Construction RFI Explained: Types, Process, and Best Practices
Unclear drawings, conflicting specifications, or missing details can quickly damage a construction project. Thus, contractors usually need a mechanism that will make the process of exchanging project data quicker and easier.
In construction project management, construction RFIs are the formal process used to clarify questions during the planning, design, or construction phases.
When managed correctly, RFIs create a clear information trail, improve coordination, and keep projects moving forward.
In this article, we’ll explain what construction RFIs are and how modern construction project management software helps automate and manage the RFI process more efficiently.
Table of Contents
- Construction Request for Information Defined
- Who Manages RFIs in Construction Projects?
- Types of Construction RFIs
- RFI, RFP, RFT: What’s the Difference?
- Dos and Don’ts of Efficient Construction RFI Management
- Extra Tips to Streamline RFI Construction Processes
- RFI’s Role in Communication
Construction Request for Information (RFI) Defined
A Request for Information (RFI) is a communication software feature for construction project management, clarifying specific aspects of the project design, specifications, or contract documents.
The role of an RFI in construction project management is to facilitate collaboration between all parties involved in the project. RFIs help resolve any questions or uncertainties in the project takeoff plans or specifications.
RFIs are typically submitted by contractors, subcontractors, or suppliers to architects, engineers, owners, or other accountable project stakeholders to resolve ambiguities and confirm project requirements.
If a contractor is using construction management software, teams can submit, track, and manage RFIs in one platform.
Instead of relying on spreadsheets or emails, all RFIs can be logged in a centralized system, assigned unique identifiers, and tracked through each stage until closure.
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An RFI typically includes:
- the date it was submitted,
- the name and contact information of the person submitting it,
- a brief description of the issue,
- any relevant attachments or supporting documentation.
The recipient has a specified time frame to respond with the requested information, which should include a clear and concise answer to the question and any additional relevant information.
Overall, this flow helps to minimize the risk of delays, budget overruns, and disputes, and increases the chances of a successful project outcome.
Who Manages RFIs in Construction Projects?
The project or construction manager is usually in charge of managing construction RFIs efficiently. After receiving the RFI request, they delegate it to the appropriate team members, such as engineers, architects, or subcontractors, based on the nature of the request.
Learn more about roles and responsibilities within the construction project:
The RFI response is the responsibility of the recipient, who must provide a clear and concise answer to the question within the specified time frame. The construction manager then reviews and approves the response to ensure it meets project standards and requirements.
Effective delegation of RFIs and prompt response help to minimize project delays and ensure a successful project outcome.
Types of Construction RFIs
Construction RFIs can be grouped based on the type of issue they are intended to resolve. Each RFI type helps teams clarify scope, avoid rework, and keep construction moving forward without assumptions.
General Information RFIs
General Information RFIs address everyday clarifications that arise during construction. These typically relate to documents or coordination questions that are not tied to design changes.
💡Typical use case: Requesting a copy of the signed contract or confirming site access procedures.
Constructability RFIs
Constructability RFIs focus on whether the project can be built as documented. They identify issues related to site conditions, construction methods, or practical limitations that could affect feasibility or productivity.
💡Typical use case: Identifying conflicts between drawings and real-world site conditions.
Design Clarification RFIs
Design Clarification RFIs resolve inconsistencies in drawings, specifications, or contract documents. These RFIs help ensure the project is built exactly as intended by the design team.
💡Typical use case: Clarifying dimensions, material specs, or layout details.
Resource and Scheduling RFIs
These RFIs address issues that impact labor, equipment, or material availability. They help teams align timelines and prevent delays caused by missing or unavailable resources.
💡Typical use case: Confirming lead times or workforce availability.
Material Change RFIs
These RFIs document proposed substitutions or changes to specified materials. They are often linked to change orders and help maintain quality and compliance when original materials are unavailable or impractical.
💡Typical use case: Requesting approval for an alternative product with similar performance
RFI, RFP, RFT: What’s the Difference?
The construction industry involves various processes and procedures, including procurement, which refers to acquiring goods, services, and construction works.
There are several terms used in the construction industry to describe procurement procedures, including Request for Proposal (RFP), and Request for Tender (RFT).
Understanding the differences between these terms is essential for builders and subcontractors as they determine the approach and process involved in procurement.
RFI
An RFI is a written or verbal request made by the project manager, contractor, or any other stakeholders, seeking additional information or clarification.
RFP
An RFP is a request made by a potential buyer to several potential suppliers, inviting them to submit proposals outlining the goods, services, or construction works they can provide.
RFPs help buyers who need to identify a solution to a problem and want to compare several options from multiple suppliers.
RFT
An RFT or Request for Tender is a request for a detailed proposal outlining the goods, services, or construction works a supplier is willing to provide and at what price.
RFTs are used when a buyer is looking to purchase goods, services, or construction works and wants to receive detailed proposals from several suppliers.
| Term | Purpose | When Used |
| RFI (Request for Information) | Clarify project details, drawings, specifications, or contract requirements | Any time during the construction process when details are unclear |
| RFP (Request for Proposal) | Invite suppliers or contractors to propose solutions. | When exploring different options for materials, services, or subcontractors |
| RFT (Request for Tender) | Request detailed offers with pricing and terms | When ready to purchase goods, services, or construction works |
Dos and Don’ts of Efficient Construction RFI Management
RFI management can become challenging without standardized workflows and best practices in place.
Dos of RFI Management ✅
- Clearly state the problem: Focus on one issue per RFI to get faster, more accurate responses.
- Offer solutions when possible: Subcontractors can suggest practical fixes alongside the question.
- Track every RFI: Assign unique numbers and due dates using spreadsheets or construction management software.
- Provide complete answers: Avoid partial responses that may require follow-ups and cause delays.
- Engage relevant professionals: Involve engineers, architects, or specialists if the issue requires technical input.
Don’ts of RFI Management ❌
- Don’t submit RFIs without reviewing available information.
- Don’t delay responses, as this can stall the project timeline.
- Don’t send RFIs to the wrong person or department, which can create confusion.
- Don’t ignore RFIs or fail to follow up, as this can lead to legal issues or impact project quality.
Don’t skip established RFI protocols, which ensure accountability and consistency.
Extra Tips to Streamline RFI Construction Processes
Construction companies can make the RFI process more efficient by following these practical tips:
Submit RFIs Early
Raise RFIs before major work begins to address key questions upfront. Besides, early submission reduces the risk of delays, scope misunderstandings, or additional RFIs later.
Proactive RFIs help keep the project aligned with the original plan.
Highlight Urgency Clearly
Always indicate if an RFI requires immediate attention. Don’t assume recipients will automatically notice urgency. Clearly state deadlines, ensuring prompt responses and prevents further problems.
Follow Up Professionally
If an RFI goes unanswered, follow up with the right person without creating duplicates. Provide any additional details needed to move the request forward efficiently.
Review Project Documents First
Attach all relevant documents, drawings, photos, or specifications. Clear context helps recipients understand the issue quickly, reducing back-and-forth and speeding up resolution.
Provide Full Context
Include all relevant details such as drawings, photos, specifications, or supporting documents. Providing full context helps recipients understand the issue quickly, reducing back-and-forth and speeding up resolution.
RFI’s Role in Communication
Clear communication is the background of successful construction projects, especially when teams are working from drawings, specifications, and contracts.
RFIs play a critical role in closing these communication gaps by a structured way to ask questions, document clarifications, and align all project stakeholders around complex information.
When managed properly through construction management software, RFIs become a tool for collaboration, accountability, and informed decision-making.
What Is a Construction RFI?
It is a formal process used to clarify questions in project drawings, specifications, or contracts during the planning, design, or construction phases.
Who Can Submit a Construction RFI?
Contractors, subcontractors, or suppliers typically submit RFIs to request clarification or additional information.
What Information Should an RFI Include?
A typical RFI should include the submission date, the requester’s contact information, a description of the issue, and any supporting documents.
