Question
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Relevant Reference (drawing, spec, etc.)
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Suggested Solution (optional)
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Response Due Date
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Recipient’s Response
Using RFI templates or software can speed up this process and reduce errors.
3. Reference Supporting Documents
Always include references to the relevant plans, drawings, or sections of the specification documents. You can even attach images or markup screenshots to provide visual context.
Example:
“Refer to Drawing A2.3, Detail 4 – the steel beam elevation is unclear. Please confirm height from finished floor level.”
4. Assign a Due Date
To avoid delays, provide a reasonable response deadline. Depending on the urgency and project phase, allow 3–7 business days.
Tip: Always label urgent RFIs appropriately but avoid overusing the “urgent” tag unless truly necessary.
5. Keep One Question per RFI
Each RFI should address a single issue only. Bundling multiple unrelated questions into one RFI creates confusion and delays. If there are several questions, send them as separate RFIs with clear, unique titles.
6. Offer a Suggested Solution (If Applicable)
If you have a proposed workaround or solution, include it. This demonstrates initiative and can help expedite the response.
Example:
“If acceptable, we propose using 3/4” rebar instead of 1” rebar as specified, due to current site constraints.”
7. Track and Follow Up
Document every RFI submitted, and track its status. If a response is delayed, follow up with a reminder. Use construction project management software (like Procore, Buildertrend, or Autodesk Construction Cloud) to automate tracking.
8. Use Professional Language
RFIs are legal documents. Keep the tone formal and neutral—avoid emotional language, accusations, or informal phrases.
Example:
❌ “The architect forgot to include this!”
✅ “The referenced detail is missing from the architectural drawings. Please advise.”
Common Mistakes to Avoid in RFIs
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Sending vague or incomplete questions
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Failing to reference specific documents or drawings
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Not setting a realistic deadline
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Combining unrelated issues into one RFI
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Using unclear subject lines
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Neglecting to follow up
Avoiding these mistakes improves response times and maintains strong relationships across the project team.
Sample RFI Template
Here’s a basic template you can follow:
RFI Number: 0048
Date: April 11, 2025
Project Name: Newtown Community Center
Subject: Clarification on Window Frame Material (Drawing A3.2)
Submitted By: [Your Company Name]
To: [Architect/Engineer’s Name]
Question:
The window schedule on Drawing A3.2 lists aluminum frames, but the specification section 08 51 13 mentions vinyl frames. Please clarify which material should be used.
Reference Documents:
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Drawing A3.2
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Specification Section 08 51 13
Suggested Resolution:
Use aluminum frames as per drawing unless otherwise directed.
Response Required By: April 15, 2025
Attachments: Screenshot of Drawing A3.2, Spec section excerpt
Tools to Manage Construction RFIs
Several tools can help streamline the RFI process:
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Procore
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Autodesk Construction Cloud
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Buildertrend
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PlanGrid
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Smartsheet
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e-Builder
These platforms allow you to create, manage, and track RFIs, improving response times and collaboration.
Conclusion
RFIs are not just bureaucratic paperwork—they’re vital tools that protect the success of a construction project. Writing a clear and effective RFI helps resolve issues faster, improves coordination, and prevents costly errors.
By using a professional format, sticking to one issue at a time, and maintaining documentation, you’ll ensure your RFIs serve their purpose efficiently.
Whether you’re a contractor, project manager, or subcontractor, mastering the art of writing RFIs will improve your construction communication and project outcomes.
