RFI in construction: process, template and faster answers
An RFI, or request for information, is a formal question from the construction team to the designer, engineer or client when the documents are unclear, incomplete or in conflict. Write one question per RFI, say what work is waiting, give a needed-by date, keep a log and follow up before the date.
What is an RFI?
A request for information (RFI) is a written question raised during construction when the drawings, specifications or other contract documents do not give the team enough to proceed: a missing dimension, two drawings that disagree, an unclear specification or a site condition the design did not anticipate. The answer becomes part of the project record. An RFI asks for clarification; it is not, on its own, an instruction to change scope or cost, which your contract usually handles through a change or variation process.
Why RFIs slow projects down
RFIs are normal, but slow ones are expensive because work waits on them. The Navigant Construction Forum studied more than 1,300 projects and reported an average of 796 RFIs per project, a median response time of 9.7 days, an estimated $1,080 to review and respond to each one, and 21.9% of RFIs that never received a response. The contract sets the response period on your project; what the team controls is how clear the question is and how firmly it is followed up.
The RFI process, step by step
- Site raises the question, ideally the day it is found, with the location and a photo or marked-up drawing.
- The project manager checks it is genuinely unanswered in the documents and not a duplicate.
- The RFI is issued to the right person, with one question and a needed-by date tied to the programme.
- The RFI is logged and followed up before the needed-by date.
- The response is reviewed: if it changes scope, cost or time, it moves to the change process.
- The answer goes back to site and the RFI is closed with the date.
How to write an RFI that gets answered
- Ask one question per RFI.
- Reference the exact drawing, revision, gridline and specification clause.
- Say what work is waiting and what happens if it waits longer.
- Offer a proposed solution where you have one, so the reply can be a yes or no.
- Attach a photo or a marked-up extract.
- State the date the answer is needed, not just the date it was sent.
The RFI log columns
| Column | What to record |
|---|---|
| RFI number | A unique reference such as RFI-042, used in reports and correspondence |
| Date raised | When the question was issued |
| Raised by | Person and company |
| Subject and question | One clear question with references |
| Location and drawings | Area, drawing number and revision |
| Work waiting | Activity or trade held up |
| Sent to | Named person who must answer |
| Needed by | Date the work needs the answer |
| Follow-ups | Dates of each reminder |
| Response and date | The answer and when it arrived |
| Change impact | Whether scope, cost or time is affected |
| Closed | Date the answer reached site |
RFI, submittal or change order?
An RFI asks a question about the documents. A submittal sends product data, samples or shop drawings for approval before materials are ordered or installed. A change order, or variation, formally changes scope, cost or time. Mixing them up slows all three, so keep separate logs and link them when one leads to another.
Where Bullet fits
Bullet is in early access: capture and review are live, routing is rolling out. A question spoken on site becomes an item with the original words attached, sent to the person who must answer and followed up until the answer is back on site. It complements the formal RFI process your contract requires. Bring an RFI log to a guided demo.
Common questions
- What is an RFI in construction?
- A request for information is a written question raised during construction when the drawings, specifications or other documents do not give the team enough to proceed. It asks for clarification and is not, on its own, an instruction to change scope or cost.
- How long do RFIs take to answer?
- Your contract sets the response period. A Navigant Construction Forum study of more than 1,300 projects reported a median response time of 9.7 days and found that 21.9% of RFIs never received a response.
- What should an RFI log include?
- An RFI number, date raised, who raised it, the question with drawing and specification references, the work waiting, who it was sent to, the needed-by date, follow-ups, the response and its date, any scope, cost or time impact, and when the answer reached site.
RFI log template
A blank CSV you can open in Excel or Google Sheets. Adapt the fields to your project. No signup required.
Download CSV
