In construction, Requests for Information (RFIs) are more than just questions. They are formal contract documents that clarify scope, resolve design conflicts, and ensure project teams remain aligned. When properly detailed and documented, RFIs become one of the most powerful tools for mitigating risk and protecting all parties in the event of future claims.
Why Detail Matters
A vague RFI such as “Clarify wall detail” may capture an issue in the moment, but it fails to establish a clear contractual record. A detailed RFI, on the other hand, provides the context needed to:
- Identify the specific drawing, sheet, and detail in question.
- Reference the related specification section.
- Describe the field condition or conflict.
- Suggest a potential resolution or request design team direction.
By creating a precise record, detailed RFIs protect the contractor, the design team, and the owner from misinterpretation and dispute.
Contractual Significance of RFIs
Most construction contracts, whether AIA, ConsensusDocs, or customized owner-architect agreements, define the RFI process as a recognized method of communication. This makes RFIs part of the official project record. Properly documented RFIs serve multiple contractual purposes:
- Notice of Condition: A detailed RFI provides timely written notice of an issue that could affect cost or schedule.
- Direction from the Architect/Engineer: Responses establish the design team’s intent and become binding instructions for construction.
- Documentation Trail: If a dispute arises later, the RFI log demonstrates who identified the issue, when notice was provided, and how it was resolved.
RFIs and Future Claims
Claims often hinge on whether a party gave timely notice of a condition and whether the issue was documented with sufficient clarity. An RFI that includes date, drawing reference, narrative description, and attachments creates a defensible record that strengthens or resolves a claim. Without this detail, claims may be dismissed as untimely, unclear, or unsupported.
For owners, well-documented RFIs help prevent inflated claims by showing the design team provided clear direction and the contractor acknowledged it. For contractors, RFIs protect entitlement to additional time or compensation when design conflicts, errors, or unforeseen conditions occur.
Best Practices for Effective RFI Documentation
- Reference all applicable contract documents: drawing number, detail, sheet, and specification section.
- Provide a clear and concise narrative of the issue.
- Attach photographs, sketches, or marked-up drawings when applicable.
- Identify potential cost or schedule impact without overstating.
- Track responses and due dates to maintain accountability.
Conclusion
RFIs are not just a formality. They are a critical contractual mechanism for ensuring clarity, mitigating risk, and protecting the rights of all parties. By taking the time to prepare detailed RFIs, project teams not only improve communication in the present but also build a defensible record that can resolve disputes and mitigate claims in the future.
Author: Terry Devlin
Program Director | Founder of AIPMCM
