Construction RFIs: The Ultimate Guide

A single Request for Information can cost over $1,000 to process when you factor in the time, potential delays, and administrative overhead. Now, multiply that by the dozens or even hundreds of rfis a typical project generates. The costs add up quickly, eating into your profit margins and threatening your budget. These expenses aren't just the price of doing business; they're a sign of inefficiency. Getting your RFI process right is one of the most direct ways to control project costs. This guide provides actionable steps for writing clearer requests, managing responses efficiently, and using technology to streamline the entire workflow, helping you protect your bottom line from avoidable expenses.

Key Takeaways

• Use RFIs proactively to control project outcomes: A structured RFI process is essential for managing risk, preventing costly rework, and creating a documented paper trail that protects all parties involved.
• A well-written RFI gets a better answer, faster: Get the information you need the first time by asking specific questions, providing context with supporting documents, and setting clear response deadlines.
• Adopt the right tools to automate RFI management: Ditch manual spreadsheets for a centralized system that tracks every request, automates follow-ups, and uses AI to help generate accurate responses quickly, saving both time and money.

What is an RFI in Construction?

Think of a Request for Information (RFI) as a formal way to ask a question on a construction project. When blueprints, specs, or contract documents are unclear or seem to be missing something, an RFI is your tool to get the official answer you need. It’s not just a casual email; it’s a documented process that helps clear up confusion and ensures every key decision is recorded and shared with the right people.

Typically, a general contractor or subcontractor will send an RFI to the project designer, architect, or engineer. The goal is simple: fill in the gaps. Maybe a drawing is missing a key measurement, or a specified material is no longer available. Using an RFI formalizes the question and the answer, creating a paper trail that protects everyone involved. This process is often a contractual requirement and is fundamental to keeping a project moving forward successfully. A well-managed RFI process prevents misunderstandings that could lead to costly mistakes or delays down the line, making it a cornerstone of effective project management.

Key Components of an RFI

While the format can vary from project to project, a solid RFI always contains a few key pieces of information to make sure the question is understood and answered efficiently. You’ll want to include a clear objective or summary of the issue, explaining exactly what information you need. It’s also helpful to outline a timeline for when you need a response to avoid delays. For more complex issues, adding a storyboard or screenshots can provide visual context. Be sure to specify what deliverables you expect in the response and what evaluation criteria will be used to assess it. This structure ensures your request is taken seriously and gets a comprehensive answer.

Different Types of RFIs

RFIs can cover a wide range of topics on a job site, and they usually fall into a few common categories based on the type of question being asked. You might encounter design questions about conflicting details in the blueprints or material questions when a specified product needs a substitute. Site condition RFIs address unexpected issues found on-site, like soil problems or hidden utilities. You may also need to submit schedule questions to clarify timelines or rule and law questions to ensure compliance with local building codes. Each type involves different experts, from architects to city inspectors, and addresses a specific need for clarity to keep the project on track.

Know When to Submit an RFI

Timing is everything when it comes to RFIs. They are most commonly used during two key phases of a project: the bidding stage and the construction phase. During bidding, contractors submit RFIs to clarify any ambiguities in the project scope or documents. This allows them to create a more accurate and competitive bid because they have a complete picture of what’s required. Once construction is underway, RFIs are used to resolve issues that arise on the job site. Submitting an RFI as soon as a problem is identified is crucial for preventing delays and ensuring the work continues smoothly and according to the correct specifications.

Common RFI Myths

One of the biggest myths is that RFIs are just a tool for contractors to create blame or cover themselves if something goes wrong. In reality, a high volume of RFIs often points to a bigger issue: a lack of clear communication between the design team and the contractors building the project. When architects, engineers, and builders aren't perfectly aligned, RFIs become necessary to bridge the gaps. Ignoring an RFI or letting it go unanswered is a huge risk. It can lead to poor quality work, incorrect installations, or even unsafe conditions, which could open the door to serious disputes or lawsuits later on.

How the RFI Process Works

The RFI process is more than just asking a question; it’s a structured conversation that keeps your project moving forward. When managed correctly, it’s a clear, four-step cycle that ensures every detail is addressed, documented, and resolved. Think of it as a formal way to get the answers you need without letting anything fall through the cracks. Each step builds on the last, creating a transparent record that protects everyone involved and keeps the project aligned from start to finish.

Step 1: Create and Submit the Request

This is where it all begins. An RFI is a formal way for people on a construction project to ask for clear answers about plans, drawings, or other details. Typically, a general contractor or subcontractor spots a gap or an inconsistency in the contract documents. Instead of making an assumption, they create and send an RFI to the relevant expert, like a designer or engineer, when information is missing or unclear. This initial request clearly outlines the question, explains why the information is needed, and sets the stage for a formal response.

Step 2: Review the Response

Once the RFI is submitted, the recipient reviews the question and provides a formal answer. This response is crucial because it becomes part of the official project record. RFIs create a written record of all questions, answers, and resulting changes. This documentation is key to keeping everyone on the same page and helps prevent mistakes or misunderstandings down the line. The clarity provided in the response directly impacts the project’s direction, so it’s important for the answer to be thorough and unambiguous.

Step 3: Implement and Follow Up

Receiving an answer isn’t the end of the process. The next step is to carefully review the response and understand its impact on the project’s schedule and budget. Good RFI management can stop duplicate work and avoid potential legal issues later. Before closing out the RFI, your team needs to confirm the response is accurate and complete, then integrate the new information into the project plan. This follow-up ensures the resolution is actually put into practice.

Step 4: Keep Clear Documentation

Proper documentation is the backbone of the RFI process. The entire exchange, from the initial question to the final answer, needs to be recorded and stored securely. Today, this often happens online, with responses sent as digital files. Using construction management software helps organize, track, and automate the RFI process, creating a single source of truth for the entire project team. This digital trail is invaluable for maintaining clarity, resolving disputes, and ensuring accountability for every decision made.

Why RFIs Are Key to Project Success

Think of RFIs as more than just a box to check. When managed correctly, they are a powerful tool for ensuring your project runs smoothly from start to finish. A proactive RFI process isn't about pointing out problems; it's about finding solutions before they become costly headaches. By encouraging clear communication and detailed documentation, RFIs lay the groundwork for a project that stays on track, within budget, and meets everyone's expectations. They are the foundation of a well-executed plan, helping you build confidence and clarity among all stakeholders involved.

Reduce Risk and Control Quality

Every project has its share of ambiguities. RFIs are your best tool for tackling them head-on. They help clarify unclear specifications or drawings, ensuring every decision is documented and shared with the team. This simple act of asking and recording prevents misunderstandings that can lead to rework, saving you from duplicate efforts and potential legal issues down the road. A well-managed RFI process is a cornerstone of effective risk management, giving you the control needed to deliver high-quality results and keep stakeholders aligned.

Keep Your Project on Schedule

Nothing stalls a project faster than waiting for answers. Slow RFI responses are a common cause of delays and budget overruns, especially during the critical bidding and construction phases. A streamlined RFI process keeps the momentum going by ensuring questions are addressed quickly and efficiently. When your team can get the information it needs without long pauses, you can maintain your project timeline and avoid the frustrating stop-and-start cycle. It’s about turning potential roadblocks into simple checkpoints on your path to completion.

Manage Project Costs

Unanswered questions come with a hefty price tag. It can cost a company over $1,000 to process a single RFI, and those costs can accumulate to hundreds of thousands of dollars over a project's lifecycle. By using RFIs to resolve uncertainties early, you prevent expensive changes and fixes later on. Getting clarity on materials, methods, or designs before work begins is one of the most effective ways to protect your budget. This proactive approach to cost control ensures that you’re investing resources wisely and not spending them on avoidable mistakes.

Add a Layer of Legal Protection

Clear documentation is your best defense. RFIs create a detailed written record of every question, answer, and decision made throughout the project. This paper trail is invaluable for keeping everyone on the same page and preventing disputes that arise from miscommunication. Should a disagreement occur, you have a clear history of all communications to reference. This layer of protection isn't about expecting problems, but about being prepared. It ensures accountability and provides a single source of truth that protects all parties involved, from the client to the contractor.

Improve Team Communication

At their core, RFIs are a communication tool. They often arise from a lack of clarity between architects, engineers, and contractors, highlighting areas where the team needs to sync up. An organized RFI process creates a formal channel for these essential conversations, ensuring nothing gets lost in translation. Using a centralized system to manage RFIs helps track every request and response, making collaboration seamless. It transforms the process from a series of scattered emails and calls into a structured, transparent dialogue that keeps the entire project team moving forward together.

How to Write an Effective RFI

A well-crafted RFI is your best tool for getting clear, helpful information without derailing your project timeline. When you write an RFI that’s easy to understand and act on, you’re not just asking a question—you’re guiding the recipient toward giving you the exact answer you need. Vague or incomplete RFIs lead to vague answers, follow-up questions, and unnecessary delays. The key is to be direct, provide context, and make it as simple as possible for the other party to respond. By putting in a little effort upfront, you save everyone time and keep the project moving smoothly. Let’s walk through the essential steps to writing an RFI that gets results.

Include All Project Information

Before you even write your question, give the recipient the full picture. Without context, your question exists in a vacuum, making it difficult for them to provide a relevant or accurate answer. Start by providing a brief background on the project, your company’s goals, and what you’re trying to achieve. Explain why you need this specific information and how it fits into the larger project scope. This context helps the supplier or contractor understand the importance of their response and tailor it to your specific needs. A little bit of background information goes a long way in preventing misunderstandings and getting the detailed response you’re looking for the first time around.

Ask Clear, Specific Questions

Clarity is everything. Avoid bundling multiple queries into a single, confusing paragraph. Instead, ask simple, specific questions, tackling one issue at a time. If you have a complex problem, break it down into a series of straightforward questions. This makes your RFI easier to digest and ensures no part of your request gets overlooked. Frame your questions to be as direct as possible. For example, instead of asking, “What are your thoughts on the foundation plan?” try, “Does the current foundation plan account for the soil composition report from May 15th?” The more specific your question, the more specific and useful the answer will be.

Attach Supporting Documents

Words can only do so much. Whenever possible, use supporting documents to illustrate your question and provide additional context. This could include anything from drawings and specifications to photos of the site conditions or relevant email chains. When you include relevant documents, you create a shared frame of reference that eliminates ambiguity. Make sure to clearly label your attachments and reference them directly in the body of your RFI (e.g., “Please see attached drawing A3 for the area in question”). This simple step helps the recipient quickly locate the information they need to formulate a comprehensive and accurate response, preventing confusion and saving valuable time.

Set a Clear Timeline

Every RFI needs a deadline. Without one, your request can easily fall to the bottom of a busy person’s to-do list. Including a clear due date sets expectations and communicates the urgency of your request, which helps keep the project on schedule. Be reasonable with your timeline—give the recipient enough time to review the information and provide a thoughtful response, but don’t leave it so open-ended that it causes delays. A firm but fair deadline for responses is a critical component of effective project management and ensures that you get the information you need when you need it.

Define Response Expectations

Tell the recipient exactly what you need from them. Do you want a brief email confirmation, a formal document, or markups on a drawing? Defining your expectations for the response format helps the other party deliver the information in a way that’s most useful to you. It also streamlines the process, as they won’t have to guess what you’re looking for. It’s also a good idea to check your contract for any specific RFI procedures or required response times that you need to follow. By clearly outlining the required format and adhering to contractual obligations, you make the entire RFI process more efficient and professional for everyone involved.

How to Manage RFIs Effectively

Submitting an RFI is just the first step. The real challenge—and where many projects run into trouble—is managing the entire lifecycle of that request. A disorganized RFI process can lead to missed deadlines, costly rework, and endless confusion. But with a clear strategy, you can turn your RFI management from a source of stress into a streamlined system that keeps your projects moving forward smoothly. It all comes down to having the right tools, clear timelines, and solid communication.

Use the Right Digital Tools

If you’re still tracking RFIs in a spreadsheet, it’s time for an upgrade. Manual methods are slow and make it easy for critical details to fall through the cracks. Modern construction projects rely on specialized software to manage the RFI process from start to finish. These platforms create a single source of truth, tracking every request, response, and change in one place. Using a dedicated tool helps save time, reduce costs, and improve the quality of work by automatically logging all RFI activities and alerting team members to updates. An AI deal desk solution can even help you generate responses faster by pulling accurate, pre-approved information from your knowledge base.

Manage Response Times

Waiting for an answer can feel like watching paint dry, and project delays are expensive. On average, getting an RFI reply can take anywhere from six to ten days. To keep things on track, always include a clear "response required by" date in your submission. For truly time-sensitive issues that could halt progress, you can mark the RFI as "high-priority." Just be careful not to overuse this tag, or it will lose its impact. Establish a clear follow-up cadence for any requests that go past their deadline. A simple, automated reminder can often be enough to get the response you need without damaging relationships.

Put Quality Checks in Place

Getting a response isn’t the end of the process. Before you close out an RFI, you need to verify that the information you received is accurate, complete, and actually solves the problem. Take a moment to review the answer carefully and consider its impact. How will this change affect the project schedule, budget, or scope? It’s a good practice to have a second person review the response, especially for complex issues. This quality check ensures that the solution is viable and that everyone understands the implications before you move forward. Don't just file it away—confirm it's the right answer.

Develop a Communication Strategy

Many RFIs are simply a symptom of a larger problem: a breakdown in communication. When architects, engineers, and contractors aren't aligned, questions and confusion are inevitable. You can reduce the number of formal RFIs by establishing a proactive communication strategy at the start of a project. Define clear points of contact for different types of issues and schedule regular meetings to discuss progress and address potential roadblocks. Creating an environment where team members feel comfortable asking informal questions can often resolve issues before they ever need to become a documented RFI, saving everyone time and paperwork.

Stay Organized and Track Everything

A well-organized RFI log is your best friend. It’s not just a to-do list; it’s a complete record of your project’s decision-making process. Using management software helps you organize, track, and even automate the RFI workflow, making all information available to the entire team in real-time. This centralized system ensures that every RFI is accounted for and provides a clear audit trail for legal protection. Over time, you can also analyze this data to spot trends. Are you constantly asking the same partner for clarifications? This insight can help you improve processes and strengthen your business partnerships for future projects.

Solve Common RFI Challenges

Even the most well-planned construction projects run into questions. The RFI process is designed to solve them, but it often comes with its own set of frustrations. From vague questions to delayed answers, these challenges can throw your timeline and budget off track. But they don't have to. By understanding these common hurdles, you can create a strategy to overcome them and keep your project moving forward smoothly. Let's look at the most frequent RFI problems and how to solve them.

Handling Unclear Requests

It’s frustrating to receive an RFI that’s so vague you don’t know where to begin. RFIs are generally used for questions about design conflicts or incomplete plans, but if the request isn't clear, it just creates more back-and-forth. To handle this, don't guess. Reach out directly to the sender for clarification before you spend time crafting a response. To prevent this from happening in the first place, encourage your team to write specific, concise questions. A good RFI provides enough context for a clear answer. Establishing a standard RFI template can guide everyone to include the necessary details, reducing ambiguity from the start and making the entire project communication process more efficient.

Dealing with Response Delays

Waiting for an RFI response can feel like watching paint dry, especially when work grinds to a halt. On average, it can take over six days to get a reply, and nearly one out of every four RFIs gets no answer at all. These delays have real consequences, leading to schedule slips and budget overruns. To combat this, set a clear and reasonable response deadline in your RFI submission. Use a digital RFI log to track the status of every request so nothing falls through the cracks. If a deadline is approaching, don't be afraid to send a polite follow-up. An AI-powered platform can also help by centralizing communication and making it easier for stakeholders to see and act on pending requests.

Filling in Information Gaps

At its core, an RFI is a tool for clarification. In construction, an RFI is used when project plans or documents are missing information needed to start or continue a part of the work. The challenge isn’t just identifying a gap, but getting the precise information to fill it quickly and accurately. When you submit an RFI, be explicit about what’s missing and why you need it. Reference specific drawing numbers, spec sections, and locations. The more context you provide, the easier it is for the recipient to give you the exact answer you need. This proactive approach helps turn a potential roadblock into a simple, documented clarification that keeps the project on track.

Maintaining Document Control

An unorganized RFI process is a recipe for chaos. When requests and responses are scattered across emails, spreadsheets, and paper forms, it’s easy to lose track of critical decisions. This can lead to duplicate work, confusion on-site, and serious legal problems down the road. Good RFI management is your best defense. By implementing a centralized system, you create a single source of truth for all project clarifications. Every RFI, response, and related document is logged and easily accessible. This not only keeps your team aligned but also builds a comprehensive record that can protect you if disputes arise. Centralizing your data is a key benefit of modern project management.

Fixing Communication Breakdowns

A major reason for RFIs is a lack of clear communication between architects, engineers, and contractors. When teams operate in silos, misunderstandings are inevitable, and RFIs become the default way to resolve them. Instead of treating RFIs as a transactional fix, focus on improving the underlying communication channels. Schedule regular coordination meetings where teams can discuss potential issues before they become formal RFIs. Use a collaborative platform where all stakeholders can communicate in real time. When everyone is on the same page and working together, you’ll find that the need for formal RFIs decreases, and the project runs much more smoothly.

Use Technology to Improve RFI Management

Managing RFIs with spreadsheets and email chains is a recipe for delays and miscommunication. The right technology can completely change the game, turning a tedious administrative task into a streamlined, efficient process. By adopting modern tools, you can bring clarity and speed to your RFI management, ensuring your projects stay on track and your team stays aligned. It’s not about adding another complicated system; it’s about finding a solution that simplifies your workflow and gives you back valuable time.

Let AI Do the Heavy Lifting

Instead of manually digging through old project files for answers, let artificial intelligence handle the search. Modern RFI software uses AI to instantly find the most relevant information from your company’s knowledge base, past projects, and technical documents. This means you can generate accurate, consistent first drafts for your RFI responses in a fraction of the time. An AI-powered platform acts as a central brain for your team, ensuring every response is built on the most up-to-date and correct information, which reduces errors and improves the quality of your submissions.

Automate Your Workflows

Automating the RFI process eliminates the manual busywork that slows everything down. You can set up workflows that automatically route incoming RFIs to the correct subject matter expert, send reminders about approaching deadlines, and log every action in a centralized system. This means no more chasing down team members for updates or wondering about the status of a request. Automation keeps the process moving forward smoothly, ensures accountability, and provides a clear, auditable trail for every RFI from submission to resolution.

Collaborate in Real Time

When your entire team works from a single, centralized platform, collaboration becomes seamless. Everyone involved—from project managers to engineers to subcontractors—can view, comment on, and contribute to RFIs in real time. This shared visibility eliminates version control issues and reduces the risk of miscommunication that often happens over scattered email threads. Having one source of truth ensures that all stakeholders are on the same page, which helps prevent duplicate work and keeps the project aligned.

Integrate with Your Existing Tools

The most effective RFI management software doesn’t force you to abandon the tools you already rely on. Look for solutions that integrate smoothly with your existing project management software, CRM, and document storage systems. This connectivity creates a unified workflow, allowing information to flow freely between platforms without manual data entry. When your RFI tool talks to your other systems, you get a more complete picture of your project and can manage everything from one central hub, making your entire process more efficient.

Save Time and Money

Ultimately, using technology to manage RFIs has a direct impact on your bottom line. When you consider that a single RFI can cost over $1,000 and take hours of manual effort to resolve, the value of efficiency becomes clear. By using AI to draft responses, automating workflows, and improving collaboration, you can drastically cut down the time spent on each request. This not only saves money on administrative costs but also helps prevent costly project delays. As real-world examples show, a faster, more accurate RFI process leads to better project outcomes and a healthier budget.

Best Practices for a Better RFI Process

A smooth RFI process doesn’t happen by accident. It’s the result of a deliberate strategy to make communication clear, consistent, and efficient. When you have a solid system in place, you spend less time chasing down answers and more time moving the project forward. The goal is to create a predictable workflow that everyone on the team understands and can follow.

Implementing a few best practices can completely change your RFI management. Instead of reacting to issues as they pop up, you’ll have a proactive framework for handling questions and clarifying details before they cause delays. This approach not only saves time and money but also reduces friction between teams, leading to better collaboration and higher-quality outcomes. From standardizing your rules to automating routine tasks, these steps will help you build a more effective and less stressful RFI process.

Standardize Your Methods

The first step to a better RFI process is getting everyone on the same page. Before a project even kicks off, it’s crucial to set clear ground rules for how RFIs will be handled. Decide as a team what qualifies as an RFI, what information must be included in every request, and what the expected response time is. When you define these standards upfront, you eliminate guesswork and ensure every RFI submitted is clear, complete, and actionable. Document these rules in a simple guide and share it with all stakeholders so there’s a single source of truth for the entire team to follow.

Establish Communication Protocols

A common reason RFIs are needed in the first place is a breakdown in communication. To prevent this, you need to establish clear protocols for how information flows. Define a clear path for every RFI: who creates it, who it goes to for review, and who has the final authority to approve the response. Using a centralized platform instead of scattered email chains is key. This ensures that all communication is transparent and accessible to the right people, preventing important details from getting lost. A clear communication plan keeps the process moving and holds everyone accountable.

Create Reusable Templates

Why start from scratch every single time? Creating reusable templates for common RFI types is one of the easiest ways to introduce efficiency into your workflow. A good template ensures that all necessary information—like project name, date, RFI number, and supporting documents—is included every time. This consistency makes it easier for reviewers to understand the request and respond quickly. You can build a library of templates for different situations, such as design clarifications, material substitutions, or site condition issues. Using a platform with AI-powered features can make creating and managing these templates even simpler.

Automate Repetitive Tasks

Managing RFIs involves a lot of manual, repetitive work—logging requests, sending reminders, and tracking statuses. These tasks are not only time-consuming but also prone to human error. This is where automation comes in. By using an AI deal desk solution, you can automate the entire RFI lifecycle. The system can automatically route requests to the right person, send follow-up notifications for pending responses, and maintain a complete, time-stamped log of all activity. This frees up your team to focus on more critical tasks instead of getting bogged down in administrative work.

Measure and Analyze Performance

You can’t improve what you don’t measure. To truly refine your RFI process, you need to track key performance indicators (KPIs). Start by monitoring metrics like the average RFI response time, the number of RFIs per project phase, and which contractors or topics generate the most requests. Analyzing this data will help you identify bottlenecks and recurring issues. For example, if you notice a high volume of RFIs related to a specific drawing, you can address the root cause with the design team. This data-driven approach allows you to make continuous improvements, reducing duplicate work and potential disputes down the line.

What's Next for RFI Management?

The way we handle RFIs is changing, and it’s for the better. Gone are the days of chasing paper trails and waiting weeks for a simple clarification. The future of RFI management is smarter, faster, and more connected to the rest of your project. It’s all about using technology to get ahead of problems, improve communication, and make data-driven decisions. By staying on top of these shifts, you can turn your RFI process from a necessary chore into a powerful tool for project success.

New and Emerging Technologies

Technology is completely reshaping the RFI landscape. While online portals and email alerts were a great first step, we’re now seeing more advanced tools take center stage. Artificial intelligence, for instance, can help you draft RFI responses by pulling information from past projects or technical documents, saving your team hours of work. Cloud-based platforms and mobile apps mean you can create, send, and track RFIs directly from the job site. This move toward smarter construction technology ensures that critical information is always at your team’s fingertips, keeping projects moving without delay.

Key Industry Trends to Watch

The construction industry is putting a bigger emphasis on proactive risk management, and the RFI process is a key part of that trend. Effective RFI management is now seen as a crucial way to prevent duplicate work and head off potential legal issues down the road. Teams are also getting smarter about using the data from their RFI logs. By analyzing response times, common query types, and recurring issues, you can identify patterns and bottlenecks. This data-driven approach helps you refine your processes, improve contract documents, and make more informed decisions on future projects.

The Evolution of the RFI Process

The RFI process is evolving from a simple question-and-answer format into a more dynamic and collaborative workflow. RFIs are no longer just a tool for the construction phase; they are being used earlier in the bidding and design stages to clarify scope and prevent misunderstandings before they become costly problems. This shift is part of a broader digital transformation in construction that prioritizes clear communication and shared understanding among all stakeholders. Instead of a formal, sometimes adversarial exchange, the process is becoming a more integrated part of team collaboration, focused on solving problems together.

Deeper Project Management Integration

One of the most significant changes is how RFIs are being integrated into larger project management systems. Instead of living in a separate spreadsheet or email chain, RFIs are now a connected part of your project’s digital ecosystem. Using construction management software helps organize, track, and automate the entire process, making information available to everyone in real-time. When an RFI is created or answered, it can automatically update project schedules, notify relevant team members, and link directly to the affected plans or documents. This deep integration creates a single source of truth and ensures that everyone is working with the most current information.

Related Articles

• Understanding RFIs: A Comprehensive Guide
• RFQ vs RFI: Key Differences & Effective Use
• Understanding the RFQ Process in Procurement
• RFQ vs. RFP: What’s the Difference?
• Simplify RFIs with Automation and AI

Frequently Asked Questions

What's the difference between sending an RFI and just asking a question over email? Think of an RFI as a formal, documented question that becomes part of the official project record. While a quick email is great for informal chats, an RFI creates a clear paper trail that protects everyone involved. It ensures the question is directed to the right person, the answer is officially recorded, and any resulting changes are tracked. This level of documentation is essential for maintaining clarity, managing risk, and resolving any disputes that might come up later.

Is it a bad sign if my project has a lot of RFIs? Not necessarily. While a high volume of RFIs can sometimes point to unclear plans or a communication gap between the design and construction teams, it's not automatically a red flag. A proactive team that uses RFIs to clarify every ambiguity is actually managing risk effectively. It's far better to ask questions and get documented answers than to make assumptions that could lead to costly rework. The real problem isn't the number of RFIs, but how long they take to get resolved.

What's the biggest mistake people make when writing an RFI? The most common mistake is being vague. A question like, "What should we do about this wall?" is too open-ended and will likely lead to a slow or unhelpful response. A great RFI is specific and provides context. It should clearly state the problem, reference the exact drawing or specification number, and explain why the information is needed. Attaching photos or documents to illustrate the issue also makes it much easier for the recipient to give you the precise answer you need quickly.

How can I speed up the response time for my RFIs? The best way to get faster responses is to make your RFIs as easy as possible to answer. Start by writing a clear, specific question and provide all the necessary supporting documents. Always include a reasonable "response required by" date to create a sense of urgency. Using a centralized RFI management tool also helps by automatically tracking statuses and sending reminders, so your request doesn't get lost in someone's inbox.

Besides asking questions, what other purpose does an RFI serve? Beyond just getting answers, the RFI process is a powerful tool for risk management. Each RFI and its response creates a detailed record of how decisions were made on the project. This documentation provides a layer of legal protection for all parties by creating a clear history of communication. It also serves as a valuable learning tool, as you can analyze RFI data over time to identify recurring issues and improve your processes for future projects.