A Request for Information (RFI) is one of the most frequently used communication tools in construction management. At its core, an RFI is a formal question that seeks clarification from the design team, owner, or other stakeholders. While often treated as routine paperwork, the quality of an RFI can have lasting contractual and financial implications. A well-prepared standalone RFI reduces delays, ensures accurate responses, and creates a defensible project record if disputes or claims arise.
This guide details the best practices for creating a complete, effective, and contractually sound RFI.
1. Understand the Contractual Role of RFIs
Most construction contracts, including AIA and ConsensusDocs agreements, define the RFI process as an official channel of communication. This means:
- An RFI is part of the legal project record.
- Timely submission of an RFI may constitute notice of a differing condition.
- RFI responses can become binding direction that supersedes informal communications.
Before drafting RFIs, review the project’s Division 01 specifications and contract general conditions. These sections often include requirements for RFI formatting, deadlines for responses, and procedures for escalating unresolved issues.
2. Use a Standardized Template
Consistency in format ensures clarity and speeds up review. A standalone RFI should include the following fields:
- RFI Number (unique and sequential).
- Date of submission.
- Project name and contract number.
- Reference documents (drawing number, sheet, detail, or specification section).
- Clear subject line (for example, “RFI 014 – Mechanical Room Duct Conflict with Structural Beam”).
- Description of the issue, including specific context.
- Proposed resolution or requested direction.
- Indication of potential cost or schedule impacts.
- Attachments (photos, sketches, markups).
- Required response date.
- Distribution list.
This standardized format creates predictability, reduces the chance of missing information, and strengthens the audit trail.
3. Write a Clear and Detailed Narrative
The narrative is the core of the RFI. Avoid vague or generic phrasing. Instead, write a detailed but concise explanation that answers three key questions:
- What is the issue?
Identify the precise location, drawing reference, and conflict. - Why is it an issue?
Explain the field condition or contradiction that requires clarification. - What is needed from the design team?
Ask a clear question or propose a specific resolution.
For example, instead of “Clarify duct routing,” write:
“Duct D-201 shown on M4.2 conflicts with structural beam SB-17 shown on S3.5 at Mechanical Room 204. The duct cannot be installed as drawn without modification. Please confirm whether the duct should be rerouted above ceiling height, reduced in size, or relocated to the adjacent chase.”
This level of specificity ensures the design team can provide a direct, actionable response.
4. Reference Contract Documents Precisely
Always tie the RFI to the relevant contract documents. This reinforces the contractual basis of the issue and protects entitlement in case of claims.
- Cite drawing numbers, detail callouts, and specification sections.
- Include revision numbers to distinguish between original and updated drawings.
- Attach marked-up excerpts of the drawings with the issue highlighted.
The goal is to leave no ambiguity about where the issue originates.
5. Highlight Potential Impacts Without Overstating
Owners and design teams often resist RFIs that appear inflated or threatening. At the same time, RFIs should clearly identify potential impacts. The best practice is to acknowledge potential cost or schedule implications without exaggeration.
For example:
“This conflict, if unresolved, may affect installation sequencing and could require additional ductwork material and labor.”
This phrasing establishes a record that the contractor provided notice of potential impact without escalating unnecessarily.
6. Attach Supporting Documentation
Visual evidence strengthens the clarity of an RFI. Always include:
- Photos from the field.
- Marked-up drawings or sketches showing the conflict.
- Extracts from relevant specifications.
Attachments allow reviewers to understand the issue immediately and reduce back-and-forth clarification requests.
7. Set Realistic Response Deadlines
Division 01 specifications often define a standard response time, such as 7 or 10 days. If the issue is urgent, note the requested response date and explain why. For example:
“Required by 8/14/25 to avoid delay in duct installation scheduled for 8/18/25.”
Clear deadlines keep the process moving and help hold parties accountable.
8. Maintain Professional Tone
RFIs are formal documents that may be read in arbitration, mediation, or court. Avoid emotional language, blame, or speculation. Stick to facts and write as though the RFI will be reviewed years later in a claims proceeding.
9. Track and Log All RFIs
Use Procore, Aconex, or another project management platform to maintain a central RFI log. Each entry should include submission date, responsible party, due date, and status. A well-maintained log demonstrates diligence and creates a defensible record.
10. Treat Every RFI as Potential Claim Documentation
Even if an issue seems small, an RFI may later become a key piece of evidence in a dispute. Every standalone RFI should be complete enough to function independently as claim documentation. If a change order or delay claim is filed months later, the RFI should stand on its own as clear proof of timely notice and issue documentation.
Conclusion
Creating a standalone RFI is not just about asking a question. It is about building a precise, contractual record that clarifies design intent, prevents misunderstandings, and protects all parties against future disputes. By following best practices—using standardized templates, writing clear narratives, referencing contract documents, and attaching supporting materials—project teams can transform RFIs from a source of frustration into a powerful risk management tool.
Author: Terry Devlin
Program Director | Founder of AIPMCM
